Administration Assistant Job Description

October 3, 20110 Comments

Administration Assistant Job Profile and Description

The administration assistant is basically required to perform the administrative works and duties and other related functions in the office for the administration division and department.

An administrative assistant has to do the vital jobs of administration such as coordination, oversight and administrative support and contact for the external and internal affairs. The administration assistant is an important representative for the administration and usually is the first to communicate whenever a contact is made with the division.

The administrative assistant should have the qualities of being a representative so should be able to know how to greet people, answer incoming queries, email contact routing and distribute mail to corresponding mailboxes. The administration assistant is also expected to assist other employees in short duration office chores.

Duties and Responsibilities of an administration assistant

Some of the duties and responsibilities of an administration assistant are:

  • The administration assistant has to see the activities going on in every division smoothly as he or she has to perform a wide range of administrative functions, which includes making sure about  the activities within a particular division runs smoothly.
  • He or she will have to do the general administrative duties like mailing and receipt of all internal and external mail for the administration, courier service arrangement
  • He or she will have to do the assistant work such as giving assistance to do the works such as faxing, photocopying and to make sure that staff contacts are updated.
  • He or she will have to do the confidential work of the institution such as the document keeping and related meetings maintain them confidentiality.
  • He or she has to assist the division manager so will have to do the work such as making travel, accommodation, and catering arrangements in his duties when conducting conferences, seminars or meetings.
  • They will have to maintain the good relationship with the staff when and if required, ensuring that support and assistance are always available for them.
  • He or she will have to perform the duties assigned by the manager and participation in all briefing and debriefing sessions, seminars and meetings when required.
  • The administration assistant also has to do the clerical duties expected to perform planning, directing and organizing functions to assist the division and staff.
  • Administration assistant also has to do the confidential document work so will have to do the various documentation and therefore needs to be well knowledgeable educated about the various documentation techniques and programs.
  • An administration assistant also functions without the supervisions of higher priorities.
  • He or she will also have to interact with people well as the administration assistant is sometimes required to cover reception of visitors so it is needed to have deal with all incoming calls to the division promptly. He should also know how to perform postal duties.

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