行政助理/文员

工作日程

• Administrative Assistants typically work standard office hours, Monday through Friday. Some positions require evening or weekend work. Remote work and hybrid opportunities are sometimes available.

典型职责

• Answer telephones, take messages, transfer calls, and handle incoming and outgoing mail, memos, and faxes.
• Schedule appointments, update event calendars, and arrange staff meetings.
• Support live and virtual meetings by preparing agendas, taking minutes, and distributing follow-ups. Set up teleconferences, as needed.
• Work with other administrative personnel such as human resources, office managers, public relations, records personnel, billing, training departments, etc.
• Order office supplies, oversee regular equipment maintenance, and manage vendor relations.
• Plan and organize events like company gatherings and client meetings.
• Prepare reports, documents, and presentations using office software.
• Manage calendars and appointments. Coordinate travel arrangements such as booking airline tickets, rental cars, shuttles, hotel accommodations, conference registration, etc.
• Edit documents, maintain filing systems, and perform basic bookkeeping tasks.
• Manage digital and physical records. Maintain confidentiality of sensitive information in compliance with company policies and/or state or federal guidelines.
• Monitor visitor access and maintain security protocols, such as issuing visitor badges.
• Greet customers, guests, and other visitors. Determine the purpose of their visit. Direct or escort them to their destinations.
• Collect, sort, distribute, and prepare incoming and outgoing mail and packages.
• Assist with fire , safety, and security-related duties. Aid with financial tasks, such as budget management or buying items with organizational credit cards or processing travel vouchers.

Additional Duties

As needed, Administrative Assistants may perform additional support tasks such as:

• Train and onboard new staff on office procedures.
• Manage social media accounts, newsletters, and basic website updates.
• Update, maintain, and distribute policy letters, training guidance, or other organizational communications.
• Serve as a point of contact for interdepartmental communication.
• Respond to or route external requests such as Freedom of Information Act requests.
• Troubleshoot technical issues with office equipment or software, liaising with IT when necessary.
• Notify personnel of visitors, deliveries, or urgent messages.
• Maintain contact lists and directories for the organization.
• Manage basic vehicle fleet records, such as maintenance logs.
• Perform general housekeeping duties like dusting, taking out trash, vacuuming, or watering plants. 

软技能

• 准确度
• 适应性
• 注重细节
• 协作
• 沟通
• 浓度
• 保密性
• 以客户服务为导向
• 决策
• 注重细节
• Efficiency
• 焦点
• 倾听
• 多任务处理
• 组织机构
• 耐心
• 解决问题
• 专业的举止
• 责任
• 团队合作
• 时间管理

技术技能

Administrative Assistants need proficiency in the following:

• Financial software and transaction processing (e.g., QuickBooks, SAP)
• Basic troubleshooting for office equipment and IT systems
• Scheduling and project management software (e.g., Outlook, Asana, Trello)
• Communication tools like Slack, Zoom, and Microsoft Teams
• Customer relationship management (CRM) systems like Salesforce or HubSpot
• Cybersecurity and information assurance
• Data entry and database management
• Document and digital record management (e.g., SharePoint, Google Drive, HIPAA, GDPR)
• Email management
• Emergency response systems and protocols (e.g., fire alarm panels, evacuation plans)
• Event management software
• 库存管理软件
• Mail processing and shipping software
• Office equipment and multi-line phone systems (fax machines, copiers, printers, audiovisual equipment)
• Office and presentation software (e.g., Microsoft Office, Google Workspace)
• Security and access control systems
• Social media and external communication platforms
• 旅行安排
• Visitor management systems
• Website content management systems (e.g., WordPress, Wix)

• Corporate offices
• 教育机构
• 政府机构
• Hotels and resorts
• Medical and dental offices
• Nonprofits and community groups
• Small businesses 

Administrative Assistants may work in fast-paced office environments where they’re expected to provide excellent support services, often with a focus on one main individual but sometimes for an entire office or even a whole organization. They usually have to juggle multiple tasks, from scheduling meetings and managing calendars to booking travel and handling last-minute requests.

Staying organized and keeping things running smoothly is a big part of the job, but great people skills are just as important. Whether answering calls, coordinating with teams, or responding to emails, they keep communications flowing. Their ability to stay cool under pressure and solve problems on the fly makes them essential to any workplace.

The role of Administrative Assistants is shifting beyond basic office tasks. More companies are relying on them for higher-level responsibilities like project coordination, HR support, and even social media management. Instead of just handling schedules and paperwork, they’re becoming key players in decision-making and team collaboration.  

Remote and hybrid work have also changed the game. Assistants now need to be pros at digital communication, virtual meeting platforms, and cloud-based project management tools. Whether working from home or in the office, staying organized and keeping teams connected is more important than ever.  

Technology is making some routine tasks easier, but it’s also raising the bar. Many assistants are upskilling in areas like data analysis, digital marketing, and automation tools to stay ahead. At the same time, companies are emphasizing sustainability, encouraging paperless workflows and eco-friendly office practices as part of their daily operations.

Future Administrative Assistants often had an early knack for supporting others and ensuring tasks are done on time. They might have enjoyed organizing and planning activities like school events or just helping around the house!