Good organizational skills, the ability to meet deadlines and a positive attitude are all prerequisites of working as a senior administrative assistant. What does one do at this position? A senior administrative assistant is responsible for handling an office’s operational and administrative work. He or she will be required to plan meetings, take detailed minutes, respond to telephone calls, schedule appointments and develop and maintain filing systems.
A high school diploma or a GED equivalent is usually sufficient to work as a senior administrative assistant, but a degree in a business discipline will of course help greatly. Excellent communication and strong time management skills are essential to work at this position. If you have had some experience working as a personal assistant or a secretary, you will know a lot about what this work entails.
Since employers depend highly on senior administrative assistants to manage their office flawlessly, it is important to be meticulous in what you do. For instance, if you have to schedule meetings, you will need to make sure that the time and agenda is sent to all participants in a time-efficient manner. Or if you have made travel arrangements for an executive, you must make sure that reminders are sent out.
Typically, this is what you will be doing on any regular work day as a senior administrative assistant:
• Prepare memos by outlining and explaining administrative procedures and policies to all workers in a supervisory capacity
• Plan conferences and meetings and ensure that details of each event is provided to its participants
• Direct preparation and filing of legal documents with government agencies
• Schedule appointments and ensure that appropriate follow up is performed
• Compose and type routine correspondence and prepare materials for special events
• Provide and receive client registration forms and assist clients in filling them out
• Schedule meetings and ensure that minutes of the meeting are properly charted out
• Conduct inspections to ensure operational improvements and repairs to the premises
• Gather and analyze important information and create correlating data and reports
• Conduct research such as competitive presence and market trends and provide corresponding information to the management
• Receive and direct visitors to the right departments and answer and screen incoming calls
• Create and maintain filing and record keeping systems, focusing particularly on confidentiality and integrity of both
• Open, sort and distribute incoming mail and ensure that messages are relayed to intended recipients
• Oversee and maintain office supplies inventory and ensure that low stock situations are communicated to the supervisor