Role of the Admin Assistant Flashcards
What are the roles of an admin assistant?
Carries out tasks delegated to them by the senior administrative assistant.
Maintains electronic and paper files.
Schedules meetings in staff e-diaries and prepares documents for the meetings.
Greets and directs visitors and telephone calls.
What are the roles of the senior admin assistant?
Assists management with their clerical duties.
May prepare reports and presentations for managers.
Is responsible for the daily schedule of a particular manager including scheduling management meetings and personal appointments.
Makes travel arrangements for senior staff.
What is e-diary used for?
Electronic record of appointments used by an admin assistant to enter appointments/meetings into the team’s diaries.
Reminders of dates/meetings/deadlines can be scheduled.
What is presentation software used for?
The admin assistant will use presentation software to prepare slides for meetings.
Animations can be added to slides and adding sound and graphics can help present the information in a more interesting way.
What is word used for?
Word will be used to type up business documents such as letters and reports.
The main functions are creating tables, formatting text and mail merging.
Spell checks can be used to improve accuracy.
What is database used for?
These are used to store vast amounts of information about customers, suppliers and employees.
Data can be sorted, queried and displayed in reports.
What are spreadsheets used for?
The admin assistant will use spreadsheets to perform calculations and analyse numeric data.
Graphs can be created to present information in a more understandable format.
Formulae can be used to reduce calculation errors.
What is e-mail used for?
A method of electronic mail which can be accessed through mobile phones.
The same message can be sent to a number of people by setting up a group, files can be sent as attachments and it can be used to send messages anywhere across the world.
What are the skills of an admin assistant?
Customer care or customer service
Literacy skills
Numeracy skills
Communication skills
Organisational skills
ICT skills
What are the qualities of an admin assistant?
They are organised.
They can use their own initiative.
They are dependable and reliable.
They are patient and calm.
They have good time-keeping.
