TOPIC 1 - Role of an Administrative Assistant

Question 1

Roles of the Administrative Assistant

Answer 1

• 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.

Question 2

Roles of the Senior Administrative Assistant

Answer 2

• Assists management with their clerical duties.
• May prepare reports and presentations for managers.
• Is responsible for the daily schedule for a particular manager including scheduling management meetings and personal appointments.
• Makes travel arrangements for senior staff.

Question 3

E-diary

Answer 3

This is an electronic record of appointments. The Admin Assistant will be able to enter appointments/meetings into the teams diaries. Reminders of dates/meetings/deadlines can be scheduled.

Question 4

Presentation Software

Answer 4

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 ina more interesting way.

Question 5

Word

Answer 5

Wor 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.

Question 6

Database

Answer 6

These are used to store vast amounts of information about customers, suppliers and employees. Data can be sorted, queried and displayed in reports.

Question 7

Spreadsheet

Answer 7

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.

Question 8

E-mail

Answer 8

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.