Administrative assistants perform a multitude of business related tasks dependent upon the organization of employment. Administrative assistants offer various support services within a business or organization. Administrative assistants coordinate and perform various office duties including the storing, retrieving, and integrating of information. Administrative assistants perform clerical and business related duties necessary for an organization’s daily operations.

Administrative assistants often act as information and communication managers, plan and schedule meetings or appointments, organize or maintain paper and electronic files, manage projects, and conduct research. Administrative assistants use technology including telephones, fax machines, photocopiers, scanners, websites, e-mail, and mail services. Administrative assistants may also handle business related travel and guest arrangements for clients, customers, or employees.

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Administrative assistants frequently use computers to create spreadsheets, databases, and other correspondence. Administrative assistants use desktop publishing software and digital graphics to create presentations, reports, and documents. Administrative assistants often manage stockrooms or corporate libraries, order supplies, negotiate with vendors, maintain and examine leased equipment, and retrieve data. Often administrative assistants conduct research, complete reports, train or provide orientation for new staff, and operate or troubleshoot new office equipment.

Preparation for a career as an administrative assistant begins with specific personal attributes. Individuals who are organized, detail oriented, and possess strong communication skills find success in a career as administrative assistants. Individuals who are people oriented and possess strong leadership skills also do well as administrative assistants.

Students can prepare for a career as an administrative assistant while in high school. Students who participate in courses like: business, English, accounting, keyboarding, communications, psychology, and mathematics often increase their chances of acceptance into traditional or online college program. Additionally, students who work summers within businesses may improve their chances of acceptance in future administrative assistant training or degree programs.

Certificate training programs offered through trade or vocational schools students with a solid educational foundation to base a future career as an administrative assistant upon. The International Association of Administrative Professionals, the National Association of Legal Secretaries Inc., Legal Secretaries International, Inc., and the International Virtual Assistants Association accredit training programs and administer certification exams. Administrative assistant training or vocational programs enhance and refine office skills. Certificate training programs require candidates to possess a minimum of a high school diploma or g.e.d. Many trade and technical schools or community colleges offer two semester certificate programs. Courses of study include: keyboarding, business communications, information systems, spreadsheets, applications, human relations, desktop publishing, general accounting, interpersonal skills, and introduction to power point. Individuals can continue on into associate degree programs or find entry level employment within a business or organization.

Associate degree programs in business or office administration offer formal training for those seeking careers as administrative assistants. Many traditional community colleges or online universities offer degree programs depending upon field of specialization and/or career objectives. Most administrative assistant educational programs consist of courses in: keyboarding, bookkeeping, transcription, website design, accounting, interpersonal skills, project management, computer technology, business communications technology, principles of finance, human relations in business, business mathematics, information systems management, and computer applications. Additionally, many administrative assistants fulfill elective requirements in foreign languages, like Spanish, due to the demographical changes within the business industry.

Many educational programs allow students to participate in a “hands on” work-study program to gain professional skills within a business or organization. Upon completion of an associates degree program, individuals can gain employment as administrative assistants or continue on for certification and licensing. Specialized courses are available train administrative assistants who go into medical or legal fields. These courses allow individuals the opportunity to learn the technical terminology and procedures needed to perform as legal or medical secretaries, depending upon career field.

Higher degrees programs to provide individuals with the educational tools to further administrative assistant careers have slowly phased out of most college curriculum’s. Most graduates of administrative assistant training programs can gain employment through various businesses or advance education in business related degree programs.