1241 Administrative assistants

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Lead statement

Administrative assistants perform a variety of administrative duties in support of managerial and professional employers. They are employed throughout the private and public sectors.

Example Titles

  • administrative assistant
  • executive secretary (except legal and medical)
  • office administrative assistant
  • private secretary
  • secretary (except legal and medical)
  • technical secretary

Main duties

  • Administrative assistants perform some or all of the following duties:
    • Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from machine dictation and handwritten copy
    • Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations
    • Schedule and confirm appointments and meetings of employer
    • Order office supplies and maintain inventory
    • Answer telephone and electronic enquiries and relay telephone calls and messages
    • Set up and maintain manual and computerized information filing systems
    • Determine and establish office procedures
    • Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person
    • Record and prepare minutes of meetings
    • Arrange travel schedules and make reservations
    • May compile data, statistics and other information to support research activities
    • May supervise and train office staff in procedures and in use of current software.
    • May organize conferences

Employment requirements

  • Completion of secondary school is usually required.
  • Completion of a one- or two-year college or other program for administrative assistants or secretaries
    or
    Previous clerical experience is required.

Exclusions

  • Court reporters, medical transcriptionists and related occupations (12511251)
  • Executive assistants (12221222)
  • Legal administrative assistants (12421242)
  • Medical administrative assistants (12431243)
  • Office managers (in 12211221 Administrative officers)