Agenda Management: You'll be scheduling appointments, conferences, lunches, meetings and rearranging all of the above effectively due to unforeseen circumstances. This can present you with a great opportunity to showcase your creative side and cost-cutting skills.ħ. Be sure to establish a budget with your boss prior to planning. This can include celebrations for promotions or reaching goals, birthdays, anniversaries - the work kind, wedding/baby, and retirement/leaving occasions. Also, you may be tasked with all the 'office party' planning. Event Management: You may be responsible for coordinating off-site events, like industry shows, fairs or expos. Take time to research what you're buying. Bulk stores can save the company money on certain items.
Supply Management: You'll be expected to keep inventory of office supplies, bathroom supplies, kitchen/coffee/breakroom supplies and party supplies while staying in budget. Now you have a current history and accurate record.ĥ. At the end of the quarter or year, create a quick-view spreadsheet with the information and place in the corresponding file. You can quickly generate follow up reminders. *Savvy tip: Create calendar entries for all your office equipment as well as continuing maintenance like carpet cleaning with dates, times, service needed, amount spent and all the pertinent information from the company that was used.
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Equipment Management: You'll be expected to know how to troubleshoot every piece of office machinery, including parts maintenance, upgrades and lease renewals. In time, you will begin to anticipate the needs of your Boss, co-workers and customers and spend less time go-for-ing and more time preparing for the support they require.Ĥ. Go-For Management: You'll be the Go-For go for coffee, for copies, for lunch, for bank runs, for break room goodies, for anything that's needed. Everyone will appreciate the good coffee. Invest in one or two of those large dispensers like in hotel lobbies, that keep coffee hot and fresh for several hours. Still working with the old fashioned drip brew? Be resourceful. Got a Kuerig or other instant, pod dropping machine? Keep options simple. And maybe decorative, if you can which is nice when your customers share the station with you. Coffee Management: You'll be responsible for keeping the coffee station stocked and clean. Take accurate, detailed messages that allow your boss to save time when calling the person back.Ģ. Second, minimize interruptions and deflect whomever/whatever your boss doesn't have time to deal with right now.
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A professional appearance and pleasant phone voice are expected. Your primary goal is to be the smiling face and friendly 'first impression' of your company to all who call or come in. Reception Management: Even if your company has a receptionist, you'll be screening phone calls, making phone calls, greeting clients, visitors, and vendors. The Top Fifteen Tips you need to know to be a Successful Administrative Assistant.ġ. With over a decade of administrative experience in offices big and small, I've compiled a list of what I think are: Professional Administrative Assistants live by these principles and have learned to adapt their tasks accordingly. Their common threads are the importance of organization, attention to detail, time management, accountability and dependability. And every office has unique needs and systems in place for their particular specialty. There is a broad general description of what Administrative Assistants do, as well as multiple variations of the job title. From office supply inventory to professional powerpoint presentations, Administrative Assistants deftly juggle multiple roles and responsibilities. Get the inside scoop on office expectations.Īdministrative Assistants are the gasoline fueling today's offices.
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