What are administrative jobs?
Administrative staff executes workplace processes, while operational staff oversees them and ensures all tasks are managed effectively.
If you host a series of virtual meetings with in-house employees and third parties, the administrative staff may add each event to your daily schedule. They also may take meeting notes and ensure guests have access to relevant resources before and after the meeting.
Administrative job titles aren’t typically restricted to secretary or admin assistant roles. Many levels of administration form a hierarchy within a business.
Administrative job title hierarchy
The hierarchy of titles for administrative positions is key to the department’s efficiency. When qualified individuals perform these roles, your business can potentially increase productivity by optimizing employees’ time, minimizing scheduling conflicts and ensuring professional and timely communication with clients.
Here’s a quick breakdown of administration job titles, starting at the highest ranking.
Chief Administrative Officer (CAO)
The chief administrative officer (CAO), sometimes called the head of administration or the chief business officer, oversees most administrative duties. The role requires administering, coordinating and directing the company’s daily operations. This may include improving processes, outlining new policies and reporting on company performance.
The CAO typically reports directly to the chief executive officer (CEO) and board of directors and leads various departments, such as finance, legal and human resources (HR).
Other responsibilities may include:
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Leading company-wide projects
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Becoming the go-to person when rolling out business processes and procedures
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Managing heads of multiple departments
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Developing business goals
Vice President of Administration
The vice president (VP) of administration typically reports directly to the president and is sometimes referred to as the VP of finance & operations or the chief of staff. Their responsibilities may include:
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Establishing company-wide objectives and policies
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Managing departmental and project budgets
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Setting deadlines and expectations for multiple departments
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Consulting departments on improving their processes in line with company goals
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Delegating administrative tasks to employees in junior roles
This administrative job title is often used interchangeably with CAO, as they share many responsibilities. Your choice likely depends on whether you use a chief or presidential leadership structure.
Director of Administration
Also called the administrative director or administrative services director, this individual oversees the organizational elements of the company. They generally manage mid- and entry-level staff, such as the administrative manager.
This individual may oversee big-picture administrative functions between departments, reporting changes in the organizational processes to senior staff.
The director of administration’s duties might include:
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Delegating tasks to staff members
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Overseeing daily operations and long-term strategic planning
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Managing employees in lower-ranking positions
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Streamlining processes
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Reporting compliance issues
The administrative director is more likely to work with mid- and entry-level staff than the VP or CAO.
Administrative Manager or Office Manager
The administrative manager, also known as the office manager or head administrator, coordinates the company’s administrative system to ensure processes run smoothly and according to the procedures set in place by the senior admin staff.
An Administrative Manager may fulfill the following duties:
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Improving workplace efficiency through new policies
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Supervising nonmanagerial admin staff
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Overseeing and facilitating communication
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Developing, improving and reviewing administrative systems and policies
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Hiring, training and evaluating employees with administrative roles
Associate roles
Associate office position titles typically offer opportunities for career advancement. Individuals looking to increase their ranking may consider the following positions:
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Projects administrator
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Junior office assistant
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Typist
Employees can help with a wide range of tasks, such as:
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Scheduling events
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Ordering office supplies
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Tidying office areas
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Handling customer service
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Filing documentation
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Sending mail
These roles typically report directly to the administrative manager and let candidates train on the job. You might highlight opportunities for career growth to make your entry-level administrative positions more enticing.
Individual contributors
Individual contributors may be integral to your organization’s administration department. Depending on your business structure, you may not need all types of contributors, but here are popular roles:
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Administrative coordinator
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Administrative specialist
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Administrative analyst
You might bring individual contributors into your organization to manage a specific project. They often work on a contract basis until the project is completed.
Frequently asked questions about administrative job titles
What skills are important in a candidate for an administrative role?
Administrative jobs vary in level of responsibility and experience. However, successful candidates may share the same skills and qualities, including:
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Strong organizational skills
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Clear and straightforward communication with team members, customers and partners
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Ability to keep financial records up to date
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Accurate scheduling, coordinating and planning
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Ability to evaluate project or business progress
Does my company need administrative staff?
Deciding whether your company needs administrative staff depends on the size, industry and complexity of operations. Administrative team members can help you run your business more efficiently by managing payroll, purchases, housekeeping, documentation and repetitive office tasks.
If your business is complex with numerous employees, senior administrative staff may be crucial for outlining business operations. If your business is small and operations are simple, your staff members might prefer handling their administrative tasks.
You can automate administrative tasks with software and tools, potentially freeing up the need to hire a full-time staff member.
Which administrative role should I hire first?
Start by assessing your business’ needs. Smaller teams may need entry-level roles, such as a receptionist, while fast-growing companies may need an administrative manager. When establishing an administrative team for your business, staying attuned to skills gaps can help you determine which position to fill first.
