Assistant Administrator Job Description: Top Duties and Qualifications

An Assistant Administrator, or Administrative Assistant, is in charge of carrying out day-to-day organizational tasks and facilitating efficient communication across an entire office or specific department. They answer phones, manage office calendars, update databases and complete general clerical work and recordkeeping tasks.

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Assistant Administrator duties and responsibilities

Use this section to outline your expectations of your new Assistant Administrator. It is helpful to include how your new Assistant Administrator will work with your company as a whole. Include their daily functions and responsibilities, which might involve the following:

  • Arranging staff meetings and scheduling appointments
  • Answering or transferring phone calls and taking messages for select staff members
  • Maintaining the office calendar
  • Writing memos, correspondence, invoices, receipts, spreadsheets and other reports as needed
  • Keeping the office database and filing system up to date and organized
  • Purchasing office supplies and work with vendors
  • Working with office equipment vendors to purchase and maintain office equipment such as printers and fax machines
  • Sorting and delivering all mail and faxes
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What does an Assistant Administrator do?

Assistant Administrators usually work in an office environment as support staff who help their colleagues stay organized and effectively communicate internally with one another and externally with clients. They schedule appointments and update shared calendars to reflect each employee’s commitments and availability. Assistant Administrators create spreadsheets and reports based on company records to make information more accessible for their colleagues. A key part of the Assistant Administrator role is ensuring that employees have access to the tools they need to complete their work by stocking office supplies, ordering inventory, distributing equipment and updating old tools.

Assistant Administrators are in charge of working with vendors to maintain office equipment and supplies. Editing documents, basic bookkeeping and keeping files or libraries organized are all parts of the Assistant Administrator’s job. Creation of reports, spreadsheets and presentations may also be included in their job description. 

Assistant Administrator skills and qualifications

Use this section to describe the skills and qualifications you would like to see in your Assistant Administrator. It is a good idea to include education requirements, job experience, certifications and technical skills. Soft skills and personality traits that you think are important for success should also be included here:

  • Strong leadership skills
  • Excellent written and verbal communication
  • Experience with various forms of office software and equipment
  • Able to write reports and presentations
  • Good interpersonal skills
  • Ability to work with staff across multiple departments 
  • Ability to work with budgets and create spreadsheets

Assistant Administrator salary expectations

An Assistant Administrator makes an average of $15.57 per hour. Pay rate may depend on level of experience, education and the geographical location. 

Assistant Administrator education and training requirements

A high school diploma or the equivalent is usually preferred for an Assistant Administrator. Experience in using word processing and spreadsheet programs is also an important requirement. If your assistant administrator will be working within a medical or legal setting, community college or technical school classes may be required in order to learn industry-specific terminology and practices. Higher-level or executive Assistant Administrators may be required to have taken college classes or have a college degree.

Assistant Administrator experience requirements

Assistant Administrators may be considered an entry-level role. Entry-level Assistant Administrators usually have on-the-job training to prepare them for their day-to-day work. Assistant Administrators in specialized fields such as medical or legal may be required to have on-the-job experience prior to working for your company. To work on the executive level, assistant administrators usually need several years of work experience.

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Frequently asked questions about Assistant Administrators

 

Who does an Assistant Administrator report to?

Depending on the seniority structure of their employer, Assistant Administrators can report to Administrative Managers, Administrative Directors or the head of a specific department. Because they are in charge of providing general clerical and organizational help to their team, Assistant Administrators also indirectly report to different leadership roles in an office environment. For example, the Assistant Administrator for the accounting department at a software company could be directly supervised by the firm’s Head Administrator while also reporting their workflow to Accountants, Bookkeepers and Financial Analysts to keep everyone updated on the status of different kinds of information.

 

What qualities make a good Assistant Administrator?

Some of the characteristics of a good Assistant Administrator are tenacity, resourcefulness and intuition. People who excel in Assistant Administrator roles are able to anticipate the needs of their colleagues and use that information to organize communications, company records and resources. They are natural problem-solvers and are flexible when handling new challenges. Good Assistant Administrators are also highy professional, friendly, outgoing and positive. These traits allow them to encourage people to work together and gain access to essential resources and information on behalf of their team.

 

What is the difference between an Assistant Administrator and an Office Administrator?

Some companies use the titles Assistant Administrator and Office Administrators interchangeably, but other organizations distinguish the two roles by their level of responsibility. Usually, Office Administrators have a more managerial role that involves overseeing the daily operations of an office, while Assitant Administrators actually carry out specific clerical tasks and communication responsibilities. For example, Office Administrators might schedule shipments for office supplies while Assistant Administrators would accept the shipment, stock shared office areas and pass out the supplies to their colleagues.

 

What are the daily duties of an Assistant Administrator?

On a regular day, Assistant Administrators begin by checking phone and email messages and directing them to the appropriate person. During their shift, they accept calls, greet customers, sort files, perform data entry tasks and send invoices to clients. They can send out reminders about appointments and meetings, arrange for transportation to corporate events and place orders based on the budgets they are given.

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