THE 7 MAIN FUNCTIONS OF AN ADMINISTRATIVE ASSISTANT - JOB - 2025

The functions of an administrative assistant are tasks of assistance and accompaniment to the normal activities that a company develops. Therefore, they are essential for an efficient operation of the same.

These activities are usually variable according to the business area of ​​the company in which they work. For example, in specialized offices such as law firms, assistants usually have specific training to carry out certain activities.

However, there are functions common to all areas that usually revolve around the distribution and management of information within the office. This includes managing documents, archives, and organizing events.

But these activities can become much more extensive. On some occasions, administrative assistants must also take care of processing accounting information and even guaranteeing the operation of the company's technological resources.

The 7 main functions of an administrative assistant

1- Document management

One of the main functions of an administrative assistant is to help office members with document and file management.

Usually this task is related to the storage, organization and management of files.

However, on certain occasions it may also be necessary for them to write, edit and review documents.

In some companies they are even asked to take dictation of letters or notes and record the minutes of the meetings that take place.

In some cases, for example when it comes to a law firm, specialized training is required to be able to fulfill these functions: the administrative assistant will need to understand the terminology and legal procedures.

On the other hand, administrative assistants working within the medical field need different skills. They must have the necessary training in dealing with patients and reading medical reports.

2- Event planning

Office event planning is also often the responsibility of administrative assistants. The size of this responsibility can be variable according to the size of the company.

An event can be simply a meeting or business lunch, but it can also be a larger conference or corporate party.

In either case, the attendee must manage all the criteria related to the event.

This includes contacting vendors, making reservations, choosing menus and décor. But it also includes contacting, inviting and confirming attendees, speakers and lecturers if this is necessary.

3- In-person attention to users and visitors

Customer service is usually one of the most common tasks for administrative assistants. The audience to which the attention is focused always depends on the size of the company and its business orientation.

For small businesses that serve the public directly, the administrative assistant may be required to meet customers.

When this happens, their work is aimed at guiding and serving them during their passage through the company's facilities.

In larger companies, the administrative assistant will have to attend visitors of another nature such as partners or large suppliers.

In this case, their mission will be to guide them in the fulfillment of their agenda and meetings with the management or other areas of the company.

4- Telephone and virtual attention

The category of customer service includes telephone and virtual assistance. In the case of telephone assistance, the orientation of clients and partners is included, as well as the organization and administration of agendas.

When it comes to virtual attention, the tasks will depend on the channels provided by the company for customer service or information management.

In some cases, it involves handling email, replying to, forwarding or archiving messages as needed.

In other cases, when the virtual communication channels are more diverse, other tasks may be included, such as attending to the public through chat systems or even answering questions through the company's social networks.

In large companies it is usual for there to be personnel specifically focused on attending to these communication channels. When businesses are small, this task is often left to administrative assistants.

5- Administration of agendas

Managing agendas is often one of the most important tasks for administrative assistants.

This responsibility includes receiving requests for appointments and meetings by phone, in person or online, and organizing them in the agenda according to defined criteria.

It also includes scheduling meetings inside and outside the company, work lunches and business trips.

In the latter cases it is also the responsibility of the assistant to book flights, hotels, restaurants or meeting rooms as necessary.

6- Accounting

Administrative assistants are sometimes responsible for monitoring and recording expenses that occur within the company. These duties can be simple, like recording certain expenses on a spreadsheet.

In some cases, the assistant is required to have training for the development of more complex tasks. For example, your responsibilities may include reporting accounting to management.

Usually this depends on the size of the company. A large company usually has more specialized roles; in these, the accounting information is managed by a person hired for that purpose.

However, one of the fundamental skills for any administrative assistant is mastering office accounting software, such as Microsoft Excel.

7- Technological management

The management of technological resources is also part of the functions of administrative assistants. In this sense, your responsibility is to ensure that all the tools necessary for the operation of the company operate well.

This includes making backup copies of the information contained in computer equipment and updating antivirus, among other tasks.

On the other hand, it includes the management of equipment such as projectors and laptops.

It also implies the revision and maintenance of the equipment necessary for the normal development of the activities that are under its responsibility.

This is not to say that the administrative assistant must have technical knowledge. Its work consists specifically in hiring technical personnel to carry out the maintenance of the equipment periodically to avoid setbacks.

References

1. Bucky, J. (2017). The Job Duties of Executive Secretaries and Administrative Assistants. Recovered from: thebalance.com
2. Career Builder. (2016). Working as an administrative assistant - An excellent choice for generalists. Recovered from: careerbuilder.com
3. Pffefer, J. (2016). What Does a Medical Administrative Assistant Do? Recovered from: rasmussen.edu
4. Study.com. (SF). Duties of an Administrative Assistant. Recovered from: study.com