Profession administrative assistant
Administrative assistants perform administrative and office support for supervisors. They perform a variety of tasks, such as answering telephone calls, receiving and directing visitors, ordering office supplies, maintaining the office facilities running smoothly, and ensuring that equipment and appliances work properly.
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- Company policies
The set of rules that govern the activity of a company.
Administative assistant - Career Profile
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- Perform business research
Search and collect information relevant for the development of businesses in different fields ranging from legal, accounting, finance, up to commercial matters.
- Disseminate general corporate information
Answer questions, resolve doubts, and solve inquiries in regard to general institutional and corporate information such as program rules, regulations and procedures. Assist with information to both, employees and public at large.
- Disseminate internal communications
Disseminate internal communications using the different communication channels that a company has at its disposal.
- Use microsoft office
Possess the ability to work with the standard programs contained in Microsoft Office at a capable level. Create a document and do basic formatting, insert page breaks, create headers or footers, and insert graphics, create automatically generated tables of contents and merge form letters from a database of addresses (usually in Excel). Create auto-calculating spreadsheets, create images, and sort and filter data tables.
- File documents
Create a filing system. Write a document catalogue. Label documents etc.
- Organise facilities for office personnel
Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
- Use office systems
Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
- Ensure proper document management
Guarantee that the tracking and recording standards and rules for document management are followed, such as ensuring that changes are identified, that documents remain readable and that obsoleted documents are not used.
- Perform office routine activities
Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.
- Keep task records
Organise and classify records of prepared reports and correspondence related to the performed work and progress records of tasks.
- Handle mail
Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.
- Maintain statutory books
Maintain updated the statutory books of the company with the relevant information of the directors and secretaries, the directors interests, and the register of shareholders.
- Organise business documents
Put together documents coming from the photocopier, the mail, or the daily operations of businesses.
- Disseminate messages to people
Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.
- Fill out forms
Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.
- Draft corporate emails
Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.
Optional knowledge and skillsmaintain internal communication systems issue sales invoices manage personnel agenda maintain inventory of office supplies create import-export commercial documentation fix meetings prepare presentation material provide customer follow-up services monitor staff absences accounting techniques liaise with managers coordinate events organise travel arrangements for staff process commissioned instructions speak different languages handle petty cash respect data protection principles deliver correspondence transcription methods
Source: Sisyphus ODB