What are the duties of an administrative assistant?

Administrative Assistant - Performs administrative and office support activities for multiple supervisors.
Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing.
Extensive software skills are required, as well as Internet research abilities and strong communication skills.
Staff in this category also may have the title of department assistant, coordinator, or associate.
#Priorities Relieve management of administrative detail, all projects Coordinate work flow Update and chase delegated tasks to ensure progress to deadlines Take initiative in manager's absence Keep projects on schedule Maintain procedures manual to ensure consistent performance of routines #Communication Compose correspondence/reports for own or manager's signature Arrange essential mail in priority action order for boss Check deadlines on incoming requests and put preliminary work in play Process replies on own initiative or from bosses' dictation or notes Research, draft or abstract reports #Phone Handle all inquiries within my capacity Arrange "callbacks" to protect boss's time Provide back-up materials for callbacks Route calls elsewhere as needed Do phone surveys/inquiries as needed #Appointments/Meetings Maintain calendar; ascertain which events require boss's presence Fix commitments to maximize boss's time efficiency; Allow decision/desk time When boss chairs meetings: -Prepare agenda in advance -Arrange meeting facilities -Act as recording secretary; prepare action minutes Confidentiality Perform to earn boss's full confidence Assure discreet handling of all business #Visitors Screen to control interruptions Provide back-up data as needed Arrange amenities as needed As arranged, "rescue" boss from laggards Schedule visits away from boss's area to protect priority/private tasks #Travel Arrange travel through internal or outside agents Arrange travel cash in advance Prepare itinerary, trip file and supplies Prepare expense report tools for boss Complete expense reports after trip #Data Management Improve/tighten storage/retrieval systems Update and manage index #Routines Update secretarial/clerical desk manual Set up "tickler" system Set up "exception reporting" system to handle routines without supervision Routinely re-order department supplies Update mail/phone directories Make these available to trainees #Projects Handle administrative detail, all projects Seek greater role in projects within administrative and other areas of competence Seek training on projects outside my range #Supervision As required, recruit, hire, train and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff At the advanced levels, office administration is about METHODS for handling work; it requires a constant audit of the way a company does things, and willingness to rock the boat for greater economy and efficiency in getting work done.
Here are some typical tasks: Study and review company or department procedures Recommend management action to improve standard operating procedures.
Present comparisons on costs, risks, and benefits Develop and test new procedures Take part in any administrative meetings to assure secretarial follow-through Take initiative on requests and inquiries of administrative nature, especially when bosses' specialty is not administrative Prepare and control administrative budgets