When it comes to career paths and the jobs we aspire to, it’s easy to feel like there are only a few options on the table. But actually, there’s a whole world of different types of jobs and roles out there, and we’re on a mission to bring them to light and explain what they actually involve. Ahead, a look at office assistants—and over here, we’ve also got marketing managers, physical therapists, and executive assistants.
You know the saying “it takes a village?” Well, if we apply that saying to the running of an office, an office assistant is an integral part of that village.
As the name implies, an office assistant’s one and only job is to ensure the office runs as smoothly and efficiently as possible. Generally, you’ll work on administrative tasks, but if it serves the office as a whole, you might say that anything goes.
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Accordingly, this role is a great entry-level position for anyone looking to cut their teeth in an office culture. You’ll learn the ropes in any number of areas—admin, operations, customer service, etc.—and hopefully, you’ll find yourself thriving in a fast-paced and sometimes challenging environment.
After a few years of experience, you’ll find yourself in good stead to move on to administrative assistant and executive assistant roles.
According to Amanda Stubbs, a former office assistant in Bonnell’s Bay, Australia, an office assistant’s main role is to ensure the smooth running of the office.
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This will include handling incoming phone calls, as well as taking and delivering messages. You’ll likely be called upon to do photocopying, scanning, and faxing, so you’ll quickly gain a working knowledge of how to use basic office equipment. Finally, it will pay off if you’re ultra-organized and thorough, as office assistants often handle filing duties, basic typing and correspondence, and data entry.
Ultimately, though, when it comes to ensuring the office runs smoothly, nothing is off limits—whether that means picking up lunch for your co-workers or ordering office supplies.
The role of an office assistant is best performed by someone with a “reasonably social personality, ” says Stubbs. Because you’ll be working with so many different personalities on a day-to-day basis, you need to be able to adapt quickly and work with “all types.”
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People aside, says Stubbs, you need to be prepared for anything and everything. “You can have last-minute jobs, so you need to be able to work on the fly without getting stressed out.”
You’re more likely to excel in your role as an office assistant if you’re detail-oriented, organized, and practical. Ideally, you’ll also be eager to learn the ropes—especially if you’re looking to advance to an administrative assistant or executive assistant role.
There is no typical day for an office assistant. In the morning, you could be doing anything from answering phones and taking messages, while in the afternoon you could be tasked with sorting mail and preparing invoices and correspondence.
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Generally, the type of work you’ll receive will vary, and it’ll all depend on the type of company that employs you and how much responsibility they want to give you in your role.
In most cases, a high school diploma (or equivalent qualification) will be all that you need to qualify for a position as an office assistant. Of course, if you have previous experience, that will be looked upon favorably, but for entry-level jobs, this isn’t essential.
Ideally, you’ll be able to demonstrate fast typing skills and working knowledge of common software programs such as Microsoft Office suite. Aside from that, if you can demonstrate a good command of English (oral and written) and basic customer service skills, you’ll fit the bill just fine.
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According to data collected by PayScale, an office assistant can expect to rake in $13 per hour, on average. An entry-level office assistant could expect to make $26K per year, on average, while those with 5 to 10 years of experience could see $29K per year, on average.
Is a community of ambitious women who are finding success on their terms. Join us for must-read career inspiration and insights into the future of work, every day.If you’ve ever wondered about the mysterious role of executive assistants, this is for you. Executive assistants are a different breed than PAs (personal assistants) and, while they’re sometimes referred to as executive secretaries, they are nothing like the front-desk greeters you’re used to seeing.
Executive assistants are typically college graduates who have some experience with project management and administrative tasks. They’re the go-to person who works closely with upper and senior management at a company to manage their calendar and schedules.
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As one LA-based executive assistant puts it, when you’re working as the right-hand person for a CEO, or other senior company employee, you’re responsible for them “working at their most optimal level.” In essence, she says, “Your job is to keep them moving and have everything they need to be fully efficient at their fast and busy level.”
The job description for an executive assistant will always be specific to whatever company is employing the EA. Typical duties, however, will include scheduling and handling everything on the executive’s calendar. Consider executive assistants the gatekeepers of an executive’s time.
They’re also responsible for staying on top of any correspondence inside and outside a company that pertains to the executive. EAs are usually expected to work independently on certain tasks or projects over a given period of time. As such, being able to multitask and stay on track are key qualifiers.
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The role of an executive assistant is best suited for someone who can switch from task to task with little notice. Thick skin is a must. “No attitude and no ego, ” is the way another assistant describes it. If you’re a quick-thinker and problem-solver, this job’s also for you.
There’s never telling what kind of tasks you might be expected to manage on a given day, so creative thinking and a professional, solutions-oriented approach is best.
Asking what the typical day is like for an executive assistant comes down to this: There’s never really a typical day. Since executive assistants are usually given tasks and projects, what they’re working on varies from day to day. They also often travel with their executive to high-level functions or act as a representative in their stead at a meeting.
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Work can take place just as easily while on a flight to a conference as it can in the backseat of a car while on the way to the office. One other thing is for sure: Don’t expect a typical nine to five day.
Employers will look favorably upon college graduates and those who have experience with project management. Excellent communication skills are also a must. Aside from handling correspondence for an executive, EAs usually are knowledgable about a company’s inner workings and entrusted with sensitive information.
They might have the inside scoop on upcoming layoffs, promotions or other, pending company negotiations. As such, employers will seek executive assistants who have the right diplomacy and a lot of tact.
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The average salary for an executive assistant is $52K per year, according to PayScale. Depending on your experience and the company you’re working with, though, you could see a compensation package that’s above $70K per year.
Is a community of ambitious women who are finding success on their terms. Join us for must-read career inspiration and insights into the future of work, every day.There are certain jobs that are pretty standard roles at companies, regardless of size and mission. Among is the role of an administrative assistant, who is tasked with helping ensure the office operations run smoothly. This is different than an executive assistant, who typically has more autonomy.
Starting out your career as an administrative assistant is a good way to learn the office culture, company values and interact with multiple teams. You’ll inevitably deal with employees across the business and, potentially, visitors or customers to the company’s offices or storefront.
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This kind of role puts you in a place where you can impress your boss by showing how organized, efficient, and diligent you are at tackling small tasks as they come. It can also serve as a stepping stone to other jobs internally or as a good starter job to indicate how professional and organized you are.
While the exact job duties for an admin assistant will inevitably vary from company to company, the role is largely consistent across the board.
Admin assistants are largely responsible for helping take care of clerical and office administrative tasks. These can range from filing and organizing internal and external correspondence, to ordering supplies and booking travel arrangements for employees. Expect to know everything from how to refill the coffee machine, to how to fax documents, to who to contact if a light fixture goes out.
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Admin assistants are also often the first point of contact between a business and potential customers or visitors to the company offices. Consider admin assistant a cross between a secretary and an office manager. In this role, you might take minutes for a meeting, print and organize paperwork for a supervisor, or maintain a database of important work processes and company policies.
You’ll enjoy a role as
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