Are you an HR person? If so, you failed to be a good one at that! Also, the objectives can be found in Google, if you can use 2 mins of your time.
Objectives of an Administrative Assistant
Assisting the Management
An administrative assistant plays a pivotal role in assisting the management by providing general support services for office administration. This includes directory maintenance, electricity and telephone connections, preparing research reports, logistics management, repairs and overhauling, vendor management, equipment management, tracking paper and electronic files, etc. Sometimes he also troubleshoots administrative hindrances by analyzing problems and providing immediate solutions.
Inventory Management
An administrative assistant has to monitor and maintain the level of stocks of stationery and various office supplies. Accordingly, he has to anticipate the inventory needs and expedite orders by inviting tenders, and select a vendor based on cost-effectiveness and quality. Also, he has to verify the receipts before making payments. Thus, an administrative assistant has to follow a proper process for ordering inventory, collecting invoices and payment of bills.
In-house Coordination
The administrative assistant coordinates with all the other departments for taking care of day-to-day administrative and operational tasks. If an organization has branch offices set up at various locations, the administrative assistant has to coordinate with these offices for their administration requirements. This means that at times, the administration assistant may have to undertake traveling.
Travel and Accommodation Arrangement
In many organizations, it is the duty of the administrative assistant to make travel and accommodation reservations on behalf of the executives who travel for official duties to domestic and international destinations. He has to prepare reports for dispensing advance cash or company credit cards to the employees who travel and also collect their expense sheets along with proofs.
Cost Management
An administrative assistant is in charge of buying and acquiring office equipment like printers, fax machines, photocopiers and stationery. He has to follow a process as per the organization's purchase policy. This also includes cost approvals from senior authorities. Also, he has to prepare and control administrative budgets. He should be able to negotiate with the vendors. He has to undertake cost reduction and implement cost-efficient methods wherever possible, in the interest of the company.
Maintenance and Overhauling
The administrative assistant has to ensure that the office equipment is in constant working condition by undertaking preventive maintenance for old equipment and evaluation of new equipment. He has to prepare, validate and renew the yearly service contracts of various repair and safety equipment agencies.
Systems Management
An administrative assistant creates, follows and updates various office management systems and procedures periodically. He undertakes a study of new trends in operating practices, record management systems, office administration, budget management, etc., before implementing any kind of changes. He has to recommend and develop continuous improvement measures for enhancing routine administration procedures.
Intraoffice and Interoffice Communication
An administration assistant needs to have strong networking and communication skills as he has to interact with the senior management, employees, as well as the vendors. He has to draft correspondence and reports for the reporting authority. Also, he has to write important administration related notices and mails for mass distribution, and needs to have a good command over business English.
Maintaining Records
The office administrator maintains records of employee files, staff office space, booking of conference rooms, office keys, parking space, office phones, company credit cards, company cars and accommodation, etc. Also, he has to maintain a record of the incoming and outgoing mail. In some organizations, it is the duty of administrative assistant to ensure that the housekeeping activities are undertaken on a daily basis and a report is presented on the same. In some companies, he has the responsibility to maintain records as required by Federal and State laws. At times, an administration assistant has to prepare and maintain confidential records and files for the senior management.
Support During Events
Many times organizations have events like new facility inauguration, important delegation visit, customer meet, vendor day, etc. During such events, it is the duty of the administrative assistant to extend his full cooperation towards making the event a grand success. He has to undertake excellent venue management and provide a warm welcome to the guests. He also has to arrange for corporate gifts for the guests.
Miscellaneous Tasks
An administrative assistant has to cater to the administrative requirements of the employees and senior management. Attending meetings wherever administration support is required, monitoring visitor access, receiving and delivering parcels, liaisoning with third parties to benefit the organization, etc. are some of the duties of an administration assistant. In some organizations, the profile of administrative assistants also includes general secretarial duties like attending calls on the behalf of the reporting authority, greeting general visitors, listing appointments, arranging business lunches and dinners, attending meetings, noting the minutes and internal documents, etc.
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Are you an HR person? If so, you failed to be a good one at that! Also, the objectives can be found in Google, if you can use 2 mins of your time.
Objectives of an Administrative Assistant
Assisting the Management
An administrative assistant plays a pivotal role in assisting the management by providing general support services for office administration. This includes directory maintenance, electricity and telephone connections, preparing research reports, logistics management, repairs and overhauling, vendor management, equipment management, tracking paper and electronic files, etc. Sometimes he also troubleshoots administrative hindrances by analyzing problems and providing immediate solutions.
Inventory Management
An administrative assistant has to monitor and maintain the level of stocks of stationery and various office supplies. Accordingly, he has to anticipate the inventory needs and expedite orders by inviting tenders, and select a vendor based on cost-effectiveness and quality. Also, he has to verify the receipts before making payments. Thus, an administrative assistant has to follow a proper process for ordering inventory, collecting invoices and payment of bills.
In-house Coordination
The administrative assistant coordinates with all the other departments for taking care of day-to-day administrative and operational tasks. If an organization has branch offices set up at various locations, the administrative assistant has to coordinate with these offices for their administration requirements. This means that at times, the administration assistant may have to undertake traveling.
Travel and Accommodation Arrangement
In many organizations, it is the duty of the administrative assistant to make travel and accommodation reservations on behalf of the executives who travel for official duties to domestic and international destinations. He has to prepare reports for dispensing advance cash or company credit cards to the employees who travel and also collect their expense sheets along with proofs.
Cost Management
An administrative assistant is in charge of buying and acquiring office equipment like printers, fax machines, photocopiers and stationery. He has to follow a process as per the organization's purchase policy. This also includes cost approvals from senior authorities. Also, he has to prepare and control administrative budgets. He should be able to negotiate with the vendors. He has to undertake cost reduction and implement cost-efficient methods wherever possible, in the interest of the company.
Maintenance and Overhauling
The administrative assistant has to ensure that the office equipment is in constant working condition by undertaking preventive maintenance for old equipment and evaluation of new equipment. He has to prepare, validate and renew the yearly service contracts of various repair and safety equipment agencies.
Systems Management
An administrative assistant creates, follows and updates various office management systems and procedures periodically. He undertakes a study of new trends in operating practices, record management systems, office administration, budget management, etc., before implementing any kind of changes. He has to recommend and develop continuous improvement measures for enhancing routine administration procedures.
Intraoffice and Interoffice Communication
An administration assistant needs to have strong networking and communication skills as he has to interact with the senior management, employees, as well as the vendors. He has to draft correspondence and reports for the reporting authority. Also, he has to write important administration related notices and mails for mass distribution, and needs to have a good command over business English.
Maintaining Records
The office administrator maintains records of employee files, staff office space, booking of conference rooms, office keys, parking space, office phones, company credit cards, company cars and accommodation, etc. Also, he has to maintain a record of the incoming and outgoing mail. In some organizations, it is the duty of administrative assistant to ensure that the housekeeping activities are undertaken on a daily basis and a report is presented on the same. In some companies, he has the responsibility to maintain records as required by Federal and State laws. At times, an administration assistant has to prepare and maintain confidential records and files for the senior management.
Support During Events
Many times organizations have events like new facility inauguration, important delegation visit, customer meet, vendor day, etc. During such events, it is the duty of the administrative assistant to extend his full cooperation towards making the event a grand success. He has to undertake excellent venue management and provide a warm welcome to the guests. He also has to arrange for corporate gifts for the guests.
Miscellaneous Tasks
An administrative assistant has to cater to the administrative requirements of the employees and senior management. Attending meetings wherever administration support is required, monitoring visitor access, receiving and delivering parcels, liaisoning with third parties to benefit the organization, etc. are some of the duties of an administration assistant. In some organizations, the profile of administrative assistants also includes general secretarial duties like attending calls on the behalf of the reporting authority, greeting general visitors, listing appointments, arranging business lunches and dinners, attending meetings, noting the minutes and internal documents, etc.
There is one only ...... Listen to your Manager .... Keep other senior staff 's work pending ....
Mon , 11.03.2014 , 09.35 hrs ...