An administrative assistant, once known as a secretary, handles the day-to-day organization of office staff and personnel, mainly dealing with the clerical aspects. These duties would include the storing, retrieving and integrating of information pertinent to the production of the specific business. Because of the advancements in technology, the responsibilities of an administrative assistant are constantly changing and evolving. The tasks that are now performed by administrative assistants were once those of managerial and professional staff. It is now common for administrative assistants to provide training and orientation for new staff; they conduct research on the Internet and operate, troubleshoot and maintain office equipment and technology.
The administrative assistant in a certain office is normally the first point of contact between the customer and business. They often perform a variety of tasks that are necessary to the organization and efficiency of how a business is run. The administrative assistant is instrumental in planning and scheduling meetings and appointments, organizing and maintaining paper and electronic files; they manage projects and utilize communication devices such as the telephone, mail, the Internet and e-mail.
It is necessary for an administrative assistant to be familiar with many types of office equipment. In performing daily tasks, an administrative assistant may need to use the fax machine, photocopier, scanner and videoconferencing and telephone equipment. Knowledge of computers is essential since most companies conduct business via the Internet. Also, many clerical duties are now being performed on the computer; such as spreadsheets, correspondence and database management. It is also necessary to be knowledgeable in creating online presentations, reports and documents that utilize software programs and digital graphics. It may also be up to the administrative assistant to negotiate with vendors, purchase supplies, and manage specific areas including the stockroom and corporate library while retrieving information from other areas.
In many cases the administrative assistant is responsible for more than just the clerical duties of the office. In many instances they act as support staff for the other employees by conducting research, preparing reports, training employees and hiring and supervising additional staff. Often times, an administrative assistant will have a specific title referring to level of experience or specialized field. Executive secretaries often perform fewer clerical tasks and handle more specific tasks.
Legal and medical secretaries work in specialized fields and are required to know specific technical terminology relating to the direct line of work. Legal secretaries are responsible for preparation of legal papers such as summonses, complaints, motions, responses and subpoenas. They work under the direction and supervision of an attorney or paralegal. Medical secretaries transcribe dictation, prepare correspondence and help doctors and scientists with reports, speeches and articles. They need to be familiar with medical insurance regulations, billing practices and lab procedures.
