Post a job offer

What does an
Administrative Assistant do?

Click here to view all Administrative Assistant jobs on neuvoo.ca.
Other common names for this position: Secretary, Administrative Secretary, Administrative Clerk, Personal Secretary, Private Secretary, Office Administrative Assistant, Appointment Secretary, Contracts Secretary, Finance Secretary, Human Resources Secretary, Recording Secretary, Sales Secretary, Technical Secretary, Secretary-Clerk

Description

Executive Assistants are the right-hand men and women who provide direct support to company executives and politicians, managing their schedules and setting up their appointments. They plan, organize, coordinate, and control all administrative and operational procedures, activities, and documentation.


Unlike Administrative Assistants, Executive Assistants also give out professional advice and recommendations, in addition to completing a variety of clerical tasks. They often act as representatives, liaising with individuals and organizations on behalf of executives, and may coordinate Public Relations activities.


Even though the term “Assistant” and the term “Secretary” are often used interchangeably, it has to be noted that the first term has been slowly replacing the latter, which is, in most cases, considered an outdated and inadequate term.[1]

Career Path

There's no universal way to climb up the career ladder.
Career paths often vary from one individual to another, yet some similarities usually stand out.
Hence, the typical career path for Administrative Assistant would look like the one pictured here. 1283 resumes.

1

Previous Careers

  • Customer Service Representative
  • Cashier
  • Secretary/receptionist


2

Administrative Assistant



3

Career Opportunities

  • Assistant Manager
  • Executive Assistant
  • Office Manager
  • Legal Assistant
  • Supervisor

Career Path

There's no universal way to climb up the career ladder.
Career paths often vary from one individual to another, yet some similarities usually stand out.
Hence, the typical career path for Administrative Assistants would look like the one pictured here.


1

2
3

Previous Careers

  • Customer Service Representative
  • Cashier
  • Secretary/receptionist

Administrative Assistant


Career Opportunities

  • Assistant Manager
  • Executive Assistant
  • Office Manager
  • Legal Assistant
  • Supervisor

Primary Responsibilities

Here’s a non-exhaustive list of common tasks Administrative Assistants are required to complete.


  • Greeting and directing visitors.
  • Handling all incoming and outgoing mail, calls, emails, and faxes:
  • Continuously monitoring, responding to and forwarding incoming emails;
  • coordinating messenger and courier service with preferred vendors;
  • receiving, sorting, and distributing daily incoming mail to staff; and
  • tracking and returning client submittals (e.g. drawings and reports).
  • Creating, maintaining, and reviewing office documents, such as invoices, reports, memos, and other administrative records:
  • Conducting research and generating reports by collecting data from various tools and/or consolidating it into reports;
  • typing, proofreading, and distributing general correspondence; and
  • updating and maintaining existing procedures and guides, as well as phone lists, mailing lists, and other contact lists.
  • Filing and organizing paper and electronic documents, such as emails, invoices, reports, and other administrative records:
  • Converting paper documents to digital using a scanner; and
  • assisting with data entry and database maintenance.
  • Scheduling and coordinating professional meetings, interviews, and appointments, among others:
  • Maintaining a calendar and coordinating the workflow and meetings;
  • preparing meeting agendas as to maximize time efficiency;
  • booking conference rooms and other meeting locations;
  • securing venues and coordinating catering and other logistics when planning bigger events;
  • writing down and summarizing what was discussed during the meeting and distributing a recap to all parties involved; and
  • handling travel arrangements for company executives.
  • Interacting with customers and third parties, keeping track of their files, and addressing their complaints and requests in a timely manner:
  • Performing follow-up and regular maintenance of client relationships;
  • preparing and delivering documents to clients requesting project information and follow-up; and
  • ensuring current projects are completed within deadlines.
  • Maintaining office coordination and resolving any issues and inquiries:
  • Arranging for repair and maintenance of office equipment;
  • ordering missing supplies and maintaining inventory, replacing materials and equipment as needed or instructed; and
  • completing expense reports.
  • Ensuring work area is clean and organized.

Daily Tasks

  • Reviewing and filtering all incoming and outgoing mail, calls, emails, and faxes.
  • Managing an executive’s daily schedule, setting up professional and personal appointments.
  • Acting as a liaison and first point of contact with individuals and organizations.
  • Performing searches and providing information and recommendations.
  • Preparing presentations, documents, and other reports.
  • Filing and organizing paper and electronic documents, such as emails, reports, and other administrative records.
Salary
$39,031

The average Administrative Assistant salary is $39,031 per year or $20 per hour. This is around 1.2 times more than the Median wage of the country. Entry level positions start at $27,000 while most experienced workers make up to $55,000. These results are based on 3,412 salaries extracted from job descriptions.

$39,031
$55,000
$27,000
Deductions
Deductions
Gross Salary41,772.13 $
CPP- 1,894.44 $
EI- 785.32 $
Federal Tax- 3,992.94 $
Provincial Tax- 1,961.77 $
Total Tax- 8,634.47 $
Net Pay*33,137.66 $
In Ontario, Canada, if you make 41,772.13 $ a year, you will be taxed 8,634.47 $. That means that your take home pay will be 33,137.66 $ per year, or 2,761.47 $ per month. Your average tax rate is 20.67% and your marginal tax rate is 29.18%.
* Deductions are calculated based on the tables of Ontario, Canada income tax.
Required Skills and Qualifications
  • Exceptional organizational and time management skills:
  • Prioritizing and planning work activities as to use time efficiently while managing a high volume, diverse workload; and
  • multitasking; being able to work in a dynamic, fast-paced environment.
  • High levels of initiative, flexibility and responsiveness:
  • Being able to learn and adapt quickly, while facing continuously changing demands.
  • Great attention to detail and high levels of thoroughness.
  • Outstanding interpersonal and communication skills:
  • Communicating clearly, both in writing and verbally, in order to build trust and cultivate relationships with clients, coworkers, and executives;
  • displaying impeccable and professional phone demeanour;
  • having a friendly and engaging personality in order to foster and maintain positive relationships; and
  • displaying strong customer service skills in order to anticipate others’ needs and handle their requests in a proactive, diplomatic, and tactful manner.
  • Analytical and problem-solving skills:
  • Identifying issues and resolving problems in a timely manner using creativity and good judgment.
  • Administrative skills:
  • Demonstrated proficiency in computer word processing, spreadsheet, and database applications;
  • demonstrated ability to type at a speed rate of 40 to 60 words per minute; and
  • being able to operate basic office equipment, such as copiers and printers.
  • High levels of honesty, discretion, and integrity:
  • Being trustworthy enough to handle sensitive/confidential information; and
  • being able to comprehend and act on complex, sensitive matters.
  • Exceptionally resourceful, self-sufficient, punctual, and reliable.

It’s especially important for Executive Assistants to pay attention to how they come across. Understandably, outstanding customer service skills are essential to this job, but a successful candidate must also remain polite at all times, continuously smiling and conveying a positive, can-do attitude.


The minimal educational requirement for the Executive Assistant position is a high school diploma. However, more and more employers now seek candidates who have completed post-secondary courses or have earned a higher academic degree, such as a college or university degree in Administration, Business, or Secretarial Studies. [2]


Most Executive Assistant positions require between 3 and 5 years of experience working in an office environment, preferably as an Administrative Assistant. Having a basic knowledge of the sector in which the applicant wants to work is always a must.


Executive Assistants must be willing to step outside of their job description, meaning they will often be required to take additional responsibilities and will be expected to work irregular and extra hours, as well as to be reachable at all times. In other words, their work schedule is entirely dictated by the executive they assist and may also vary from one company to another.

Job Offers
There are currently 4017 available job offers for the Administrative Assistant position on neuvoo.ca. Below is a list of available jobs, based on Canada's most populated metropolitan areas.
References