What Does an Administrative Assistant Do? The Complete Guide for 2025
Meet Your Unsung Engine in the Office
Behind any agile team is an administrative assistant that quietly keeps the office gears turning. They are the unsung engines, responsible for ensuring deadlines are met, juggling calendars and helping team members keep pace with good officing. They keep the momentum going every day, making sure that nothing falls through the cracks. But what exactly does an administrative assistant do every day?
If you’re looking to start a career as an admin assistant or are looking to hire one, this guide will help you better understand how admin assistants can be a standout team member by making your job easier. For those seeking to become an admin assistant, we explore managing day-to-day tasks, possessing key skills and how to become one. For those in search of one, We Are Working guides you in how to hire a top assistant so they’re your team’s unsung engines for office success. So buckle up and let’s begin!
What Does an Administrative Assistant Actually Do Day-to-Day?
Administrative assistants ensure the smooth and efficient running of your office. Although their daily duties vary across industries (see the FAQs for industry-specific roles), their core assignments remain primarily consistent. Central to this is a focus on strong communication – managing email inboxes, answering calls and keeping departments connected.
Scheduling is another main task admin assistants have to stay on top of. Whether it’s calendar management or coordinating meeting and travel plans, admin assistants are crucial to ensuring operations run seamless. Another core admin function is processing documents like maintaining digital or paper filing systems, data entry, CRM updates and bookkeeping.
In sum, an admin assistant is often the invisible force behind ensuring team members stay on track with daily responsibilities.
Key Administrative Assistant Training and Skills
Administrative assistants are no longer just task completers – they are integral team members who anticipate team needs, solve critical problems and optimize team efficiency. Here are some essential training and tech-enabled skills they must have:
Education and Certifications
While some admin assistants have a high-school diploma others who are more advanced hold an associate degree in business administration or office management. Some also have certifications like Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) that underscore their professional skills and commitment. For specialized positions like legal, finance or medical, admin assistants can opt for more technical certification or training.
Must-Have Skills
To succeed as an administrative assistant, candidates must possess discretion, multi-tasking ability, communication skills and adaptability. They must be able to handle competing demands without losing focus. To do so, they must be skilled at spreadsheets, CRM scheduling tools and productivity platforms. These tools help their efficiency, productivity and organizational success.
How to Become an Administrative Assistant
Becoming an admin assistant is well within reach but ensure you approach it strategically to maximize your own career reach. If you’re just starting out or making a work transition, showcasing your skills, experience and training can make the difference between being hired or passed upon. Here’s how to do that successfully:
Building Your Resume: What Employers Want to See
Employers are looking for more than administrative proficiencies. They want a proactive, fast-thinking expert who is proficient in relevant skills like scheduling, document preparation or CRM management. More critically, they are looking for ways you made system improvements in prior work history. Showing examples of quantifiable accomplishments will go a long way to make this clear.
How did you reduce calendar conflicts and by what percentage? Because these details matter for the hiring decision, tracking and documenting them is essential. In this way, you can show how essential you are to reducing bottlenecks, improving team efficiencies and providing indispensable executive support.
Where and How to Apply
Administrative assistants find their jobs at major job boards like ZipRecruiter, Indeed and LinkedIn. Also look into professional networks, virtual assistant agencies, and other referral groups. Remember, temp staffing agencies can help you get your foot in the door so keep that as a helpful strategy.
You can sometimes secure a long-term position after a trial phase by starting out under contract. Customize each cover letter and resume to the job posting – these application tips can ensure you’re not overlooked.
How to Hire an Administrative Assistant
Hiring the right support can be a game-changer for your business – but you have to ensure you’re clearly assessing team workflows, business needs and strategic goals to make the best choice.
Identifying What Your Business Really Needs
Knowing who can be the best fit is your first step. Do you need a generalist, an executive assistant or specific workflow support for tools like managing your HubSpot CRM or marketing demands? Or do you niche demands for medical, financial or legal support?
Then assess your logistical demands. If you’re needing front-desk support, an in-office hire might make more sense. However, virtual assistance might be a better fit for expertise at cost-effective rates with greater flexibility and scalability. For example, if you need HubSpot management support, a We Are Working remote HubSpot expert with such CRM expertise can onboard in days, ready to make an impact.
Why We Are Working Is a Smart Hiring Solution
We Are Working provides responsive, flexible solutions for your remote support business needs. Whether you need HubSpot CRM support, marketing talent or a proactive generalist, our pre-vetted, full-managed support experts can make a difference from day one. Rely on our skilled professionals to partner with your team so that you can focus on strategic priorities.
We handle onboarding, training and performance monitoring so you can rest assured the job’s getting done in just the way you expect. With no contracts or minimums, you can depend on our virtual assistant solutions to save you time and money and scale accordingly.
Interviewing, Onboarding, and Optimizing Support
Here are some clear, structured tips to ensuring a smoother hiring and orientation process for your new administrative support:
- Interview Smart: Use structured interview strategies and practical skills assessment tools to ensure candidates are the best fit.
- Set Clear, Reasonable Expectations: Pre-define workflows, priorities and communication standards to establish accurate expectations.
- Integrate with Tools: Leverage tools like Asana, Trello and ClickUp to manage project flow, visibility and deadlines.
- Partner with We Are Working for Support: When you hire a We Are Working professional, you have peace of mind from our vetting, monitoring, feedback and optimization standards to ensure your support is a high-value contributor.
Bonus: Administrative Assistant Jobs Explained (FAQs)
What Does an Executive Administrative Assistant Do?
Executive administrative assistants support senior management by managing executive calendars, arranging meetings and travel logistics and handling confidential business information. They proactively support seamless C-suite workflows every day.
What Does a Marketing Administrative Assistant Do?
A marketing assistant helps support the team by managing marketing campaigns and content assets, tracking metrics and handling CRM updates. They enhance team productivity and efficiency with their effective organizational and communication skills.
What Does an Office Administrative Assistant Do?
These assistants support the general workflow of the business team. They manage daily operations like ordering supplies, providing front desk support and coordinating team communications. They promote team efficiency and productivity.
What Does an Accounting Administrative Assistant Do?
Accounting administrative assistants manage invoices, track incoming and outgoing payments and facilitate financial reports. Usually working alongside accounting teams, these assistants ensure accurate and timely financial records and billing workflows.
What Does an Administrative Assistant at a Law Firm Do?
Law firm admins support legal document preparation, court calendar coordination and client intake. They help in ensuring compliance is on-track with accurate and efficient legal support in fast-paced, dynamic law firms.
Ready to Partner with the Right Assistant?
If finding the right admin assistant fit for your business is slowing you down, We Are Working can partner you with a top-tier virtual assistant today. Whether you’re wanting HubSpot CRM support, recruitment support, a legal VA professional or a general admin assistant, our easy, flexible and scalable support can help you focus on advancing priorities and drive results. Contact us to get you the best VA fit for your business today.
