The modern secretary and different types of assistant jobs

In this article, we are zooming in on several types of secretary roles and assistant jobs in office professionalisms.

 

An office manager oversees various administrative duties in an office. That might include receptionist duties, developing office procedures, and managing the office budget. Overall, they are tasked with helping to support the smooth operation of an organization. Typically, the best people for these roles are initiative-taking, highly organized and have exceptional attention to detail. An Office Manager, also known as an Office Administrator, acts as a liaison between management and employees in an organization. Depending on the size of the organization, an Office Manager can also assist with the hiring process by scheduling interviews, or with financial tasks like managing invoices.

 

An executive assistant works directly with one or several key company executives. By managing travel arrangements, replying to emails and answering phone calls, and preparing for meetings by collecting documents, managing schedules and communications. Executive Assistant are highly qualified and usually have years of experience in the administrative field. However, the tasks on their to do list vary depending on the company they work for. Their tasks are like those of a personal assistant. Both jobs require similar skills, including organization, computer skills, trustworthiness and excellent communication skills. The difference is that personal assistants are those who help managers and other lower-level employees who need an assistant, whereas an executive assistant usually collaborates with executives and those who are higher in the company. A personal assistant job might be a step towards becoming an executive assistant, which is often a higher paid and higher profile position.

 

A Virtual Assistant provides a variety of services to businesses or business leaders from a remote location. A Virtual Assistant does many of the same tasks as an Executive Assistant but can also act as a Personal Assistant and do personal errands. Common tasks of a Virtual Assistant include:

 

 

Receptionists manage the front desk of an organisation. They oversee administrative tasks, including welcoming visitors and answering the phone. A receptionist is often the first person you interact with as a customer or visitor, that’s why they always have to make a professional and friendly first impression. Receptionists may also manage communications by updating internal calendars and helping visitors reach their destination in the office building. Other tasks include receiving mail or shipments, scheduling appointments for clients, cleaning reception areas, and assisting with other administrative tasks. Besides their different administrative duties, receptionists also need to make sure that the company is a welcoming and positive environment. 

 

The main task of operations managers is to maintain and increase the efficiency of an organization. They oversee or participate in HR duties, including setting up onboarding sessions, outlining hiring procedures, and attracting new talent. Like many other administrative roles, they help the company run smoothly by supporting the operational teams across departments. They also work to improve the quality and efficiency of the workplace. Business operations are all activities done behind the scenes to keep the business running. In most companies, operations managers oversee the bigger picture of the organization. 

 

Traditionally, secretaries took notes during meetings, were timekeepers, managed all the paperwork and did all the typing. While modern secretaries still do all these things, their roles within the corporate environment have enlarged considerably — not to mention their increased importance in today’s business world. 

The job of a modern secretary requires more knowledge and skills than before. Automation, innovative technologies and an evolving marketplace have led secretaries to assume a wider range of new responsibilities. This makes them highly specialized professionals.

The most important change in the secretarial profession is that it’s a more dynamic profession that requires a range of expertise and high adaptability. Mastering these skills is essential to create an effective and healthy office environment that drives business growth.

 

Are you looking for a new challenge in the administrative domain? Check out our latest Office vacancies and apply today!

 

 

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