What Does an Administrative Assistant Do? [+Salaries]

Administrative Assistants are the business superheroes that walk among us.

According to studies, Administrative Assistants save their bosses over eight hours of work each day. But what does an Administrative Assistant do? They perform essential office duties and provide critical organizational support for business operations in many industries.

As we said, it’s like being the superhero of your office. Administrative Assistants answer calls and emails, organize schedules, set up meetings, and help manage day-to-day operations. But they can also do project management, bookkeeping, and creating important documents.

This in-demand business job is a great career for organized people who work well with others. Considering a career as an Administrative Assistant? Follow along to learn key duties, top skills, average salaries, and more.

Administrative Assistant Job Duties

Administrative Assistants are responsible for a wide range of job duties. For example, a Legal Assistant’s day-to-day tasks differ greatly from an Executive Assistant’s. 

Here are the most common Administrative Assistant responsibilities:

• Greet and direct clients
• Answer phones and emails
• Take detailed messages
• Schedule appointments and meetings
• Type meeting minutes
• Maintain databases and filing systems
• Organize calendars
• Book and organize travel
• Create documents (reports, communications, etc.)
• Order office supplies
• Bookkeeping

 

While there’s plenty of specialization, every Administrative Assistant has a set of key skills. Discover the five skills they use to keep businesses running like a clock.

Key Skills

Administrative Assistants need hard skills, like office software and bookkeeping skills. But they also need soft skills, which are more social skills. Admin Assistants deal with co-workers, clients, patients, and customers daily.

The five key soft skills for Administrative Assistants are:

1. Organization
2. Written and oral communication
3. Interpersonal skills
4. Attention to detail
5. Teamwork

You can learn things like typing and bookkeeping software in the classroom, but people skills are harder to teach. Administrative Assistants work well independently and with others. It’s a great career choice for people who can do both.

Work Environment

Administrative assistants work full-time and part-time in many office environments. Their main tools are a desk, computer, and phone. And this profession can lead to work in many interesting environments.

Administrative assistants work in places like:

• Legal offices
• Medical offices
• Government agencies
• Schools
• Hospitals
• Enterprises 

 

If you’re attracted to a nine-to-five work schedule, an Administrative Assistant role may be perfect for you. But don’t worry about boring work environments. Every single day could be different, depending on what type of business you are working for.

Administrative Assistant Job Description Example

Most job postings have a similar structure. They’ll include a job summary, the main responsibilities, and important qualifications. Here’s a hypothetical example of an Administrative Assistant job description for a marketing agency in Toronto:

Job Summary

Acme Marketing is a customer-focused company providing marketing services to enterprise businesses. We are looking for an experienced Administrative Assistant with strong bookkeeping skills. Reporting to the Office Manager, this is a full-time, in-person position at our busy Toronto office.

Responsibilities

• Administrative and office support duties
• Liaise with customers, vendors, and our Vancouver office
• Perform basic accounting and bookkeeping for the Toronto office
• Organize and update the CEO’s calendar
• Prepare monthly emails and quarterly reports
• Arrange and organize travel for staff
• Schedule weekly staff meetings
• Write and distribute staff meeting minutes

 

Qualifications

• High School Diploma or equivalent
• Office Administration Diploma required
• 2+ years of Administrative Assistant experience
• 1+ year of bookkeeping experience
• Typing skills: 75+ WPM preferred
• Flexibility to meet project demands
• Experience working in a fast-paced environment
• Competency in French preferred, but not required

 

Remember, you don’t need to check every box in the job description. Send your resume if you think you’re qualified. Hiring Managers can be flexible depending on their business needs, so put yourself out there.

Average Administrative Assistant Salary

The average hourly wage for an Administrative Assistant in Canada ranges from $16.67 per hour on the low end to $34 per hour on the high end. Salary expectations vary depending on where you live and where you work. Below, we’ve compiled the median Administrative Assistant salaries by province or territory.

Required Education and Experience

Most Administrative Assistant positions require a High School Diploma at minimum. To set yourself apart from the competition, consider completing a program in Business Administration or Bookkeeping program. Hiring managers may prefer resumes from candidates with a college Certificate, Diploma, or Degree. 

Businesses want to hire candidates with the proper training and experience, and online Certificate and Diploma programs can give you the necessary skills. You can gain many skills by choosing a program that provides students with hands-on training.

Our Administrative Assistant / Bookkeeping Diploma Program teaches:

• Common office procedures
• Professional business skills
• Bookkeeping basics
• Accounting software
• Keyboard typing techniques
• Microsoft Office software like Word, Excel, and PowerPoint

 

Experience is also important for Administrative Assistant roles. Hiring Managers may prefer candidates with a certain amount of job experience. When you’re just starting, this can sound tricky to do.

That’s why Robertson offers students a compulsory four-week, full-time work practicum. The practicum lets students work alongside industry professionals in an Admin Assistant role. Practicums are a great way for students to network with industry professionals and gain job experience.

How to Become an Administrative Assistant 

This is an awesome role for organized people who like a fast-paced work environment, and you don’t need extensive post-secondary education to achieve a rewarding career. Start your career with these five steps:

1. Secure a High School Diploma or equivalent
2. Earn an Administrative Assistant Diploma or Certificate
3. Gain experience with a practicum or internship
4. Apply for Admin Assistant Jobs
5. Interview and land your dream job

This may look like a lot of steps, but you don’t have to quit your day job to earn a Certificate or Diploma. Robertson offers supportive online programs that fit your schedule. Our Administrative Office Assistant Diploma is a great way to start your new career. And financial wizards should consider our Administrative Assistant / Bookkeeper Diploma.

With a little effort, you can start interviewing for Administrative Assistant roles. Don’t worry about preparing — we’ve got you covered. Let’s dive into how to prepare for your interview so that you can impress your potential employers.

FAQ

What Is the Difference Between a Receptionist and an Administrative Assistant?

The main difference between a Receptionist and an Administrative Assistant is that Receptionists are customer-service oriented, whereas Administrative Assistants perform a wider range of tasks in office management. 

Another key difference is that Receptionist jobs typically only require a High School Diploma, but Administrative Assistant roles tend to prefer a College Diploma or Certificate. On average, Receptionists make slightly less than Administrative Assistants in Canada.

What Is the Top Salary for an Administrative Assistant in Canada?

The top annual salary for an Administrative Assistant in Canada would be over $86,000. According to the Government of Canada, the top hourly wage for an Administrative Assistant in Canada is $43 per hour in Nunavut.

Are Administrative Assistants in Demand in Canada?

Administrative Assistants are in-demand in Canada, and Government data projects job prospects in this field to remain stable. From now until 2031, there should be more job openings than new job seekers for Administrative Assistant roles.

How to Prepare for an Administrative Assistant Interview

Preparing for Administrative Assistant interviews will give you confidence. Even basic things like researching “what does an Administrative Assistant do” can set you up for success. Hiring Managers mostly want to know that you can prepare, you understand their company, and you are ready for the job. 

Before your interview, be sure to: 

1. Research the company: This will show you are detail-oriented.
2. Read the job description: Write down key details and prepare to discuss them.
3. Practice answering interview questions: Ask a friend to help or take a video recording of yourself.
4. Arrive early: Research how you will get there and plan to arrive early.

There’s a reason musicians and athletes practice; it prepares them for success. Practicing for an interview is the same thing — it prepares you for career success. That’s why our Workforce Team helps students with interview preparation, resumes, and more.

Get your Administrative Office Assistant Diploma in less than a year with our online program.