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Are you an organized individual who is detail-oriented and likes to work as part of a team? If so, a career as an administrative assistant might be the way forward for you. You’ll be responsible for carrying out clerical tasks, organizing meetings, and generally forming the glue that keeps an office running smoothly.

what do administrative assistant jobs entail?

Administrative assistants (sometimes also referred to as office clerks, receptionists, or secretaries) are people who carry out everyday organizational tasks within the office. These include organizing files, drafting messages, scheduling appointments, and helping other office personnel with large projects. You will be working in a team environment, though the size of that team can vary immensely, from a small office of perhaps two or three people all the way up to larger office floors with dozens or even hundreds of people.

what is a typical work schedule for administrative assistants

With very few exceptions, your hours as an administrative assistant will be limited to the typical 9-5 business hours. You can expect to be working 38 to 40 hours a week, though part-time administrative assistant roles are not uncommon. These hours will typically all take place throughout the week, with weekend work uncommon in this profession. It is also uncommon for travel to be required as part of this role.

what are the pros of administrative assistant jobs?

• A wide range of experience: While working as an administrative assistant, you will be working with a range of different systems, software, and people. While none of this work would be considered specialist, it will nevertheless give you a wide range of useful skills.
• Stable hours: Administrative assistants work typical office hours in the vast majority of cases. This means no unsociable hours, sudden call-outs, or unexpected overtime.
• Opportunity to meet new people: Administrative assistants don’t just work with an office full of other administrative staff; they are also responsible for dealing with visitors and talking to people who call the business. For someone who enjoys meeting new people, being an administrative assistant provides the opportunity to do just that.
• Low friction when moving careers: The large range of skills involved in being an administrative assistant makes it easier to move into more specialized careers, should you decide you want a change.

what are the cons of administrative assistant jobs?

• Limited progression: While there are many benefits for those looking to move onto other careers, there is not much progression within the administrative assistant field, with only administrative supervisor and/or manager being a direct progression from this role.
• Stuck at a desk: This role can be very fulfilling for the right kind of person, but for someone who likes to move around a lot or someone who likes to be outdoors, it may feel a little restrictive to be stuck in an office all day.
• Can be overwhelming: Being an administrative assistant often involves dealing with a number of tasks simultaneously. For an organized individual, this won’t be an issue, but for some, it can become overwhelming.

what are common administrative assistant interview questions?

Although the exact questions you are asked will depend on the employer and their specific needs, some of the common interview questions include:

• Tell us about yourself? This open-ended question should be handled with care. Try to limit your answer to things that are relevant to the job, such as attributes you have that you believe will make you a good choice for the role. Don’t waste your answer on hobbies and other interests unless they are relevant.
• Why did you choose this job? This question typically refers more to the employer than the profession. There will likely be many openings for administrative assistants, and your employer will want to know why you decided to go with them. Use this opportunity to impress upon your prospective employer how you can fit in with the company.
• What are your biggest weaknesses? It’s important when answering this question to be honest without making yourself seem like a bad candidate for the role. Be sure to have a plan of action for any weaknesses you identify. Your potential employer knows nobody is perfect, but they will want to know you are working on dealing with those weaknesses.

administrative assistant resume and cover letter requirements

When applying for an administrative assistant role, you should make sure you have the following elements in your resume:

• Name and contact information
• Employment history
• Education/qualifications
• Awards/certifications to help you stand out from the crowd
• Brief summary of experience/skills that relate to the role
• Examples of accomplishments to highlight your competencies

As well as an impressive resume, you should include a cover letter with your application to emphasize the experiences that you feel make you a good fit for not only the position but also the company culture.

what is the job outlook for administrative assistants?

The role of an administrative assistant can be just the start of your career.

• As the title “assistant” implies, you will be assisting someone during your time in a company, and there is a natural progression from administrative assistant to supervisor and later, manager.
• Should you decide you would rather have a change of pace and switch to something different, being an administrative assistant will typically provide you with, if not a direct path, at least an easier transition to many other careers. These include things like IT, payroll, accounting, and more.
• With additional training, you could even make a move from administrative assistant to something like legal or financial work. This role, while far more generalized, nevertheless provides you with valuable experience in the kinds of workplace environments that those roles would place you.
• Finally, if you decided to move away from administration altogether, you would likely still find that the variety and diversity of skills and competencies needed to be an administrative assistant would serve you well in other lines of work.

what are the different types of administrative assistant jobs?

While the general role of an administrative assistant is usually the same across different industries, a larger office may have several administrative assistants, and in those cases, it is not uncommon for roles to be a little more specialized. It is also the case that different industries will have different competencies that you would need to familiarise yourself with. Some of these include:

• Legal Assistants
• Medical Assistants
• Real Estate Assistants
• Insurance Assistants

In all of these cases, some specific knowledge of the industry will be necessary to perform your day-to-day tasks, but the overall function of the role remains the same. In most cases, industry-specific knowledge that is required will be learned on the job.

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what is the average salary for an administrative assistant?

The range of salaries for an administrative assistant typically falls between $32,000 and $54,000 per year, with the higher end of that range falling to more experienced administrative assistants. Less experienced applicants – or those taking their first job as an administrative assistant – can expect to be closer to the $32,000 end of the scale. The vast majority of administrative assistant work takes place during regular “office” hours and will amount to around 38 to 40 hours per week in what would be termed “sociable” hours. Though the upper limit on this role is a relatively average salary in Canada, an experienced administrative assistant typically has plenty of opportunities to progress to other better-paying roles in tangentially related fields.

average administrative assistant salaries in canada

• annual: $42,000
• monthly: $2,800
• weekly: $700
• hourly: $18

Top paying areas for administrative assistants in Canada include: Yukon, Northwest Territories, and Alberta.

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what are the duties and responsibilities of administrative assistants?

As an administrative assistant, you will be tasked with carrying out a variety of functions within an office environment. While many roles in an administrative environment are specialized, an administrative assistant can be thought of as a jack of all trades and will require knowledge of many different areas.

• A common role for an administrative assistant involves working with office suite software, such as word processors, spreadsheets, scheduling software, and even putting together presentations.
• Administrative assistants will often be asked to put together letters or emails, either from a simple instruction or from notes or draft copies, making competency with the written word important.
• As an administrative assistant, you may also be tasked with organizing files. These days those files will mostly be digital, but there are often hard copy counterparts to deal with, and they will need proper handling.

You may also be responsible for buying office supplies, managing stockrooms, and more. Additional tasks can include:

• Maintaining paper and electronic filing systems
• Answering routine correspondence
• Scheduling appointments and attending meetings
• Assisting with large projects
• Working with computers and various administrative software
• Writing, editing, and proofreading emails and letters

where do administrative assistants typically work?

You will most likely perform the majority of your administrative assistant role in an office environment. That environment can vary a little depending on the company. For example, a large organization may have an entire floor dedicated to administration, or even multiple sites, whereas a small business may have one small office with a few employees working there. Office environments can be very sociable, especially at larger organizations, as you will be working in relatively close proximity with the other administrative staff.

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what skills and competencies do administrative assistants need?

• One of the most important skills you have as an administrative assistant is the ability to work well with others. Your role will see you working closely with other administrative staff and liaising with other department figures. You will also likely be responsible for dealing with customers, clients, and visitors, either over the phone or in person at a reception area. In these cases, you will essentially be acting as the first point of contact and will need to give a good impression of the company as a whole.
• Another crucial competency for this role is computer literacy. While you may be trained in any relevant organization-specific software on the job, you will be expected to work with many commonplace applications as part of your role. These include things like email, word processing, spreadsheets, presentation software, and even things like payroll software. Basic competency with computers should be considered essential, and familiarity with office suites like Microsoft Office or Google Workspace will increase your chances of being successful in an application.
• Finally, as an administrative assistant, it is important that you are very organized. Your role will see you both organizing files and scheduling meetings, and it is important that you are able to do so in an efficient and effective manner.

what training and certifications do administrative assistants need?

There are a number of routes into an administrative assistant role. Most will require a high school diploma, but there are other ways to enter the field:

• There are no specific professional certifications required for an administrative assistant, but new applicants will have more success with a relevant qualification, such as a one or two-year college course. These might include secretarial programs, clerical courses or an Administrative Assistant Diploma. 
• It is possible to get hired as an unskilled administrative assistant to be trained on the job and is a way to get into the profession quickly, but you should consider your future plans. Many employers will want to see some kind of formal qualifications before hiring you as an administrative assistant, and being trained by a previous employer will not give you those qualifications unless that employer is going to put you through courses during your time there.
• Finally, there are apprenticeships available for this line of work. Apprenticeships are popular because they allow you to work and be paid while you learn the skills needed.

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