Administrative professionals: Key to company success

Administrative, or admin professionals, are the foundation of any successful business. Whether they are assisting an executive, scheduling appointments, managing projects, or tracking key metrics, admin professionals are responsible for ensuring that business processes are operating effectively. By automating processes to save time, taking on administrative responsibilities to give executives more time to focus on strategic initiatives, and expanding the business, they also improve productivity and efficiency in organizations. Many administrative professionals work closely with other departments to ensure a reliable and consistent workflow. 

If you’re considering entering the field, this is a great time to learn more about the job duties of administrative professionals, how they keep businesses running, and how you can become one.

“By building and maintaining relationships with and among colleagues, frequently acting as a point of contact between departments and managerial levels, organizing company and team events, and managing resources, administrative professionals also play a critical role in fostering a positive and productive workplace culture.”

What does an admin professional do?  

Here are some duties from actual job descriptions for admin professionals, such as administrative assistants, office managers, and receptionists, that illustrate typical duties they would be expected to carry out in their positions.

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Establish work procedures or schedules and keep track of the daily work of clerical staff.
• Supervise other clerical staff and provide training and orientation to new staff.
• Research, compile, and prepare reports, manuals, correspondence, or other information required by management or governmental agencies.
• Maintain records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
• Participate in committee meetings by preparing minutes and presentation summaries, planning meeting agendas, and organizing and managing meeting logistics.
• Interpret and communicate work procedures and company policies to staff.
• Develop and maintain relevant organizational charts, facilitating retrieval of staff data in PowerPoint format.
• Design presentations and meeting materials for routine and special meetings and events.

How to get a job as an admin professional

The most effective admin professionals exhibit a special combination of hard and soft skills, including fundamental interpersonal and writing skills, organizational and communication skills, and an ability to prioritize. When hiring an admin professional, employers frequently look for candidates with the following skills:

• Communication skills
• Professionalism
• Adaptability or flexibility
• Time management
• Attention to detail or detail-oriented
• Proficiency in Microsoft Office
• Analytical or problem-solving skills
• Organizational skills
• Customer service skills

It can be challenging and competitive to find work as an administrative professional. You can, however, confidently navigate the job search process and secure a position as an administrative professional if you have the right tools and strategies. From enhancing your skills and crafting a compelling resume to proactively networking and acing the interview process, these four suggestions can help you on the path toward a career as an admin professional.

1. Enhance your skills and qualifications

You need to have a wide range of technical, interpersonal, and professional skills if you want to succeed as an administrative professional. Enhancing your skills and qualifications is crucial if you want to stay competitive in this market. In addition to increasing your chances of finding a job as an admin professional, improving your knowledge and abilities will also make you a valuable asset to any company you work for.

To enhance your skills:

• Further your education. Most admin professional positions require at least a bachelor’s degree, with a master’s degree preferred for executive-level positions. In addition to attending workshops and seminars, you could also take online courses.
• Get certified in areas like Microsoft Office, project management, and customer service. Obtaining these certifications will help you enhance your skills and make you more marketable to employers.
• Volunteer for organizations that need administrative support. As a volunteer, you can gain practical experience and improve your skills which can be added to your resume. This will show potential employers that you are proactive and willing to go the extra mile.

2. Network with other admin professionals

Networking is about more than just finding a job; it’s about developing relationships and learning from others in your field. By networking with other administrative professionals, you can gain valuable insights, make meaningful connections, and ultimately increase your chances of getting a job. Attend industry events, conferences, and seminars, or join professional organizations in your area to meet people who work as administrative professionals. 

3. Create a compelling resume and cover letter

Two of the most crucial resources you can use in your job search are your resume and cover letter. They are frequently the first impression you make on potential employers, so make sure they are strong and impactful. Start by tailoring your resume and cover letter to the job you’re applying for if you want them to stand out. Employ keywords and phrases from the job description that correspond to your skills and experiences to make your resume easily scannable by the applicant tracking systems (ATS) that employers frequently use. You can also upload a resume on CareerBuilder. 

Put your most important experiences and accomplishments that fit the job requirements front and center in your resume. Make it simple to scan and understand your qualifications by using bullet points and concise, clear language. Your cover letter should include a personalized introduction to you, your qualifications, and why you are the ideal candidate for the position. Use this opportunity to highlight your personality and communication skills rather than just restating your resume. 

4. Prepare for interviews

Gaining employment as an administrative professional depends on making a favorable first impression during the interview process. Employers will assess not only your qualifications and experience but also your demeanor and professionalism. To help you make a great first impression, consider the following advice:

• Dress appropriately
• Arrive on time
• Bring a copy of your resume
• Research the company
• Practice your answers
• Be friendly and personable

By putting the above suggestions into practice and developing a clear strategy for your job search, you can improve your chances of success, stand out from the competition, and get hired.

About Admin Professional Week

The week known as “Administrative Professionals Week” is a time to recognize and honor the contributions that admin professionals make to the workplace. It was started by the International Association of Administrative Professionals (IAAP) in 1952 as National Secretaries Week and changed to Administrative Professionals Week in 2000. It takes place the last full week in April. 

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