Administrative Assistant Duties and Responsibilities List

An administrative assistant plays a vital role in the office to take the routine office work.  He/she will be responsible to provide all ranges of assistance to the line managers and provide those help to increases efficiency.  

What are the core competency and practical approaches to increase the upper level? In this article, we’ll discuss the key tasks of administrative assistants and how they become useful human resources for any organization.

Administrative Assistant Duties and Responsibilities List

Job Title/Designation:
Administrative Assistant

Provide assisting/secretarial support to the immediate supervisor and took overall responsibility for the preparation of office administrative approach plan, and provide assistance to the implementation of financial and administrative policies and procedures at the office level.

Maintain adherence to admin and personnel policies. Familiar with all admin/personnel policies and accept all organization policies

Ensure timely and accurate payments to employees and third parties. Coordinate with the finance section to settle all bills within the time frame and deliver all cheques to the suppliers.

All transport matters, including allocation, maintenance, and record-keeping. Provide all transport and logistic assistance to staff as well as an official guest. Keep all vehicles up to date and record mileage fuel consumption records on a monthly basis. How To Improve Administrative Skills?

Maintain local purchases and storage/issues and record keeping.  Keep updating the office inventory system according to the admin policy and past identity tags in all office furniture, IT equipment, etc.

Maintenance of office security, equipment, and furniture and enroll well-trained security guards from security companies. Provide assistance to handle visitors, including accommodation booking and transportation.

Secretarial Responsibilities:
Provide assistance to staff in typing, tiling, and dispatch duties. Attend telephone calls and note messages. Supervising and undertaking logistical requirements of staff e.g. booking for hostels, air tickets, and road travel arrangements.

Liaison and coordinate administrative and logistical work. Supervise peons and drivers.
Maintain files, documents, and data and ensure their confidentiality.

Transportation Responsibilities:
Maintain and update the proper inventory of spare parts, maintenance of vehicle logbook & reconciliation with finance records.

Prepare annual budget Vs consumption statements for vehicles. Arrange meetings and handling of guests. Hotel Bookings, air ticketing, and travel arrangement for guests. Provide administrative/ logistic support to sections in the region.

Financial Responsibilities:
Documentation and reconciliation of funds received and disbursed and preparation of monthly and quarterly reports and documents for audit queries. 

Ensuring and managing proper documentation and filing. Verify stores and maintain relations with banks and suppliers. Procurement Manager Job Description Compliance with documentation and reporting requirements specified by jobholder's Supervisor.

Education Intermediate and
Computer Certificate

Related Work Experience & Training:
3 to 5 Years

Special Skills Required:
Operate Telephone Exchange.
Computer Literate in Word, Excel & PowerPoint
Sound communication skills.
Strong admin skills
Knowledge of accounting packages

Age Limit / Physical Fitness / Other factors:

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