Administrative assistants are the backbone of any organization, keeping day-to-day operations running smoothly. They wear a variety of hats, from managing schedules to handling communications, and carry a lot of the invisible labor of an organization. Whether they're supporting a team or an executive, administrative assistants free up time and resources by taking on essential but time-consuming tasks.
There's a good chance you've interacted with or worked with an administrative assistant at some point. But you may still wonder, "What exactly does an administrative assistant do?" We're here to answer your questions.
Table of contents
- What is an Administrative Assistant?
- What Does an Administrative Assistant Do?
- Types of Administrative Assistants
- Prialto Virtual Admin Assistants Across Industries
What is an Administrative Assistant?
Administrative assistants are professionals who support an organization's day-to-day operations by blending clerical and organizational tasks. "Admin work" encompasses a wide range of tasks, from filing documents to organizing meetings and events. The role typically involves a combination of routine, documented admin tasks that keep operations running smoothly.
Administrative assistants come in many forms—executive assistants, sales assistants, and marketing admins—each with a unique focus depending on the needs of the team or individual they support. For example, executive assistants provide high-level support to C-suite executives, while marketing administrative assistants focus on campaign coordination and communication.
What Does an Administrative Assistant Do?
Administrative assistants can handle a wide variety of responsibilities and tasks, often customized to meet the organization's specific needs. Here are some common admin tasks that assistants will handle:
Managing Data and Reporting
- Maintaining databases and filing systems
- Creating and analyzing spreadsheets
- Generating regular reports and presentations
- Managing document workflows
- Updating notes and documentation
Coordinating Projects and Documents
- Helping teams stay on track with project timelines
- Handling correspondence
- Preparing and editing documents
- Updating task management systems
Managing Calendars, Email, and Travel
- Scheduling meetings and maintaining calendars
- Managing inbox and email correspondence
- Arranging travel plans and creating itineraries
- Coordinating logistics for meetings and events
- Escalating important communications
Tackling Routine Admin Tasks
- Processing invoices and expense reports
- Responding to routine inquiries via email or phone
- Handling basic bookkeeping duties
- Managing office supplies and inventory
- Coordinating with vendors and service providers
When determining if a task can be delegated to an administrative assistant, consider the following checklist:
- Does the task have a clear process or template?
- Is it repeatable or routine?
- Would delegating it improve efficiency without requiring specialized expertise?
If you answered yes to any or all of the above, you can likely assign the task to an administrative assistant.
Examples of Administrative Tasks
Of course, administrative work looks different in different organizations and teams. Here’s a breakdown of some common tasks for administrative assistants across different roles or in different teams:
Executive Administrative Assistant
- Managing complex calendars with multiple stakeholders
- Preparing board meeting materials
- Handling confidential communications
- Coordinating executive business travel
Sales Administrative Assistant
- Managing CRM data entry and maintenance
- Processing sales orders and contracts
- Coordinating client meetings and follow-ups
- Preparing sales reports and presentations
Marketing Administrative Assistant
- Managing social media calendars
- Monitoring ongoing marketing campaigns
- Organizing digital asset libraries
- Marketing reporting and analysis
Types of Administrative Assistants
The term “administrative assistant” serves as an umbrella term for many roles. And there are many ways companies go about filling and managing these roles. Let’s explore some common types of admin assistants:
In-House Assistant
In-house administrative assistants are full-time, in-house hires. They work directly within your organization, offering immediate availability and deep integration with your team. In-house assistants often engage in tasks requiring close collaboration with team members or on-site access to physical resources. They develop an intimate knowledge of your company culture and processes, but come with full-time employee costs, including benefits, office space, and equipment.
Freelance Assistant
Freelance assistants provide flexible support on a contract basis, usually (but not always) remotely. They often work with multiple clients and can be cost-effective for specific projects or part-time needs. Costs, availability, and experience level may vary.
Virtual Assistant
Virtual assistants (VAs) work remotely, offering modern businesses flexibility and cost-effectiveness. Typically, they are hired through virtual assistant services that pre-vet, train, and internally manage the assistant for you. VAs can provide comprehensive support without the overhead of in-house staff and often include specialized training in digital tools and remote collaboration. Hiring a virtual assistant is often the best option for businesses seeking flexibility.
Administrative Assistant Skills
To excel in this role, administrative assistants need a versatile skill set, including both soft and hard skills:
- Time management: The ability to manage multiple deadlines and priorities.
- Communication skills: Strong professional communication skills in meetings, on the phone, and in writing.
- Adaptability: The ability to adjust quickly to shifting priorities and new tools.
- Attention to detail: High attention to detail in a variety of tasks.
- Software skills: Familiarity with a wide variety of software tools, depending on who they're assisting.
- Organization: The ability to keep track of schedules, files, and tasks.
Top administrative assistants are always looking to improve their skills and stay current with the latest tools and best practices.
Prialto Virtual Admin Assistants Across Industries
Different industries leverage administrative support in unique ways to meet their specific needs. The role of an administrative assistant in your business can be broad or exceptionally specific, based on your organizational structure or unique needs. Here are some real-world examples:
Zus Health
In the healthcare industry, Prialto’s virtual assistants supported talent management by streamlining recruitment and onboarding processes for Zus Health. The heavy administrative burden was slowing down hiring during times of high growth, so our VA services swooped in to help schedule interviews and manage calendars.
Result: 275 hours per month saved
Ascendant
Prialto helped Ascendant’s sales team spend more time selling and less time pushing papers, focusing on business growth while our admin assistants handled all the routine sales support work in the background.
Result: 660 hours per month saved
Headline
At venture capital firm Headline, in-house executive assistants were no longer justifiable for the cost. Virtual assistants were a much more sustainable solution. Enter Prialto. Our VAs now support 18 Headline executives, managing complex schedules, coordinating with portfolio companies, and handling sensitive communications.
Results: 990 hours per month saved
How Prialto Can Help
By delegating administrative tasks, businesses can enhance efficiency, streamline workflows, and concentrate on their core objectives. Administrative assistants are a wise investment, whether you require in-house or virtual support.
Prialto offers expert virtual administrative assistants to help businesses offload time-consuming tasks. Whether you need assistance with scheduling, project coordination, or communication, our VAs are equipped to support your business needs. Choose Prialto to save time and focus on what matters most.
Ready to streamline your operations? Contact us today