Administrative assistants are the backbone of any organization, keeping day-to-day operations running smoothly. They wear many hats, from managing schedules to handling communication, making them indispensable in small businesses and large corporations. Whether 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 does an administrative assistant do?" We're here to answer your questions.
An administrative assistant is a professional who supports operations through a mix of clerical and organizational tasks. While “admin” work might seem broad, it involves everything from filing paperwork to coordinating meetings and events. It typically involves a mix of repeatable or templated organizational, communication, and functional work that keeps things 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 admin assistants focus on campaign coordination and communication efforts.
Administrative assistants can manage a wide range of responsibilities and tasks, often tailored to the organization's specific needs. Here are some common tasks for executive administrative assistants.
Managing Calendars, Email, and Travel
To determine if a task can be delegated to an administrative assistant, consider the following checklist:
If you answered yes to one or all of the above, you can probably assign the task to an administrative assistant.
Here’s a breakdown of some typical admin tasks across different roles or in different teams:
Executive Administrative Assistant
Sales Administrative Assistant
Marketing Administrative Assistant
The term “administrative assistant” serves as an umbrella for many roles. Let’s explore some common types of admin assistants:
In-house administrative assistants 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 assistants provide flexible support on a contract basis, usually remotely. They often work with multiple clients and can be cost-effective for specific projects or part-time needs. However, availability and commitment levels can vary.
Virtual assistants work remotely, offering modern businesses flexibility and cost-effectiveness. They can provide comprehensive support without the overhead of in-house staff, and often come with specialized training in digital tools and remote collaboration. Hiring a virtual assistant is often the best option for businesses seeking flexibility.
To excel in this role, administrative assistants need a versatile skill set:
A good administrative assistant continually improves their skill set, staying updated on the latest tools and best practices.
Different industries leverage administrative support in unique ways to meet their specific needs. Here are some real-world examples:
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
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
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
By delegating administrative work, businesses can improve efficiency, streamline workflows, and focus on their core objectives. Administrative assistants are a smart investment, whether you need 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