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.
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.
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 Calendars, Email, and Travel
When determining if a task can be delegated to an administrative assistant, consider the following checklist:
If you answered yes to any or all of the above, you can likely assign the task to an administrative assistant.
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
Sales Administrative Assistant
Marketing Administrative Assistant
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 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 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 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.
To excel in this role, administrative assistants need a versatile skill set, including both soft and hard skills:
Top administrative assistants are always looking to improve their skills and stay current with the latest tools and best practices.
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:
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 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