In ancient Rome, secretaries and administrative assistants were known as scribes. They were trusted men who took dictation during confidential meetings of prominent and wealthy men in the community. They were trusted advisors and used clay, wood or wax tablets and a chisel to record the minutes of the meeting. Scribes knew more than one language, and were highly educated. This is when shorthand was invented, and even Julius Caesar and Augustus were experts using this language. Scribes were invaluable in those days and have evolved into today’s administrative assistant.
Although wooden tablets and chisels are no longer used in today’s highly technological society, we do use digital tablets such as a laptop computer or an iPad. While the standard front office in any business is a great place to for a new administrative assistant to start, there are many markets available to choose from, such as accounting, and human resources where you can advance your skills and expertise. While dictation using shorthand isn’t used much anymore, the role of an administrative assistant has never been more important in any business or office setting.
If you are good with money, banks are always hiring administrative assistants. In this role, you may be required to open bank accounts for new customers, take care of correspondence between the bank and their customers, explain, advise on and promote bank products and services, problem solve with existing customer accounts, validate and cash checks, deposit money and perform any other functions the bank may require.
Another area where administrative assistants can flourish is in an accounting firm. Here, the role of the administrative assistant is to keep an accurate accounting of money flowing into the company and the money that is paid out. Tasks also may include receiving and processing all invoices, expense forms and requests for payment. Maintaining and reconciling direct debit mandates, keep track of daily transactions for petty cash and ensuring that all reconciliations are completed on a weekly basis would definitely be part of the administrative assistant’s role. Preparing cheques for payment and ensuring that everything is posted at the end of the day would also be required.
Medical offices and dentists rely heavily upon administrative assistants. Answering the phone, making appointments and greeting patients all come with the territory. Making sure medical records are up-to-date, filling out insurance forms, medical billing, and book keeping are also necessary functions. Taking messages, handling pharmacy sales people and booking medical consultations with specialists also are a part of a medical /dental administrative assistant’s position, If you like to help those in need, this may be the job for you. Other medical institutions such as hospitals, clinics and outpatient departments need administrative assistants.
Human Resource Department administrative assistants are always needed team members. They are responsible for recruiting, employee orientation and relations, and also perform a variety of duties. Keeping employees up-to-date with company-wide facilitations, logistics, meetings and news are just a part of the job. Health and Safety, training and keeping track of employee files all happen in human resources. Making sure the HR departments runs smoothly is all a part of the daily routine.
Schools are a great place for administrative assistants to work. Providing administrative support to the principal, taking attendance, sending communications to students and their parents, collecting fees, compiling data and coordination of after school activities are all tasks performed by administrative assistants. Providing announcements for the students and staff at the beginning of the day, greeting visitors, coordinating school assemblies and updating supply orders for teachers are also a part of the role. Calling parents when they are needed for disciplinary reasons, if a child is sick, or for any other reason all come with the territory. If you love kids, this may be the job for you!
Insurance Administrative Assistants are always needed. Their role in the industry is to perform clerical duties such as answering the phone, schedule appointments, make sure that all client files are up to date, prepare correspondence, and possess excellent computer skills. Another function of the insurance administrative assistant is to photocopy, fax and file all appropriate paperwork into the appropriate folder. An administrative assistant in this field will work closely with insurance salespeople, brokers, adjusters, and account executives. If you love the fast pace of a busy office environment, this is definitely a field to get into.
If you like advertising/marketing, the administrative assistant role in this type of office is very fast-paced and changes day to day. Working with top-level executives, and helping to create an advertising campaign from the beginning to the end and being able to see the final product are all great reasons to work in this field. Daily functions include correspondence, answering phones, along with advanced knowledge and use of desktop publishing and other creative software. Being a great communicator is definitely required. Attending meetings and briefings are also a part of the job. This is a great field for someone who needs a creative outlet. Hours may vary and can be quite long in this role.
These are just some of the areas where administrative assistants play a key role. Offices couldn’t run without the knowledge and competence of a great administrative assistant. Ancient Greeks would be amazed at what today’s secretaries and administrative assistants accomplish for their peers, and would marvel at today’s technology. Although not mentioned, administrative assistants that speak a second language are always a welcomed addition to any office, and often make better money. Julius Caesar would be proud!