Minnesota Administrative Assistant

Job Description
Professional Secretary/Executive Assistant/Administrative Assistant

Priorities

• Relieve management of administrative detail, all projects
• Coordinate work flow
• Update and chase delegated tasks to ensure progress to deadlines
• Take initiative in manager's absence
• Keep projects on schedule
• Maintain procedures manual to ensure consistent performance of routines

Communication

• Compose correspondence/reports for own or manager's signature
• Arrange essential mail in priority action order for boss
• Check deadlines on incoming requests and put preliminary work in play
• Process replies on own initiative or from bosses' dictation or notes
• Research, draft or abstract reports

Phone

• Handle all inquiries within my capacity
• Arrange "callbacks" to protect boss's time
• Provide back-up materials for callbacks
• Route calls elsewhere as needed
• Do phone surveys/inquiries as needed

Appointments/Meetings

• Maintain calendar; ascertain which events require boss's presence
• Fix commitments to maximize boss's time efficiency; Allow decision/desk time
• When boss chairs meetings:

  -Prepare agenda in advance

  -Arrange meeting facilities

  -Act as recording secretary; prepare action minutes

Confidentiality

• Perform to earn boss's full confidence
• Assure discreet handling of all business

Visitors

• Screen to control interruptions
• Provide back-up data as needed
• Arrange amenities as needed
• As arranged, "rescue" boss from laggards
• Schedule visits away from boss's area to protect priority/private tasks

Travel

• Arrange travel through internal or outside agents
• Arrange travel cash in advance
• Prepare itinerary, trip file and supplies
• Prepare expense report tools for boss
• Complete expense reports after trip

Data Management

• Improve/tighten storage/retrieval systems
• Update and manage index

Routines

• Update secretarial/clerical desk manual
• Set up "tickler" system
• Set up "exception reporting" system to handle routines without supervision
• Routinely re-order department supplies
• Update mail/phone directories
• Make these available to trainees

Projects

• Handle administrative detail, all projects
• Seek greater role in projects within administrative and other areas of competence
• Seek training on projects outside my range

Supervision

• As required, recruit, hire, train and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff

At the advanced levels, office administration is about METHODS for handling work; it requires a constant audit of the way a company does things, and willingness to rock the boat for greater economy and efficiency in getting work done. Here are some typical tasks:

• Study and review company or department procedures
• Recommend management action to improve standard operating procedures. Present comparisons on costs, risks, and benefits
• Develop and test new procedures
• Take part in any administrative meetings to assure secretarial follow-through
• Take initiative on requests and inquiries of administrative nature, especially when bosses' specialty is not administrative
• Prepare and control administrative budgets

Some Administrative Assistants perform only the duties listed above. Others perform them along with their secretarial duties. Still others specialize in Finance, Marketing, Personnel, or Engineering, for example, and their title should clearly express their special area of concentration.

The more clearly your title informs callers and correspondents about what you actually DO and CAN DO for your team, the better.

Source: International Association of Administrative Professionals (IAAP)

Candidates - submit your resume for consideration in the Minnesota administrative job profession.

Clients - call Char Dennhardt to find the right candidate for your administrative position. We provide both permanent, full-time, part-time, and temporary administrative placements .

We also offer a 90 day guarantee for direct hires (also known as permanent) and temp-to-hire options.

The Dennhardt companies are independently owned and operated by Char Dennhardt, CPC, who started in the placement industry in 1973. Dennhardt & Associates was founded in 1980 and Dennhardt Temporaries in 1985.

We believe our mission: When you choose Dennhardt you choose Success!

The Dennhardt Staff is highly committed and love what they do. Their tenure in the administrative employment placement industry attests to this. "We care about the referrals we make and we'll stand behind our work to make sure that both clients and candidates are well satisfied. We know that success doesn't just happen, that it takes hard work, dedication and a strong desire to do the very best possible."

With Dennhardt, the client has choices for hiring the best candidate.  We offer a 90 day guarantee for our Permanent Placements and Temp-To-Hire as an option.  We also have wonderful temporaries available for your short term needs.

Minnesota administrative staffing and employment agency dedicated to assisting both clients and candidates in choosing successful career matches in the administrative support profession.

Call Dennhardt & Associates and Dennhardt Temporaries for your Minnesota jobs in administrative staffing and employment agency needs.