management-assistant/references/tasks.md

Tasks & work activities — management assistant

Source: O*NET 30.3, occupation 43-6011.00 (Executive Secretaries and Executive Administrative Assistants).

Task statements

• [Core] Answer phone calls and direct calls to appropriate parties or take messages.
• [Core] Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• [Core] Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• [Core] Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• [Core] Provide clerical support to other departments.
• [Core] Manage and maintain executives' schedules.
• [Core] Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• [Core] Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• [Core] Open, sort, and distribute incoming correspondence, including faxes and email.
• [Core] File and retrieve corporate documents, records, and reports.
• [Core] Greet visitors and determine whether they should be given access to specific individuals.
• [Core] Prepare responses to correspondence containing routine inquiries.
• [Core] Make travel arrangements for executives.
• [Core] Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• [Core] Attend meetings to record minutes.
• [Supplemental] Process payroll information.
• [Supplemental] Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.
• [Supplemental] Compile, transcribe, and distribute minutes of meetings.
• [Supplemental] Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.
• [Supplemental] Set up and oversee administrative policies and procedures for offices or organizations.
• [Supplemental] Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• [Supplemental] Interpret administrative and operating policies and procedures for employees.

Detailed work activities

• Answer telephones to direct calls or provide information.
• Compile data or documentation.
• Confer with coworkers to coordinate work activities.
• Coordinate operational activities.
• Develop organizational policies or programs.
• Distribute incoming mail.
• Execute sales or other financial transactions.
• Explain regulations, policies, or procedures.
• File documents or records.
• Greet customers, patrons, or visitors.
• Inspect operational processes.
• Maintain medical records.
• Make travel, accommodations, or entertainment arrangements for others.
• Manage clerical or administrative activities.
• Order materials, supplies, or equipment.
• Perform administrative or clerical tasks.
• Prepare business correspondence.
• Prepare documentation for contracts, transactions, or regulatory compliance.
• Prepare research or technical reports.
• Read materials to determine needed actions.
• Record information from meetings or other formal proceedings.
• Schedule operational activities.
• Sort mail.
• Supervise clerical or administrative personnel.
• Train personnel.
• Transcribe spoken or written information.