Administrative Assistant

Someone who provides general office support and/or specialized executive support in an office setting.

The Role of an Administrative Assistant

An Administrative Assistant is an administration professional who handles routine office management duties and provides general support to other staff in an office setting.

An Administrative Assistant’s role is generally to help other members of their team to stay organized and to complete routine tasks on their behalf, allowing them to focus on more specific types of work. Duties for an Administrative Assistant vary depending on the scope of the family office’s activities and other staff present, but may include answering phones, greeting visitors, scheduling appointments, setting up meetings, preparing communications or documents, creating and maintaining data filing systems, managing accounts or performing bookkeeping and coordinating with other administrative staff.

An Administrative Assistant should have a strong working knowledge of the functions of the various teams within an office and should be able to anticipate workplace problems before they arise. He or she should be organized, reliable and accurate, and should possess excellent communication and computer skills. A successful Administrative Assistant will ensure the efficient and orderly functioning of an office or department, while always providing professional customer service.

Job Description

EDUCATION / EXPERIENCE

The minimum requirement for an Administrative Assistant is completed secondary education, however most Administrative Assistants will also have obtained their Bachelor’s degree.

An experienced Administrative Assistant will have 2+ years’ experience in administration, executive support or office management, in a business or family office setting. Depending on the specific needs of an office, industry expertise may be required.

Note: An Administrative Assistant does not necessarily need prior experience as an Administrative Assistant. In fact, many of the best Administrative Assistants come from completely unrelated roles or industries. Similarly, because this position deals more with general (compared to specific) experience, recent college graduates or those who are at the beginning (or a transition stage) of their career often make an exceptional Administrative Assistant.

SKILLS

General project management and executive support experience, including managing calendars, planning and booking travel, purchasing and organizing supplies, etc.
Willingness to consult others for their expertise and learning new skills/information quickly
Familiarity with the various functions of a business, non-profit, political office, etc., including mail services, human resources, finance/accounting, communications, legal/compliance and technology
Research skills and a natural ability to identify opportunity to solve problems
Proficient in MS Office Suite (Excel, PowerPoint, Outlook, Word)

CERTIFICATIONS / TRAINING

Professional certifications/licenses are not required to be an Administrative Assistant, but an employer may prefer candidates with any of the following (or similar) certifications:

Administrative Assistant Certificate
Professional Administrative Certification of Excellence (PACE)
Certified Administrative Professional (CAAP)
Microsoft Office Specialist (MOS)

RESPONSIBILITIES

Responsibilities for an Administrative Assistant vary depending on the size and scope of a family office’s activities, but common duties include:

Providing administrative and clerical support to the family office staff and clients, such as answering phone calls, emails, and letters
Organizing and scheduling appointments, meetings, and events, and preparing agendas and minutes
Drafting correspondence, managing and updating databases, records and files and ensuring their accuracy and security
Assisting in the preparation of regularly scheduled reports
Developing and maintaining a digital filing system
Updating and maintaining office policies and procedures
Ordering office supplies and researching new deals and suppliers
Maintaining contact lists
Booking travel arrangements
Submitting and reconciling expense reports
Providing general support to guests or visitors
Acting as the point of contact for internal and external clients
Liaising with executive/senior administration positions to handle requests

ATTRIBUTES

Characteristics of a successful Administrative Assistant include:

Organizational skills

An Administrative Assistant should be proficient in planning, organizing and executing projects on behalf of their office or department. He or she should be able to set clear goals, prioritize tasks, delegate responsibilities, monitor progress and evaluate outcomes, as well as handling multiple projects simultaneously and meeting necessary deadlines.

Interpersonal communication

An Administrative Assistant should have excellent interpersonal skills and communication abilities to interact effectively with the principal, colleagues, clients and other stakeholders. He or she should be able to listen actively, communicate clearly and concisely, express empathy and respect, and resolve conflicts constructively. They should also be able to adapt their communication style to different situations and audiences.

Team player attitude

An Administrative Assistant should be a team player who can collaborate well with others and contribute to the success of the organization. This person should be supportive, cooperative, flexible and respectful of diverse opinions and perspectives. He or she should be willing to share information, knowledge and feedback and seek help when needed.

Responsibility and integrity

An Administrative Assistant should be responsible and accountable for his or her actions and decisions. He or she should be able to work independently and proactively, take initiative and ownership of tasks, and follow through on commitments. He or she should also demonstrate integrity and honesty in all aspects of his or her work, adhere to ethical standards and principles and protect the confidentiality and privacy of the principal or organization.

COMPENSATION

Total compensation for an Administrative Assistant generally ranges from $60-80K. Factors that command a higher salary include industry experience, specific education or training requirements, being on call outside of normal work hours, or the ability to work flexible hours, business travel requirements or the ability to manage complex projects. Components of an Administrative Assistant’s compensation may include:

Base salary

Fixed annual amount received for performing duties as agreed upon. An Administrative Assistant’s base salary varies depending on the size, complexity and location of the office they support, as well as the experience and qualifications of the Administrative Assistant.

Discretionary bonus

Discretionary bonuses are variable amounts that are paid annually based on an individual’s performance. The percentage of compensation paid as a salary versus a bonus is entirely up to the employer, but for an Administrative Assistant, a discretionary bonus can range anywhere from 10 – 20% of total compensation. The most common reason for a higher bonus percentage (relative to salary) is to tie an employee’s compensation to their overall performance. It also allows an employer to set strategic goals during the employee’s annual performance evaluation, with the pay out of their bonus linked to the completion of stated goals.

Equity

With equity compensation, a portion of the employee’s compensation is paid in options, restricted stock or performance shares, which represents ownership in a business or fund owned or managed by the principal. Options can have a vesting period and/or expiration date, which affects their overall value. Equity compensation strongly incentivizes long-term employment and can be a great tool for building a team that is dedicated, loyal and aligned with the overall vision of the principal/family office.

STANDARD BENEFITS

An Administrative Assistant typically has access to the following corporate-style benefits (or receives a stipend to obtain such benefits themselves):

Medical, dental and vision

Standard health benefits help employees stay healthy, reduce absenteeism and ultimately increase productivity.

Retirement savings account

401k, thrift savings plan or simple IRA, especially with employer matched contributions, shows your employees your commitment to their future.

Paid time off

PTO allows your employees to take time off from work for various reasons, such as vacation, sickness, personal matters or holidays.

Travel/miscellaneous expenses

Expenses incurred when travelling or conducting business on behalf of the office, including transportation, accommodations, meals and other costs related to business travel. These expenses may be reimbursed or covered by a travel allowance or budget.

OTHER BENEFITS / "PERKS"

Additional benefits are often included to enhance the attractiveness of an employment offer, as well as encouraging long-term employment. Such benefits include:

Education

Tuition reimbursement, scholarships/savings plans for those with college-aged children

Professional development

Encouraging and covering an employee’s participation in training courses, workshops, seminars, conferences or professional certifications

Health and wellness

Healthy food, beverages or snacks offered at the office
Paid or discounted gym memberships or fitness classes
Access to wellness programs with counseling services, health screenings, substance abuse treatment, etc.
Life and disability insurance

Employee assistance

Financial counseling
Legal advice
Transportation reimbursement or allowance

Charity

Volunteer opportunities
PTO days for community service
Charitable match program

Family benefits

On-site childcare or childcare reimbursements
Parental and family medical leave

Workplace

Remote work/flexible hours
Casual work attire
Employee recognition programs, awards or rewards

REPORT STRUCTURE

An Administrative Assistant generally reports:

To an Office Manager or other senior position in Administration/HR
To director-level staff in a family office

Administrative Assistants may have junior administrative staff they are responsible for managing/training, or they may simply work alongside other staff.

Have Questions?

Organization at Its Finest

An Administrative Assistant provides essential support to executives and teams, handling scheduling, correspondence, and day-to-day operational tasks. Their ability to anticipate needs, maintain organization, and streamline processes ensures efficiency in every aspect of business and household operations.

Need an expert to keep everything running smoothly? Let us connect you with an Administrative Assistant who brings order to the details.

“We place Administrative Assistants who don’t just manage tasks—they anticipate needs and create efficiency at every level.”

Adam Cook

Managing Director, Old State Staffing

Administration That Keeps You on Track

Why You Should Consider an Administrative Assistant

An Administrative Assistant plays a critical role in keeping daily operations seamless and efficient. Whether in a family office or business, they ensure schedules, communications, and essential tasks are handled with precision. An Administrative Assistant can help you: