An administrative assistant keeps the day-to-day running for a team, a department or a whole office. They handle schedules, messages, records, supplies and the dozens of small tasks that stop a workday from falling apart. If you've ever wondered who actually makes sure the meeting room is booked, the visitor is greeted and the invoice gets to the right person, that's usually this role.
So what is an administrative assistant in practice? Think of a mix of coordinator, communicator and problem-solver. It's one of the most common office jobs around, and it's also one of the best ways to learn how a company really works, because you see every team and every process up close.
What does an administrative assistant do all day?
The exact work depends on the company, but the core duties are surprisingly consistent. The U.S. Bureau of Labor Statistics describes the work of secretaries and administrative assistants as answering phones and taking messages, scheduling appointments, arranging meetings, handling mail, preparing documents and reports, and maintaining databases and filing systems. You can read the full breakdown on the BLS Occupational Outlook Handbook page for secretaries and administrative assistants.
In real life, a typical week might include:
- Managing calendars and booking meetings, rooms and travel
- Answering and routing calls, emails and visitors
- Taking meeting notes and sending out the action items
- Preparing documents, presentations and reports for managers
- Ordering supplies and keeping the office stocked
- Keeping files, databases and shared folders organized
- Helping with basic expense reports, invoices and scheduling payments
- Onboarding new hires with desks, accounts and welcome schedules
Some of it is routine. A lot of it is judgment: deciding which email needs an answer today, which request goes first when three people need you at once, and when to fix a problem before anyone notices it.
Administrative assistant vs. office assistant vs. executive assistant
These titles get mixed up all the time, and companies use them differently. As a rough guide:
| Role | Typical focus | Usual level |
|---|---|---|
| Office assistant | General clerical tasks, front desk, filing, supplies | Entry level |
| Administrative assistant | Support for a team or department, scheduling, documents, coordination across people | Entry to mid level |
| Executive assistant | Close partnership with one senior leader, managing their time, travel and confidential work | Mid to senior level |
The titles overlap, so always read the actual job posting instead of trusting the name. If the duties sound more routine, see our guide to the office assistant job description. If you want to work for one leader at the top, take a look at what an executive assistant does. BLS notes that executive secretaries and executive administrative assistants typically need several years of related work experience, which is why many people reach that role by starting as an administrative assistant.
What you need to get hired
For most administrative assistant jobs, BLS lists a high school diploma or equivalent as the typical entry-level education and says related work experience usually isn't required. Most people learn the specifics of the job over a few weeks of training. Some employers still ask for a year or two of office experience, and almost any customer-facing or clerical job can count.
What really sets candidates apart is a mix of everyday skills:
- Organization: keeping several moving pieces straight without dropping any
- Written communication: clear, friendly, error-free emails and notes
- Interpersonal skills: being easy to work with, from interns to executives
- Judgment: BLS calls good judgment essential for prioritizing tasks and making decisions for the people you support
- Tech comfort: word processing, spreadsheets, email, calendars and shared document tools
- Discretion: you'll see sensitive information, and people need to trust you with it
Want to get stronger on any of these before you apply? Our list of skills you can learn fast is a good place to start.
Administrative assistant skills to put on your resume
Recruiters scan quickly, so show the skills through what you did. Compare these two examples:
- Vague: "Responsible for office tasks."
- Specific: "Managed calendars for a six-person team, booked all travel and cut back-and-forth scheduling emails by setting up shared availability."
Those numbers are just examples, so use your own real ones. Skills worth listing, if they're true for you, include calendar management, travel coordination, minute taking, records management, data entry, document formatting, customer service, event logistics, confidentiality and vendor communication. For layout help, use our resume writing tips and template.
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How much do administrative assistants make?
Pay varies by city, industry and how much responsibility the role carries. For a reliable benchmark, BLS reports that the median annual wage for secretaries and administrative assistants was $48,310 in May 2025, or $23.23 per hour. Median means half of workers in this group earned more and half earned less, and the group includes several specialties, so use it as a starting point rather than a promise. Check the BLS page for your state and industry before you negotiate.
Healthcare and social assistance employs the largest share of these workers, at 32 percent, according to BLS. That means hospitals, clinics and care organizations are worth a look if you want steady openings.
Where the job can take you
Few people stay in the role forever, and that's the point. Because you work with every team, you can see which work you like and then move toward it. Common next steps include:
- Senior administrative assistant or team coordinator: more ownership of processes and people
- Executive assistant: working directly with a senior leader
- Office manager or operations coordinator: running budgets, vendors and policies
- Specialist roles: human resources, project coordination, events, communications or recruiting
To move up, volunteer for projects that stretch past your job description, learn how the numbers and decisions work in your company, and make your results easy for your manager to see. Our guide on how to get promoted when great work is not enough on its own covers how to do that.
Is it a good job right now?
It depends on what you want from it. BLS projects employment for secretaries and administrative assistants to decline 2 percent from 2025 to 2035, partly because of technology that automates routine tasks. At the same time, it projects about 314,400 openings each year, mostly from workers who leave the field and need replacing. The takeaway: the routine parts of the job are shrinking, and the people skills, judgment and coordination are what keep you valuable. Build those, and learn the tools that take the repetitive work off your plate.
The role is a strong fit if you like variety, being the person people count on and learning a business from the inside. It's a harder fit if you want fully independent, deep-focus work all day.
This article is general career information, not a promise about pay or hiring in your area.
Ready to find your next role? Browse open jobs on the Girlboss job board and look for a team that fits.
Frequently Asked Questions
What is an administrative assistant in simple terms?
It's someone who handles the organizing and support work that lets a team function, such as scheduling, communication, records and office logistics. The title can look different from company to company, but the heart of the job is making other people's work run smoothly.
Do you need a degree to be an administrative assistant?
Usually not. BLS lists a high school diploma or equivalent as the typical entry-level education. Strong organization, clear writing and comfort with common office software often matter more than a degree.
Is an administrative assistant the same as a secretary?
The jobs overlap so much that BLS groups them together. Many employers use "administrative assistant" for jobs that include coordination and project support, not just phones and typing.
Can an administrative assistant work remotely?
Sometimes. BLS notes that most of these workers are in offices and work full time, but some work from home as virtual assistants. Remote and hybrid roles tend to ask for stronger self-management and written communication.
What is the career path after being an administrative assistant?
Common moves include executive assistant, office manager, operations or project coordinator, and roles in human resources, events or recruiting. Asking for projects outside your core duties is the fastest way to show what you can do next.
