Virtually all organizations need staff and administrators to organize tasks, process office work, and correlate with management. Office staff positions exist at different levels depending on the department or company where employees work. New staff members typically start in an entry-level job, and with experience many advance within the organization

Large organizations whether for profit or not for profit employ staff at these levels:

  • Receptionists
  • Office Assistants
  • Office Administrators
  • Executive Assistants
  • Senior Executive Assistants

Small businesses use staff at the first three levels in the list while their owners may perform some of the work for the last two.

Receptionists and Office Assistants Handle Essential Tasks

Office Administration Degree (AOS)Some companies combine the roles of receptionist and office assistant into one position. Many larger organizations keep the two roles separate with somewhat different duties. Here is a typical breakdown of these two jobs when separated:

Receptionist Office Assistant
  • Answer phone calls
  • Write emails
  • Draft letters
  • File documents
  • Run significant errands
  • Assist office administrators
  • Welcome guests
  • Answer phone calls
  • Handle Petty Cash
  • Record and organize data

Either of these two positions are typically entry-level jobs in any organization. Larger companies will place more responsibilities on receptionists and office assistants because of the volume of their business activities.

Office Administrators Are Managers

Office Administration Associate Degree (AOS)Office administrators typically combine the jobs of managers and office assistants. They supervise office staff and delegate tasks and responsibilities to them. Administrators also schedule agendas and meetings for lower-level management and coordinate activities across departments. They also provide simple administrative support for lower management. In 2016 there were 2.5 million office administration assistants in the U. S.

Office Administrators sometimes conduct research and compile reports for supervisors. They assist the human resource department with hiring and training new employees. Maintaining office equipment and ordering supplies may be additional duties.

“Virtually all organizations need staff and administrators to organize tasks, process office work, and correlate with management. Office staff positions exist at different levels depending on the department or company where employees work.”

Executive Assistants Work in High-Level Positions

Executive assistants work with executives, directors, and other high-level personnel to provide administrative support as well as perform daily and weekly tasks. They act as a senior office staff member assigned to one top executive. They do the following:

  • Make phone calls for executives, organize management agendas, and schedule management meetings.
  • Review documents, conduct higher-level research, and work with client relations
  • Arrange travel plans, plan events, and handle information requests
  • Generate statistical reports and process expense reports

The last advanced position in the office administration hierarchy is a senior executive assistant.

Senior Executive Assistants Have More Responsibilities

Office Administration School in Baton RougeThese higher-level assistants work with top executives and corporate managers in a dynamic environment. Their role is to assist with administrative and organizational functions that affect high-level responsibilities and objectives.

Senior executive assistants may perform the duties of executive assistants but within a larger realm. They coordinate daily calendars of several senior managers and serve as liaisons between executives, employees, and clients. They may also coordinate activities with other company locations and other companies.

An Associate Degree Is the Key to Open the Door to Your Career

A new hire that is better trained will adjust to the job faster with less stress and be in a better position to move up in the organization. The key to open the door for your first job in this career is to earn an associate degree. 

ITI Technical College in Baton Rouge offers an Associate of Occupational Studies (AOS) Degree in our Office Administration Program. Students have two options from which to choose: Business Administration and Healthcare Administration.

Office Administration ProgramBusiness Administration will prepare you for an entry-level job in one or more of these areas:

  • Accounts receivable
  • Accounts payable
  • Payroll
  • Customer service
  • Human Resources
  • Office Assistant

Healthcare Administration will prepare you for working with the basics of administrative functions in an entry-level job in these facilities:

  • Physicians’ offices
  • Clinics
  • Hospitals
  • Surgical centers
  • Insurance companies
  • Nursing homes

Learn more about this exciting career by requesting more information and talking to one of our Admissions Representatives.

For more information about graduation rates, the median debt of students who completed the program, and other important information, please visit our website: https://iticollege.edu/disclosures.htm                                                                                                                         

References and Resources:

Office Assistant Job

Administrative Hierarchy