22 tasks, each one witnessed by the sources that watched the job — and behind every one, a prompt you can use tonight.
You usually start by checking calendars and emails in Google Workspace or Outlook, then update schedules and confirm meetings in Cisco Webex or Google Calendar. Expect to answer phones, greet visitors, and route messages to managers.
Midday you’ll prepare or edit documents in Microsoft Excel, Google Docs, or Adobe Acrobat, handle incoming/outgoing mail, order office supplies, and update filing systems or a records database (sometimes Microsoft Access). End the day with travel arrangements and a quick check of payroll items in QuickBooks if your team uses it.
Start with Google Workspace (Gmail, Calendar, Docs) and Microsoft Excel — most offices use one or both every day for schedules, reports, and data. Learn basic functions: sorting, filters, simple formulas in Excel, and shared docs/comments in Google Docs.
Next add Adobe Acrobat for PDFs, Cisco Webex for meetings, and QuickBooks basics if you will touch payroll or bookkeeping. If the office uses Macs, learn macOS file management. Knowing Microsoft Access helps for record databases but is less common.
Use the office systems’ built-in controls: lock files with passwords in Adobe Acrobat or Google Drive, set sharing permissions in Google Workspace, and store sensitive records in Access or a secure HR system. Don’t email passwords or private files.
Follow written policies: only share info to authorized people, log who accessed documents if your system supports it, and shred or securely delete physical copies. If unsure, ask HR or your manager before sharing.
AI can speed up drafting emails, summarising meetings, creating templates, or extracting data from reports. Use it to draft a first version of correspondence or a meeting summary, then edit carefully for accuracy and tone.
Never paste payroll numbers, Social Security numbers, or other private data into public AI tools. Check company policy and prefer on-premises or approved enterprise AI integrated into Google Workspace or Microsoft 365. Keep a human final check for legal, financial, or confidential items.
According to the U.S. Bureau of Labor Statistics (BLS, 2025), there are about 459,910 administrative assistants employed. The median annual wage is $76,590.
BLS reports the lowest tenth at $50,560 and the top tenth at $109,850. Pay varies by location, industry, union status, and specific duties like payroll or bookkeeping.
An administrative assistant focuses on day-to-day supports: managing calendars, preparing reports, answering phones, arranging travel, and keeping filing systems updated using tools like Google Docs and Excel.
An office manager usually oversees broader office operations — hiring, budgeting, ordering supplies at scale, improving workflows, and supervising staff. Office managers often set procedures that administrative assistants follow. Small offices sometimes combine both roles.
Be reliable at calendar and email management (Google Workspace or Outlook), strong in Microsoft Excel and Google Docs, and able to schedule meetings in Cisco Webex. Employers want clear phone and in-person communication skills.
Also show attention to detail for filing, payroll entries (QuickBooks), and document editing (Adobe Acrobat). Say you can handle confidential info, prioritise multiple tasks, and learn internal databases like Microsoft Access quickly. Practical examples beat generic claims.