Administrative assistants perform administrative duties ranging from general office tasks to acting as special assistants in particular departments.

Technology is constantly changing and so are administrative assistants' duties. However, in general, administrative assistants may:

• use word processing, spreadsheet, database or presentation software to prepare invoices, reports, memos, letters, financial statements and other documents
• answer telephones, schedule meetings, manage executives' calendars, greet visitors, meet with clients, and handle business and administrative details
• prepare meeting agendas, attend meetings, and record and transcribe minutes
• open, sort and distribute correspondence (including faxes and electronic mail) and respond to routine inquiries
• draft correspondence and reports
• make travel arrangements, prepare expense reports, order and maintain office supplies
• develop or maintain a records management system (including classifying and coding electronic and hardcopy files)
• train staff members in computer applications and troubleshoot hardware and software problems
• research information on the Internet, prepare Intranet documents and assist in the maintenance of company websites
• handle basic bookkeeping duties such as accounts payable and receivable and the reconciliation of accounts
• operate office equipment such as fax machines, photocopiers, voice mail messaging systems and computer scanning equipment
• transcribe material from handwritten notes or electronic dictation
• edit or format documents for executives
• use specialized software to create forms
• manage projects
• manage events (for more information, see the Special Event Co-ordinator profile)
• superivse, manage or train other staff members.

Administrative assistants work in office environments. They usually work standard office hours but overtime may be required to meet deadlines.

Most employers, particularly in specialized fields, require administrative assistants to have related post-secondary education and computer skills.

In Alberta, a number of colleges, technical institutes and private vocational schools offer post-secondary programs related to office administration:

• 3A Academy & Consulting Ltd. in Lloydminster
• Academy of Learning in Airdrie, Edmonton, Medicine Hat and Red Deer 
• Blue Quills First Nations College in St. Paul
• Bow Valley College in Calgary, E-Campus and through Continuing Education
• Campbell College Ltd. in Edmonton
• Careers in Transition in Edmonton
• The CDI College of Business, Technology and Healthcare in Calgary and Edmonton
• Choice College in Spruce Grove  
• Columbia College in Calgary
• Cypress College in Medicine Hat 
• Grande Prairie Regional College
• Grant MacEwan College in Edmonton  
• Keyano College in Fort McMurray
• Lakeland College in Vermilion 
• Lethbridge College
• Mayfair Business College in Grande Prairie
• Medicine Hat College in Medicine Hat and Brooks
• Mount Royal College Continuing Education
• NorQuest College in Edmonton
• Northern Alberta Institute of Technology Continuing Education 
• Northern Lakes College in various sites 
• Olds College
• Portage College in Lac La Biche, Cold Lake and St. Paul
• Red Deer College
• Reeves College in Calgary, Edmonton and Lloydminster
• Robertson College in Calgary 
• Slate Training Centre in Edmonton
• Southern Alberta Institute of Technology (SAIT) in Calgary and through Continuing Education 
• Training Inc. in Lethbridge.

Prospective students should investigate the suitability and reputation of training programs with employers before enrolling in a program. Courses and programs vary considerably in content, length, admission requirements and cost. In general, a high school diploma or mature student status is required for admission. However, admission to some programs requires a minimum average in specified courses such as English Language Arts 30-1 or 30-2, Social Studies 30 or 33, or a Grade 11 math course.

Continuing education programs may be offered on an as needed basis.

For current information about programs, admission requirements and mature student admission policies, please check post-secondary calendars or websites.

Administrative assistants may be employed in any industry. Some are self-employed and work from home.

Experienced administrative assistants may advance from routine clerical tasks to a skilled specialty or to supervision of other office assistants.

Administrative assistants are part of the larger National Occupational Classification 1411: General Office Clerks. In Alberta, 81 per cent of people employed in this classification work in the following industries:

• Public Administration
• Professional, Scientific and Technical Services
• Educational Services
• Health Care and Social Assistance
• Finance, Insurance, Real Estate and Leasing
• Mining and Oil and Gas Extraction
• Construction
• Management, Administrative and Other Support Services
• Personal, Repair, Religious and Other Services
• Wholesale Trade.

The employment outlook in this occupation will be influenced by a wide variety of factors including:

• trends and events affecting overall employment (especially in the industries listed above)
• location in Alberta
• employment turnover (work opportunities generated by people leaving existing positions)
• occupational growth (work opportunities resulting from the creation of new positions that never existed before)
• size of the occupation.

Employment turnover is expected to increase as members of the baby boom generation retire over the next ten years.

Salaries for administrative assistants vary depending on the responsibilities of the position and the qualifications of the worker.

 According to the 2009 Alberta Wage and Salary Survey, Albertans in the General Office Clerks occupational group earned from $11.10 to $37.54 an hour. The average wage was $20.29 an hour.

For more detailed information, see WAGEinfo.

Post-secondary institution calendars and websites (see Educational Requirements above)

EDinfo website: www.alis.alberta.ca/edinfo

International Association of Administrative Professionals website: www.iaap-hq.org