Despite the overlapping duties of the two roles, there is actually a huge difference between an executive assistant and an administrative assistant. So without further ado, let’s go over the key differences between the two.
Responsibilities
The administrative assistant’s job is to carry out various clerical and administrative tasks to support your team so they can perform their duties effectively. These tasks include:
Of course, an administrative assistant’s duties vary from company to company, but that’s what they generally do.
The executive assistant can perform the routine day-to-day duties of an administrative assistant, but they usually handle more critical tasks such as:
You’ll notice that the executive assistant is privy to private information that is usually reserved for high-ranking members of a company, so they must maintain confidentiality and discretion.
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Qualifications
The minimum education requirement for an administrative assistant is a high school diploma or its GED (General Education Development) equivalent, although there are instances where college-level training is preferred. Since formal qualifications are typically not required for someone to become an administrative assistant, those who possess a balance of technical and interpersonal skills should have a leg up on the competition. Those with prior experience in the role are sought after as well.
Administrative assistants who opt to specialize in specific industries need extensive professional knowledge in their fields. For example, a medical administrative assistant has to understand medical terminology, anatomy, and medical coding. Or a legal administrative assistant needs to have a thorough understanding of legal terminology and procedures.
At a bare minimum, executive assistants are expected to have at least an associate degree. However, most employers prefer candidates with a bachelor’s degree and a more specialized knowledge of the industry they will be working in. There are some roles where a Master’s in Business Administration (MBA) is required, especially if the executive assistant is expected to a key role in an organization’s management.
Since this is a higher-level position, extensive professional experience is required as well. Previous administrative or secretarial experience is usually required for someone to become an executive assistant. In fact, a lot of executive assistants spend years as an administrative assistant before they decided to move up to this position.
The Core Skills Necessary For Administrative Assistants And Executive Assistants To Thrive In Their Roles
1) Problem-solving skills – This is an indispensable skill for executive assistants and administrative assistants because they will be tackling various tasks and challenges. Employers want people who don’t panic when there’s an issue. We all want someone who can address problems head-on before they become bigger issues. So wouldn’t it be nice to have an employee who can analyze the situation, consider the available options, and come up with a solution to the problem?
2) Multitasking and prioritization skills – The ability to multitask and prioritize is essential in both roles because they are going to be handling a wide range of tasks every day. Executive assistants and administrative assistants should have the ability to move from one task to another without losing focus, and they should know which tasks to prioritize first so they can remain productive.
3) Communication skills – This skill is absolutely vital for someone who is going to act as the first point of contact in the organization. Excellent written and verbal communication skills are required for both positions if they are to do their jobs effectively. Can you imagine hiring an assistant who can’t get their point across with clarity? Or someone who doesn’t really understand what you’re saying? That’s a disaster waiting to happen.
4) Organizational skills – This skill helps executive assistants and administrative assistants accomplish their tasks on time and maintain consistent productivity. Someone who is organized should be able to analyze their workload and plan how they want to carry out their tasks so they can meet deadlines and avoid delays.
5) Technology skills – Executive assistants and administrative assistants just can’t succeed in their roles if they are not tech-savvy. Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook) is a must, and they also have to keep up to date with the latest software tools to stay productive.
As you can see, both roles can contribute to the efficiency of an organization. They are there to ensure that everything is running smoothly, and they can free up your time so you can focus on the matters that require your personal attention.
However, hiring a US-based executive assistant or administrative assistant can be costly. Executive assistants in the US can earn an average annual income of $55,000, while administrative assistants have an average salary of $35,000 per year. That’s just too much for small business owners and entrepreneurs who are on a tight budget. Fortunately, outsourcing is always an option. You have two choices here – you can either do it yourself or get an outsourcing service to do it for you.
Hiring through an outsourcing agency is hassle-free, so you may want to go with this option if you don’t have the time to go through the entire recruitment process. However, it should be noted that you still have to take the time to onboard your new employee to integrate him/her into your team. You can’t expect your new hire to hit the ground running from day one.
Another thing worth noting is that outsourcing agencies do take commission fees for their services. After all, they did look for the executive assistant or administrative assistant on your behalf. So if you want to save more money, you may as well do the recruiting yourself. It’s really not that hard, but you have to be patient.
Check out OnlineJobs.ph if you decide to go the DIY route. With over a million profiles, the site has the largest database of Filipino virtual workers, so you shouldn’t have a hard time finding the right candidates for the role. Just create an account, post your job ad, and wait for the resumes to come in.
So good luck with your search, and let us know if you have any questions!
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