what does the role of an administrative assistant involve?
As an administrative assistant, you hold a key position within your company, and your role encompasses several aspects: welcoming the public, secretarial duties, accounting, and personnel management, among others. Therefore, you need to be versatile.
what is your role as an administrative assistant?
The administrative assistant is responsible for organising one or more departments within a company. They handle incoming phone calls, receive orders, greet visitors, respond to clients and suppliers, and schedule appointments or meetings. They also manage correspondence and follow up on files: sending, sorting, filing, and archiving documents. Depending on the organisation they work for, they may also be tasked with handling administrative tasks related to staff, such as payroll and holiday planning. In a small or medium-sized enterprise (SME), they often work directly with management and may oversee all administrative aspects of the business. In a larger group, they might specialise in roles such as reception, secretarial duties, or accounting.
Does the role of administrative assistant match your writing skills, your ease in communication, your organisational abilities, as well as your discretion and professional confidentiality? Find out which skills and qualifications you need to develop to become an administrative assistant.
discover our offersaverage salary for an administrative assistant position.
The starting salary for a junior non-managerial buyer typically corresponds to the qualified minimum wage, which is around €3,250 gross per month. If you work in a purchasing centre, you can expect a salary between €3,500 and €4,000 gross per month, often supplemented by a variable component. As for experienced buyers, they can earn upwards of €6,000 gross per month.
what are the factors that determine the salary for an administrative assistant position?
The salary obviously varies depending on the company that employs you. Being bilingual can significantly increase your pay, as can specialising in law. In the public sector, your salary depends on your employer (such as institutions, local authorities, ministries...), whether you are on a fixed-term contract or a civil servant, and your level of education. Finally, be aware that an administrative assistant’s remuneration can also be boosted through a 13th month’s pay, performance bonuses, or employee savings schemes, for example.
In a multicultural environment like Luxembourg, proficiency in foreign languages (English, German, Luxembourgish, Dutch…) is a real asset and can have a significant impact on salary.
types of administrative assistant positions.
There are various types of administrative assistant roles, such as:
- administrative and commercial assistant who is accessible to people who have completed a sales training course
- administrative quality assistant
- administrative and accounting assistant
- human resources assistant, responsible for overall staff management
- after-sales assistance
- administrative secretary
- school and university administrative secretary
- administrative manager
- manager's assistant
- office manager
- executive secretary
The types of administrative assistant roles mentioned here are examples; this list is not exhaustive.
working as an administrative assistant.
Your missions and responsibilities as an administrative assistant vary depending on your employer's needs and the internal organisation of your company. You work under the supervision of one or more managers and directors, acting as a liaison between the leadership and the staff by ensuring that decisions made during meetings are communicated effectively to all parties. Find out more about the day-to-day tasks of an administrative assistant, how to organise your working time, and the career prospects available in this field.
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tasks and responsibilities
As an administrative assistant, you will have a variety of tasks to carry out. Please note that these may differ quite significantly from one organisation to another. Here is a non-exhaustive list of your responsibilities:
- welcome clients, suppliers, and other visitors, and direct them within the premises
- schedule the executives' appointments and note down their messages
- handling the mail (sorting, distribution, postage, and registration) and managing emails
- perform accounting operations
- ensure the drafting and formatting of documents, as well as their follow-up and filing
- arrange the travel arrangements for the manager and team members
- monitor stock levels, determine supply requirements, and place orders accordingly
- to be responsible for updating the activity monitoring data of the organisation (result tables, dashboards…)
- ensure the drafting and formatting of legal documents (judgments, minutes, contracts…)
- potentially, coordinate the tasks of an administrative team
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work framework
The administrative assistant can work in a variety of settings: private companies, public institutions… They may even sometimes work from home, communicating with their contacts who could be their manager, clients, an accountant, or the human resources department… Most of the work is done on a screen and sitting at a desk, but you might also need to move around within your organisation to find an urgent document or accompany your supervisor outside.
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who are your colleagues?
According to your employer, you might have colleagues such as executive secretaries, sales managers, or accountants. You could also work alongside executives and other specialists, such as business owners.
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organisation of work
Although your hours are generally regular, your schedule as an administrative assistant can vary from day to day and may sometimes start early, especially when preparing for meetings. The working week is typically 40 hours over five days. You are therefore free on weekends and public holidays. Usually, the working day begins with reading your director’s correspondence (and sometimes emails), which you need to prioritise and file if necessary. Then, you manage their calendar by organising meetings and appointments. You also meet with your supervisor several times a day to review the progress of your work.
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perspectives for development
The career prospects for an administrative assistant are quite varied. In the private sector, depending on your interests, ambitions, and the opportunities for promotion within your company, you could progress to roles such as executive secretary, accounting secretary, sales assistant, sales administrator, deputy manager, or management assistant. If you work in the public sector, there are opportunities to climb the internal ranks, which can lead to increased responsibilities and sometimes a change of department.
secure an administrative assistant position with randstad.
By searching for your administrative assistant position with Randstad, you benefit from some great advantages, such as:
- a wide variety of companies to work for and opportunities for development.
- an experienced contact to assist you if needed
- a range of opportunities in your sector
- a weekly or monthly salary depending on the position
- permanent contracts, fixed-term contracts, and temporary assignments
Would you like to be offered a permanent contract? In many cases, working as a temporary administrative assistant is a stepping stone that can lead to securing a permanent position. Many companies also recruit their staff directly on permanent contracts through Randstad.
training and skills.
To become an administrative assistant in Luxembourg, it is essential to acquire the appropriate skills and qualifications to effectively support the administrative operations of a company or organisation. The role of the administrative assistant is crucial in managing daily administrative and organisational tasks. Here are the types of diplomas and certificates required to become an administrative assistant in Luxembourg:
- A diploma or certificate in Secretarial Studies or Administration: one of the main routes to becoming an administrative assistant in Luxembourg is to obtain a qualification in secretarial or administrative work. This qualification is typically awarded by specialised colleges or training centres and provides comprehensive training in professional communication, document management, planning, and organisation. It could be a BEP, CAP, or DAP in the tertiary sector, or a Baccalaureate (general or technological) complemented by a two-year higher education course.
- Language and Communication Training: Language skills are especially valued for an administrative assistant in Luxembourg, given that the country is multilingual, with French, German, and Luxembourgish as official languages. Training in languages, professional communication, and official document writing can be an additional asset for this role.
- Proficiency in IT and office software: a solid understanding of office applications such as Microsoft Office (Word, Excel, PowerPoint), as well as data management and communication tools, is generally required to be an effective administrative assistant in Luxembourg.
know-how and skills.
The position of administrative assistant requires a range of skills and qualities.
- to be versatile, organised, and have a good sense of priorities in order to manage a typical day
- promote listening and diplomacy to maintain cordial relations with various stakeholders (managers, employees, clients, suppliers, etc.)
- proficiency in computer software, particularly the Microsoft Office suite: Word, Excel, and PowerPoint
- having impeccable spoken and written expression
- having a good sense of hospitality and sufficient knowledge of its procedures
- to know the techniques of shorthand and note-taking, as well as secretarial methods.
- mastering the rules for mailing postage
- knowing how to use collaborative tools (enterprise social network, web conferencing, shared calendar…)
- to transmit reliable information
- to show patience
- being able to prioritise urgent, high-priority, or important tasks, especially when reporting to multiple managers, and meeting deadlines
- to know how to organise the travel arrangements for team members and their manager
- being able to check stock levels and assess supply needs
- knowing how to place orders
- having a good sense of synthesis
- be sensitive to ethics and the confidentiality of documents
- being able to solve problems and having a high level of operational flexibility
- according to employers, knowing one or more foreign languages can be essential
FAQs
FAQ sur le métier d’assistant administratif
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what are the emerging trends in the development of the administrative assistant profession?
The trends in this profession are moving towards specialisation and professionalisation. New technologies are rapidly developing, along with the digitalisation of procedures. Therefore, it is advisable to strengthen the skills associated with these areas of evolution.
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what are the advantages and disadvantages of working as an administrative assistant?
The advantages of this profession are numerous. It is a well-rounded and rewarding career. Opportunities for advancement are quite promising, and the working hours are regular. As for the disadvantages, one could mention the stress associated with juggling multiple tasks and the low starting salary.
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what is the difference between a secretary and an administrative assistant?
The administrative assistant has more responsibilities than a secretary and is often tasked with supervising a team. Their profile is similar to that of a project manager, whereas the secretary is more of a support role, assisting the administrative assistant in carrying out their duties.
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what equipment does the administrative assistant use?
As an administrative assistant, it is essential to be proficient in the most common software and office tools. A good understanding of the internet and email communication is also vital. Depending on the specifics of your role, you may also need to use human resources management or accounting software.
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how to apply for an administrative assistant position?
To apply for an administrative assistant position, it's simple: create a Randstad account, browse the job offers in your sector, then send us your CV and cover letter.
