According to the Bureau of Labor Statistics, administrative assistant jobs are projected to grow 13.2 percent by next year. This ever-changing job title comes with a variety of duties and levels of responsibility, depending on the employer.
The best places to find administrative work are online. ZipRecruiter is our favorite pick with tons of options nationwide.
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What is Administrative Work?
In the working world, administration is a broad category that can cover a huge variety of job titles and duties. But there is one thing all administrative employees have in common - in varying degrees and in a wide array of positions, they provide support to a company. The tasks and responsibilities handled by these people make a company or organization’s workflow easier and more convenient. They accomplish this by seeing that the needs of their colleagues are met to ensure a smooth operation.
While some administrative job titles refer to positions with very similar duties (eg: administrative assistant and program administrator), others describe very different types of jobs. The degree of responsibility that comes with each job also can vary dramatically. Support duties of administrative workers can range from clerical tasks, answering phones and assisting managers to interacting with clients, maintaining records and handling financials. Plus just about everything in between.
Because administrative jobs encompass such a wide spectrum it’s difficult to say which is the absolute best one. But if you’re interested in joining the field, you’re bound to find something you love that fits your talents, skills and interests perfectly. And applying for this type of work usually is pretty easy, as many companies have an administrative department to support their successful operations.
Keep in mind that working in an administrative position can provide a great learning experience if your goal is to climb higher on the career ladder. It can serve as the perfect training ground for developing management techniques, communication and interpersonal skills, flexibility and a strong work ethic. The exposure and experience you gain can equip you with the right tools to succeed in just about any other kind of work you choose.
To learn more, check out our administrative assistant job description.
Best Administration Jobs
The list of administrative job titles is extensive. To find the perfect administrative job for you, check out one of our favorite resources: ZipRecruiter. The following are some of the most common.
- Administrative Assistants and Secretaries
- Bill and Account Collectors
- Financial Clerks
- General Office Clerks
- Information Clerks
- Mail Clerks
- Material Recording Clerks
- Receptionists
Administrative Assistants and Secretaries
These employees typically perform a variety of clerical duties like answering phones, filing, preparing documents and scheduling appointments. Some organizations use the terms interchangeably, although administrative assistants often have a higher degree of responsibility. For example, they may have additional duties such as organizing meetings and conferences, handling bookkeeping and even managing office budgets.
Ten typical job titles within this category include:
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Administrative Assistant
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Administrative Coordinator
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Administrative Manager
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Administrative Specialist
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Administrative Support Supervisor
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Executive Assistant
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Program Administrator
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Secretary
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Senior Support Assistant
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Executive Services
Bill and Account Collectors
Maintaining and managing the finances of a company are the primary duties of these administrators. They receive payments, record financial information and arrange for payments of overdue bills, which may include helping debtors find solutions for making those payments. Other related clerical duties may also be part of their workday.
Four typical job titles within this category include:
- Billing Coordinator
- Account Collector
- Account Coordinator
- Bill Collector
Financial Clerks
These administrative professionals produce and maintain an organization's financial records which they accomplish through bookkeeping, accounting and auditing. Some financial clerks perform less specific tasks like completing financial transactions and helping customers, duties which usually only require a high school education. On the other hand, bookkeepers, accountants and auditing clerks need to have some post-secondary education and/or coursework or experience in accounting.
Eight typical job titles within this category include:
- Auditing Clerk
- Bookkeeper
- Financial Clerk
- Credit Clerk
- Senior Administrative Analyst
- Office Support Manager
- Office Support Supervisor
- Office Manager
General Office Clerks
You might call this the “catch-all” group, as these workers perform a variety of administrative tasks - everything from answering phones, filing records and typing and maintaining documents to basic bookkeeping and carrying out financial transactions.
Eight typical job titles within this category include:
- Office Clerk
- General Office Clerk
- Staff Assistant
- Typist
- Word Processor
- File Clerk
- Billing Clerk
- Contract Administrator
Information Clerks
As the name implies, these employees often gather information to help the company. This is accomplished by performing a variety of clerical duties such as searching databases, retrieving files and maintaining records. Usually, some coursework or experience with spreadsheet computer programs is needed to succeed in this position.
Five typical job titles within this category include:
- Information Clerk
- Records Management Analyst
- Data Entry
- Support Assistant
- Support Specialist
Mail Clerks
A company’s postal service clerks receive, sort and deliver mail and may also assist customers on the phone or in person.
Two typical job titles within this category include:
- Mail Clerk
- Mail Clerk Leader
Material Recording Clerks
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These are the employees who keep track of product information and may do some of their work in an office or in a company’s warehouse. It’s their job to maintain inventory, track shipments and make sure items are shipped properly.
Three typical job titles in this category include:
- Material Recording Clerk
- Facility Manager
- Senior Coordinator
Receptionists
This may be the most common position that comes to mind when we think of an administrative job. Receptionists are usually the first point of contact - either in person or on the phone - for clients, customers and guests. Their duties are varied and can include answering phones, greeting customers, basic filing and providing information about the organization.
Four typical job titles in this category include:
- Receptionist
- Office Assistant
- Virtual Assistant
- Client Relations Manager
Highest Paying Administration Jobs
Find the highest paying administration jobs today on ZipRecruiter.
According to the Bureau of Labor Statistics, administrative assistant jobs, as one example, are projected to grow 13.2 percent by 2022. This ever-changing job title comes with a variety of duties and levels of responsibility, depending on the employer. Administrative professionals are reportedly assuming more managerial tasks across the board, requiring more skills and knowledge than ever before.
The following are some of the most lucrative fields to explore:
- Real Estate Administrator
- Legal Administrative Assistant
- Business Administrator
- Academic Assistant
- Database Administrator
- Financial Administrator
Real Estate Administrator
A real estate administrator’s primary objective is to assist real estate agents in their day-to-day activities. This includes, but is not limited to, making appointments and taking messages, scheduling appointments, preparing real estate forms, or handling information on the Multiple Listing Service (MLS). In mid-career, a real estate administrator can average $18.31 an hour. With more experience, that increases to an average of $18.43 per hour.
Legal Administrative Assistant
Legal administrative assistants are professionals who support paralegals and lawyers in a legal environment. Their job duties encompass conducting legal research, drafting documents of various legal disciplines, managing schedules and ensuring the efficient and effective administration of an office. A mid-career legal assistant earns an average of $47,768 per year, while someone with more experience can garner a total compensation of around $55,757.
Business Administrator
Business administrators may be responsible for a variety of different activities throughout an organization. They can execute departmental and organizational goals, policies and procedures, and oversee the financial and budgetary activities. They can negotiate or approve contracts and agreements and analyze financial statements.
It’s up to business administrators to figure out how to make organizations run more efficiently through cost-cutting and performance indicators and even to appoint department heads and managers.
Salaries for business administrators offer a wide range, depending on the type of business. The range can be anywhere from $21,000 to upwards of $121,000 per year.
Academic Assistant
An academic assistant provides day-to-day support, as well as instructional assistance to academic counselors, faculty members and possibly students under the direction of those faculty members. This may be accomplished through either technical or professional assistance or both. While the majority of academic assistant salaries range between $33,500 and $40,000 per year, they may start as low at $20,000 and go up to $75,000. Regardless of location, there do not seem to be many opportunities for increased pay or advancement in this role, even with several years of experience.
Database Administrator
A database administrator is responsible for a multitude of activities regarding a company’s database server. The individual in this role typically must oversee the installation and upkeep of servers, utilize system storage and requirements and conduct modifications along the way. The database administrator also oversees system security and monitors user access within the database. And if someone within the company needs to access backed up data, this is the company’s go-to person. The administrator can also generate reports by querying the database for specific information. Typical salaries for this position range between $56,000 and $140,000 annually.
Financial Administrator
It is the responsibility of the financial administrator to handle any financially related task of an organization. The individual in this role develops the company’s financial plan, prepares financial reports and is involved in directing its investment activities. Specific duties may include maintenance of ledgers, tax prep, management of accounts payable and receivable, administration of payroll activities and vendor payments, management of bill payments and customer invoicing and setting and managing budgets. The national average salary for a financial administrator in the United States is $57,358. In general, the range is $38,000 to $86,000 annually.
Salary for Administrative Jobs
Salary ranges for administrative jobs can vary significantly depending on the specific position, industry, location, required experience, necessary skills and education needed to perform the duties. According to salary.com, average annual salaries can range from $29,684 to $810,710, with some lower minimums and higher maximums.
Breaking it down, those in secretarial and office support roles usually make around $13 per hour, while executive assistants can earn upwards of $30 per hour. Administrative assistants are likely to earn $15.57 to $20 per hour in the United States. As of January 2020, the range typically falls between $18 and $23. There also may be cash bonuses in some cases of around $1400 each year.
Top Skills You Need to Become a Stand-Out Administrative Candidate
There’s no denying that administrative professionals play an integral part in every business setting. It follows, then, that to rise above the competition and stand out to employers, you need to exhibit a particular skill set - the RIGHT skill set. And to land the job you want, it’s more important than ever to really hone those skills.
According to Masterson Staffing Solutions, there are eight must-have skills you not only need to possess but perfect, to be considered a top-rated administrative candidate.
1. Adept in Technology
Highly sought after technological skills for administrative workers are those necessary to perform data entry, manage team calendars and create company reports. At a minimum, it’s important to be familiar with Microsoft Office software such as Excel, Word, PowerPoint and Outlook. Since it’s also not uncommon for administrative staff to help input data into a customer relationship management (CRM) system, customer service platform, or virtual help desk, it’s equally beneficial to have a good understanding of computer software, browsers and operating systems. The more of these skills you can master, the better you’ll be able to perform your administrative job.
2. Strong Verbal and Written Communication
The company you work for as an administrative professional needs to know they can trust you to be the voice and face of their organization. For this reason, being able to communicate clearly, effectively and in a timely and professional manner is one of the most important skills you can possess. Nothing is more critical when handling incoming calls or correspondence from clients, customers, suppliers, or partners. Incorporating a positive attitude and friendly demeanor along with these skills will go a long way when interacting with guests and co-workers.
3. Organization
Strong organizational skills will do a lot more than help you keep your work (and yourself) organized. They also are vital to keeping the entire office organized. Do this by developing a system that makes sense for everyone, one that your fellow team members can easily follow without the potential for confusion.
4. Time Management
To be the best resource for your team, you need to accurately plan and allocate your administrative tasks and the time it will take to accomplish them. It can be easy to feel stretched thin when your efforts are spread across several departments. But good time management skills will help you feel in control of your tasks, not frazzled.
5. Strategic Planning
Similar to time management, the ability to plan strategically is vital in an administrative role. This means prioritizing your tasks in order of importance or planning out processes for the entire office to follow. Strong planning skills will also serve you well when arranging employee or executive calendars or handling unexpected cancellations, additions, or other changes.
6. Resourcefulness
Can you think on your feet? As an administrative professional, this is a must - you need to be able to adapt. In business, things can change at a rapid pace so it’s important to draw on your ability to adapt quickly in order to get the job done and assist your co-workers. Doing so requires that you be resourceful, often employing multi-tasking and creative thinking skills. This is especially important during a crisis when your boss is not available; at those times, staff may turn to you as the one to explore appropriate avenues for reaching a solution.
7. Detail Oriented
Missing small details leaves a less than a stellar impression with clients, not to mention your boss. There’s no room for typos, grammatical errors and data entry mistakes, especially in sensitive communications. Having an eye for detail ensures that your work is accurate and trustworthy, while helping to eliminate the potential for further errors.
8. Anticipate Needs
The difference between a good administrative employee and a great one is the ability to anticipate needs and complete important tasks without being asked. An amazing administrative employee takes the initiative to support the business rather than waiting around for approval or direction. Be amazing and show your boss you can take care of business without constant supervision.
Finding Remote Administrative Jobs
Remote roles are becoming a more common opportunity every day. Linkedin alone has results for over 17,000 remote administrative assistant jobs in the United States.
Administrative professionals are indispensable in all industries and help activities run smoothly by keeping the workplace organized, performing research, drafting memos, and scheduling. If you’re looking for the flexibility afforded by performing these duties remotely, through telecommuting, this could be the perfect option for you.
Every company will have different requirements for their remote positions, but likely, all you need is a computer and a solid internet connection - along with a few must-have capabilities, of course, such as the ability to multitask and manage responsibilities independently, an extra measure of self-motivation, great communication skills and the drive to become the primary support provider your employer needs.
From entry-level virtual assistant jobs to executive-level executive assistant positions, this administrative category provides a variety of flexible employment options and wages. Depending on the specific role, this could range from hourly pay to high salaries with benefits.
How To Land the Administrative Job You Want
With so many different types of administrative job options to choose among, it may seem easy to go out and snap one up. But it’s important to remember that even though there’s a lot available, there also are a lot of people vying for these sought after positions. There’s no doubt that the competition for administrative jobs is steep, but it’s far from insurmountable. So how do you get a leg up on the competition? Here are seven sure-fire tips to help you gain the inside edge and land the administrative job of your dreams.
Study Up
A high school degree is fine for many employers, but you’ll find that most prefer some type of additional education or certifications that indicate a higher level of motivation and competency. Pursuing coursework in basic office, computer and grammar skills at your local community college or technical school can be a big plus in this regard. Also keep in mind that administrative jobs in an industry-specific field (eg. law, medicine, real estate) likely will require further coursework in that particular area.
Watch for Jobs in Hot Industries
Maybe you’re not quite sure what type of business you’d like to work for. A good starting point is to search for openings in industries where administrative workers are in demand. Some of the hottest right now are healthcare, manufacturing, real estate, financial services and technology. From there, narrow your search by location, company size and job responsibilities.
Intern or Volunteer
On-the-job training is a great way to learn administrative skills. And the best way to accomplish this is through an internship or by volunteering. Not only will you be able to hone your office skills, but you’ll be offering your employer a fast-track to productivity. Of course, you’ll need to go into this type of setting with some basic knowledge, but more general work like computer programs and preparing office documents, for example, probably will be part of your training.
If you are a student, your school’s career center is a good place to find internship and volunteer opportunities.
Tailor Your Resume
To ensure your resume is a winner, be sure to make it job-specific. Let’s say you want to apply for an administrative assistant position. Target the skills required to do that particular job, including everything from technical skills to soft skills, such as the ability to interact with others, a good attitude, organization and integrity.
For more information, check out our guide to writing an administrative resume.
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Build an All-Star Profile on LinkedIn
More and more employers consider LinkedIn as their go-to resource for finding suitable job candidates. So be sure your LinkedIn profile positively stands out from the rest and make it public. You can do this by taking the following steps:
- Include a photo of yourself at your professional best
- Incorporate a headline that exemplifies your expertise and personality
- Highlight your key strengths and use important keywords
- Show a diverse range of contacts
- Include recommendations from former employers and co-workers
- Demonstrate your involvement in online groups
Work Your Connections
In nearly every business or industry where there's an office, there’s sure to be an administrative staff. One of the best ways to find vacancies in those offices is through your existing relationships. Let everyone you know - friends, family, other people in your network - that you’re looking for an administrative job. You may be surprised at how many will have information to share about a new opening. These same connections can also serve as referrals and references when you apply.
Present Professionally
We’ve already noted that administrative employees serve as representatives of their company, often being the initial point of contact for clients, customers and visitors. For this reason, a neat, polished appearance and professional demeanor are essential. This holds true when meeting with hiring managers, as well. The more competent and personable impression you make, the more likely you are to land the job. Similarly, when interviewing, be sure to highlight just how valuable you are. Nearly every senior manager feels their administrative professionals are important to their success, so go ahead and cite specific ways you’ve made previous managers’ jobs easier and contributed to their accomplishments.
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You Can’t Go Wrong by Choosing and Administrative Career
The administrative field may not be one you’ve considered, but as evidenced in this article, it can prove to be both a lucrative and rewarding career path. The types of job options are practically endless, guaranteeing an ideal fit with your unique talents, interests and skills. Regardless of which category you choose, you’re likely to be joining an industry predicted to experience an eight to 15 percent growth rate in the coming years.
To find the perfect administrative job for you, check out ZipRecruiter today!
