company policies
The set of rules that govern the activity of a company.
Administrative assistants provide administrative and office support for supervisors. They perform a variety of tasks, such as answering telephone calls, receiving and directing visitors, ordering office supplies, maintaining the office facilities running smoothly, and ensuring that equipment and appliances work properly.
Competences and skills
41 ESCO relationsEssential knowledge 1 competence
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
1 competenceCross-sector
0 competencesNo competences in this bucket.
Essential skills and competences 19 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
3 competencesfile documents
Create a filing system. Write a document catalogue. Label documents etc.
digital
handle mail
Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.
perform business research
Search and collect information relevant for the development of businesses in different fields ranging from legal, accounting, finance, up to commercial matters.
Cross-sector
16 competencesdisseminate general corporate information
Answer questions, resolve doubts, and solve inquiries in regard to general institutional and corporate information such as program rules, regulations and procedures. Assist with information to both, employees and public at large.
disseminate internal communications
Disseminate internal communications using the different communication channels that a company has at its disposal.
disseminate messages to people
Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.
draft corporate emails
Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.
digital
ensure proper document management
Guarantee that the tracking and recording standards and rules for document management are followed, such as ensuring that changes are identified, that documents remain readable and that obsoleted documents are not used.
fill out forms
Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.
keep task records
Organise and classify records of prepared reports and correspondence related to the performed work and progress records of tasks.
maintain statutory books
Maintain updated the statutory books of the company with the relevant information of the directors and secretaries, the directors interests, and the register of shareholders.
manage digital documents
Manage various data formats and files by naming, publishing, transforming and sharing files and documents and transforming file formats.
digital
organise business documents
Put together documents coming from the photocopier, the mail, or the daily operations of businesses.
organise facilities for office personnel
Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
perform office routine activities
Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.
plan schedule
Develop the schedule including procedures, appointments and working hours.
use microsoft office
Use the standard programs contained in Microsoft Office. Create a document and do basic formatting, insert page breaks, create headers or footers, and insert graphics, create automatically generated tables of contents and merge form letters from a database of addresses. Create auto-calculating spreadsheets, create images, and sort and filter data tables.
digital
use office systems
Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
use spreadsheets software
Use software tools to create and edit tabular data to carry out mathematical calculations, organise data and information, create diagrams based on data and to retrieve them.
digital
Optional knowledge 3 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
0 competencesNo competences in this bucket.
Cross-sector
3 competencesaccounting techniques
The techniques of recording and summarising business and financial transactions and analysing, verifying, and reporting the results.
business communication
The process of effectively communicating within the workplace and to external bodies to achieve organisational goals.
transcription methods
The methods to quickly transcribe spoken language into text, such as stenography.
Optional skills and competences 18 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
2 competencesissue sales invoices
Prepare the invoice of goods sold or services provided, containing individual prices, the total charge, and the terms. Complete order processing for orders received via telephone, fax and internet and calculate the customer’s final bill.
respect data protection principles
Ensure that access to personal or institutional data conforms to the legal and ethical framework governing such access.
Cross-sector
16 competencescoordinate events
Lead events by managing budget, logistics, event support, security, emergency plans and follow up.
create import-export commercial documentation
Organise the completion of official documents such as letters of credit, shipping orders, and certificates of origin.
deliver correspondence
Distribute mail correspondence, newspapers, packages and private messages to customers.
fix meetings
Fix and schedule professional appointments or meetings for clients or superiors.
handle petty cash
Handle petty cash for minor expenses and transactions required for the daily running of a business.
liaise with managers
Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.
maintain internal communication systems
Maintain an effective internal communication system among employees and department managers.
maintain inventory of office supplies
Keep inventory of office supplies such as equipment and stationery items to avoid out of stock or misuse of the supplies.
manage personnel agenda
Schedule and confirm appointments for the personnel of the office, mostly managers and directive employees, with external parties.
monitor staff absences
Keep an overview of the employees's vacations, sick leaves and absences, register these in the agenda and file the necessary documents and certificates.
organise travel arrangements for staff
Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.
prepare presentation material
Prepare the documents, slide shows, posters and any other media needed for specific audiences.
process commissioned instructions
Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.
provide customer follow-up services
Register, follow-up, solve and respond to customer requests, complaints and after-sales services.
speak different languages
Master foreign languages to be able to communicate in one or more foreign languages.
research
use personal organization software
Use software tools, such as calendars, to-do lists, time-tracking, contact lists, to help in managing personal efficiency.
digital