Administrative Assistant  


Career Objectives

Give greater efficiency to the organizational and administrative management of a company or institution.


Professional Profile

This professional performs in office services in the administrative area, where he carries out secretarial work in support of executive functions and contributes to the achievement of a harmonious atmosphere in teamwork.

He has knowledge on administration techniques, basic accounting, basic language skills, computer use and command of communication skills.


Specific tasks or activities carried out in the profession

He relieves the executive from administrative and operational tasks. For that:

He organizes office work and manages the *resources used properly in the development of their activities.

He prepares work timetables.

He organizes the agenda in coordination with the boss, arranging and confirming appointments, coordinating meeting and trips.

He classifies, organizes, encodes and files documents.

He writes reports and documents based on an idea put forward by his superior.

He performs spelling and grammar corrections of the documentation to be produced.

He types in the computer all kinds of documents, such as letters, memos, etc, corrects, deletes and performs page layouts obtaining documents of optimal presentation by using *text editors.

He prepares and translates documents into a foreign language.

He answers and distributes telephone calls.

He carries out the reception, distribution, reproduction, manipulation and delivery of documentation and information via Fax and e-mail.

He organizes the mail to be sent and also the one received, according to established standards.

He stores, recovers and prints information and records of the company through the computer.

He makes use of networking and Internet.

He composes *taxation payment and tax return forms.

He ensures the preservation of documents and takes control of the files.

He manages a control and safety system of confidential information.

He plans the disposal of obsolete and inactive documents.

He uses the computer and organizes *files, *directories, copies, deletes, changes names and performs *disk formatting, using Windows *Operating System.

He writes, modifies and prints different worksheets, either *financial, *statistical information, *accounting templates, sale and purchase information, etc, using *Excel.

He prepares reports regarding events or situations produced inside and outside the company at the request of his superior.

He serves and provides a good service to customers.

He performs communications and *public relations activities maintaining a smooth communication with other organizations that are related to the company.

He develops events and competitions respecting a protocol and diplomacy.

He prepares visual presentations making use of *software.


Occupational Field

Public Companies

Private Companies

Banks

Insurance Companies

Pension Funds Administrators

Ministries

Consulates

Public and Private Schools

Non-governmental Organizations

Own Small Businesses

Travel Agencies

Advertising Agencies

Institutions that promote Social and Cultural Events

Airports

Telecommunications Companies


Estimated time of College years

2 - 3 years

Main courses considered in the study plan

Basic Training Courses

Oral and Written Communication (3 semesters)

Professional Area

Office Organization and *Administration

Secretary Techniques (3 semesters)

Business Writing (2 semesters)

*Typing

*Shorthand and *Transcription

*Commercial Documents

*File Techniques

Business English (2 semesters)

Application *Software (Windows-Internet)

Event Organization

Etiquette and Protocol

*Marketing and Advertising

Professional Ethics

Complementary Training Courses

*Basic Accounting

*Cost Accounting and Services

*Labor Law

*Tax Law

Occupational Psychology

Specialties

He can specialize in International Relations


Vocation, Skills and Interests required in the candidate for this career


Interests

Motivated by service to people

Oriented to the achievement of specific objectives

Taste for *management

Interest in detail and accuracy in the organization of works or activities

Valuation for information and care and order of his notebooks and books

Interest in teamwork

Taste for handling documents and desk articles

Pleasure for order and good presentation, both personal and the space where he works

Pleased by an office environment


Skills

Organization ability

Negotiating Skill

Oral and written communication abilities

Proper Spelling

Synthesis Capacity

Acceptance of protocol rules and courtesy

Good interpersonal relationships


Vocation

Service vocation, attending people in the organization and harmony of the development of a task

Or any specific dream or longing which feels involved or oriented towards this direction.

Candidate’s Personality

Practical

Proactive

Observant (people’s attitude)

Moderator

Conventional


Work Scope

Urban

Office Work

In contact with people


Related Careers

Legal Services Officer (Paralegal), Business Administration Technician, Human Resources Management Technician, Tourism Administration Technician

Glossary of Terms

*Administration: Administer: Direct, govern, lead, determine the direction, determine the *policies to be followed.

*Files: Set of documents stored by public or private people for information, management, defense of rights, research purposes, etc.

*Basic Accounting: Order adopted to keep accounts properly.

*Cost Accounting: Record of the expenses of organizations, identifying the types of costs within the company whether coming from the production, damaged equipment, etc, applying different systems for its calculation and making it useful for decision making.

*Directory: In computing, a directory is a virtual container, equivalent to the index of traditional books on paper, which provides information about the name of the files it contains, alluding to its content, purpose or any other user criteria.

*Commercial Documents: They are those documents that deserve trust and credibility. They serve to approve the completion of a commercial transaction. Examples: Receipts, invoices, checks, promissory notes, bills of change.

*Text Editor: It is *software intended for the creation or modification of written documents by means of a computer.

*Excel: It is *software intended to manage spreadsheets, incorporating mathematical formulae used normally in *financial and *accounting tasks.

*Statistical: Statistics: Statistics is a science with mathematical base that seeks to explain *random phenomena. It collects, analyzes and interprets data in order to summarize and describe the characteristics of a data set.

*Random Phenomenon: Phenomenon that occurs randomly and does not follow a certain pattern, sequence or order.

*Financial: Finance: Finance deals with the collection and determination of the cash flow (inflows or outflows of money) required by the company, in addition to the distribution and management of those funds in order to maximize the economical value of the company.

*Disk formatting: Formatting a disk means to prepare it to store receive information, organizing it in tracks and sectors that will serve as a reference for the location of the information on the disk.

*Management: Manage: Make inquiries and procedures to carry out a project or task.

*Taxation: Monetary contributions done by workers and their employers to Pension Funds Administrators. These are intended to secure a pension for the worker at the end of his active period.

*Labor Law: Set of legal principles and standards regulating the relationships between the employer and worker.

*Tax Law: Set of legal standards establishing the compulsory payment of taxes, which are destined to the support of public and State expenses.

*Marketing: Branch of business administration that studies all the functions a company must perform to investigate the needs of the consumer and translate that information into the creation, production and introduction of new products to the market, for which it is necessary to develop market research activities, product planning, sales promotion, sales and its distribution.

*Typing: Writing a text on a device by means of a keyboard, such as those that computers or calculators have.

*Policies: Criteria, methods or points of view from which a situation is faced.

*Resources: All the elements available or that can be used to support our purposes.

*Public Relations: Discipline focused on the communication strategies and actions of the company.

*Operating Systems: It corresponds to the study of software or set of programs devoted to the internal operation of the computer and interpretation of the commands given by the user.

*Software: Overall term given to the different types of computer programs.

*Shorthand: Writing system as light as it is spoken using special signs.

*File Techniques: How to receive, organize, classify and keep documents properly in a specific place in order to locate them easily and quickly and protect them from loss or damage.

*Transcription: Transfer of a written text from one character system to another, such as transferring something written in stenographic signs to the characters of the language.

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