Behind every well-organized and efficient organization is an office manager or administrative assistant ensuring the business runs smoothly and efficiently. Office managers and administrative assistants often have some of the same duties and responsibilities, but there are key differences between the two positions.
If you’re looking to start a career in a rewarding role such as an office manager or administrative assistant, you will want to know the difference to determine which position is best for you. Here we’ll go over what you should know about each role, including required skills, duties, and average salaries.
What Is an Office Manager?
An office manager is responsible for the day-to-day operations of the office and its people to keep it in working order. The actual duties performed by an office manager depend on the business and its size. Essentially, they plan, direct, and oversee all activities within the office.
Duties and Responsibilities of an Office Manager
– Make employee schedules
– Assist with creating and implementing policies
– Supervise staff such as receptionists and administrative assistants
– Monitor and maintain facilities security
– Schedule and organize office meetings
– Delegate work to team members
– Order supplies and take inventory
– Manage records and documents
– Maintain and track office budgets
– Greet and assist visitors
In smaller offices with few employees, the office manager is responsible for the HR functions. The office manager will handle the headhunting, hiring, onboarding, and training of new employees. They will also ensure the company’s health policies remain up to date. Some office managers coordinate payroll or manage the outsourcing of the function to a third party specializing in the function.
Skills of an Office Manager
Communication skills – Office managers communicate with various people daily, including CEOs, executives, team members, vendors, and customers, making excellent communication skills a must. The office manager needs to communicate effectively with each interaction to avoid miscommunication issues.
Leadership skills – An office manager is the head supervisor for many staff members, so they must have great leadership skills to ensure employee happiness and retention. The best office managers lead by example, setting the work ethic and attitudes of the entire team.
Problem-solving skills – The day-to-day running of an office typically involves quite a bit of problem-solving to ensure the business runs smoothly. The office manager must have impeccable problem-solving skills to overcome any obstacles.
Organizational skills – Running an office involves managing many moving parts. To ensure the office maintains organization and accuracy, the office manager must have great organizational skills to keep things in order.
Office Manager Employment
Office managers get employed by almost every industry. They primarily work in the typical office setting and work 9-5 hours. Some of the industries that are often hiring office managers are:
– Dental offices
– Medical facilities
– Financial offices
– Law firms
– University offices
– Non-profit organizations
Salary of an Office Manager
The salary of an office manager varies greatly depending on a few factors such as industry, geographic location, education level, experience, and skills. Many business leaders understand the value of an exceptional office manager and are willing to pay a great salary to obtain and retain one. The average salary for an office manager is $98,890.
What Is an Administrative Assistant?
An administrative assistant works in an office performing secretarial and administrative duties to support another professional’s work. Administrative assistants work under the supervision of higher-level management to provide the support the organization and employees need to ensure smooth and efficient operations in the office.
Duties and Responsibilities of an Administrative Assistant
An administrative assistant’s day-to-day duties and responsibilities vary depending on the professional they support and the industry. Some administrative assistants have a higher authoritative role than others, which is common in smaller businesses. Typically an administrative assistants’ duties and responsibilities consist of:
– Maintaining files
– Drafting documents
– Answering phones and acting as a gatekeeper
– Maintaining email inbox and responding accordingly
– Scheduling appointments
– Managing travel accommodations
– Preparing reports
– Performing basic bookkeeping
– Maintaining calendars
– Schedule meetings and transcribe meeting minutes
Skills of an Administrative Assistant
Communication skills – Administrative assistants must have excellent communication skills as their day consists of answering phones and acting as the gatekeeper for the professionals they support. The goal is for the administrative assistant to handle as much communication as possible so their boss can focus on their core functions.
The administrative assistant often collaborates with other team members, so excellent communication helps the team work together effectively. Handling travel arrangements and maintaining an email inbox also requires good verbal and written communication skills.
Attention to detail – An administrative assistant is often seen as “the right-hand man” for a professional who relies on them to complete the essentials successfully with little to no supervision. Having exceptional attention to detail helps an administrative assistant ensure nothing slips through the cracks.
Administrative assistants manage schedules and make travel accommodations in which attention to detail is needed to handle all the specifics. Without attention to detail, errors can occur while drafting documents and performing bookkeeping functions, making costly mistakes.
Computer skills – Administrative assistants spend much of their day on a computer. Basic computer skills typically aren’t enough to perform all administrative assistant duties effectively. Great administrative assistants have advanced computer skills with a good working knowledge of the common software used in the office, such as Google Workspace, CRM, and project management tools.
Administrative Assistant Employment
Administrative assistants typically work in offices, although some work remotely. They commonly work the typical Monday through Friday 9-5 hours, but there are times longer hours are needed to meet deadlines. Essentially every industry employs administrative assistants, but there’s a strong need for them in:
– Government agencies
– Corporate offices
– Hospitals
– University offices
Salary of an Administrative Assistant
An administrative assistant’s salary depends on their education level, geographic location, experience, skills, and industry. On average administrative assistants make $40,990 annually.
Education Requirements for Office Managers and Administrative Assistants
The education level required for both roles is similar as many businesses look for professionals with experience and top skills rather than their education level. Some organizations only hire office managers and administrative assistants with a bachelor’s degree, but many only require a high school diploma.
Office Manager vs. Administrative Assistant – What’s the Difference?
The main difference between an office manager and an administrative assistant is the office manager is responsible for supporting the entire office, and an administrative assistant solely supports directors, senior managers, or other team members. Both roles involve many of the same duties and responsibilities and require similar skills to succeed.
Tips for Becoming an Exceptional Office Manager
Know the Company’s Mission – A great office manager knows the company’s mission and does what it takes to honor it. Learn the goals and mission of the company so your work can best support them in reaching their targets.
Become a role model – Most employees in an office look up to the office manager. It’s best to model the work ethic and attitude you wish to see in the workplace. It will set an example for the team to follow.
Establish goals – Without goals, staff members work without a real purpose. Create goals for team members and encourage them to work hard to achieve them. Setting goals helps to increase productivity and gives employees a sense of purpose and pride when reaching them.
Create a positive culture – Company culture is becoming even more important than ever before. It involves the mission, goals, attitudes, and how the team works together. Create a company culture that is supportive, positive, rewarding, and a little fun. Work doesn’t have to be serious all the time to be productive. Good company culture helps attract great talent and retain them and adds to employee job satisfaction.
Acknowledge and reward – Team members who work hard to do their best work should be acknowledged and rewarded for doing so as it encourages them to continue and urges others to follow suit.
Communicate effectively – Effective communication is so important when running an office. Giving clear instructions when delegating tasks to team members helps ensure a successful outcome. Encourage your team members to come to you with ideas or opinions and ensure they will listen. You don’t always have to follow what they say, but the open door policy to communication helps your team feel heard and valued.
Tips for Becoming an Exceptional Administrative assistant
Understand your boss’ expectations and communication style – Some professionals ask their assistants to come to them with almost every issue that arises. Other managers only want to know about problems their assistants cannot solve themself first. Find out how and when your boss wants to receive communication. Ask if they want to be copied on all emails or only ones that require them to take action or they need to know about.
The more you know how your boss operates and what they want out of the position, the more you can deliver. It will also make your job easier and your boss happier, which benefits you and your job satisfaction.
Advance your knowledge – The more you know as an administrative assistant, the more valuable you become to your boss. There are many free online courses to advance your skills, such as advanced software knowledge.
Be proactive – The best administrative assistants work proactively and handle tasks before being asked. They see things that need to be done and work on them. They also see issues before they arise and do what’s required in order to stop them from becoming a problem.
Recap
Office managers and administrative assistants have some of the same duties and responsibilities, so many of the same skills are required. An office manager works more with handling people as administrative assistants handle more technical office duties.
Both office managers’ and administrative assistants’ salaries vary depending on their skills, experience, and who they work for. Still, many companies offer higher pay once the individual shows how they can benefit the business.
Are you ready to jump-start your career as an office manager or administrative assistant? If so, contact Pocketbook Agency today, and we’ll find you your perfect match!
Sources:
Management Occupations : Occupational Outlook Handbook | BLS
Secretaries and Administrative Assistants : Occupational Outlook | BLS
Why Corporate Culture Is Becoming Even More Important | Forbes
