What Does an Administrative Intern Do?

The Administrative Intern role serves as a foundational stepping stone within the organizational structure, offering hands-on experience in managing daily office operations and supporting the administrative staff. This position is designed to provide a comprehensive overview of the inner workings of a professional environment, facilitating the development of essential skills such as project management, communication, and organizational efficiency. Through a variety of tasks ranging from data entry and research to assisting in the preparation of reports and presentations, the intern gains valuable insight into the administrative processes that support and drive the business forward. This role not only aids in the smooth operation of the office but also offers the intern a unique opportunity to observe and learn from experienced professionals, thereby enhancing their understanding of their chosen field.

Administrative Intern Job Duties

• Manage and organize the company’s filing system, ensuring all documents are accurately filed and easily accessible.
• Answer and direct phone calls to appropriate departments or individuals, providing a professional first point of contact.
• Schedule and coordinate meetings, appointments, and travel arrangements for senior staff members.
• Assist in the preparation and editing of written documents, including reports, presentations, and correspondence.
• Perform data entry tasks to update databases and spreadsheets with new information as required.
• Facilitate the maintenance of office equipment and manage inventory supplies, placing orders when necessary.
• Support the planning and execution of company events, including logistics, guest lists, and venue arrangements.
• Conduct research on industry trends or specific topics as directed by supervisors to aid in decision-making processes.

Administrative Intern Salary & Outlook

Factors affecting an Administrative Intern’s salary include the size and industry of the employing organization, the complexity of tasks assigned, relevant software proficiency (e.g., Excel, CRM systems), prior administrative or relevant internship experience, and the intern’s educational background, particularly if pursuing a degree related to business administration.

• Median Annual Salary: $39,375 ($18.93/hour)
• Top 10% Annual Salary: $66,500 ($31.97/hour)

The employment of administrative interns is expected to decline over the next decade.

This decline is primarily due to advancements in automation and AI technologies, which are increasingly handling routine administrative tasks. Additionally, companies are streamlining operations and adopting more efficient software tools, reducing the need for intern-level administrative support.

Administrative Intern Job Requirements

Education: An Administrative Intern typically pursues education in business administration, management, or a related field. A Bachelor’s or Associate’s degree is common, with coursework in office management, computer applications, and communication skills being beneficial. High school diploma holders often complement their education with relevant college courses to enhance their qualifications. Majors in business, finance, or public administration are advantageous, preparing candidates with the necessary organizational and administrative skills for the role.

Experience: Administrative Interns typically come from a background rich in varied administrative tasks, having honed their skills in environments that demand meticulous attention to detail and exceptional organizational abilities. Ideal candidates have engaged in on-the-job training or participated in training programs that emphasize project management, communication, and office technology proficiency. Experience in roles that require multitasking, handling confidential information, and supporting senior staff is highly valued. The role suits those who have progressively taken on more responsibility in administrative capacities, showcasing an ability to adapt and grow within fast-paced settings.

Certifications & Licenses: Administrative Intern positions typically do not require specific certifications or licenses.

Administrative Intern Skills

Document Management: Organizing, storing, and retrieving both digital and physical documents are tasks that Administrative Interns handle to ensure operational workflows remain uninterrupted. Handling sensitive information with meticulous attention to detail and strict adherence to confidentiality protocols is also part of this responsibility.

Scheduling: Coordinating meetings, appointments, and office resources efficiently, Administrative Interns play a crucial role in the seamless operation of daily activities. Their ability to anticipate team members’ needs helps optimize productivity and minimize scheduling conflicts.

Data Entry: Processing and inputting information into databases or documentation platforms accurately is a core task. Quick adaptation to various software systems is necessary for maintaining precise records, supporting effective communication, and organizational practices.

Report Preparation: Creating detailed documents that turn complex data into understandable, actionable insights is a significant duty. Proficiency in data analysis and presentation software, coupled with a keen eye for detail and clear communication skills, is essential for enabling decision-makers to strategize effectively.

Office Equipment Operation: Handling office machinery such as printers, copiers, fax machines, and multi-line phone systems is crucial for supporting office operations. Timely production and distribution of documents, along with facilitating communication within and outside the organization, are facilitated by this skill.

Meeting Coordination: Organizing schedules, locations, and resources for meetings ensures participants can concentrate on the agenda without logistical concerns. By preemptively addressing potential scheduling conflicts and technical needs, an Administrative Intern enhances communication and collaboration among team members, stakeholders, and external partners.

Administrative Intern Work Environment

An Administrative Intern typically finds themselves in a structured office setting, surrounded by the hum of productivity. Their workspace is often equipped with standard office tools and technology, including computers, phones, and office supplies, ensuring they have what they need to support their team effectively.

Work hours for interns in this role tend to follow a traditional schedule, though some flexibility may be offered to accommodate academic commitments. The dress code usually mirrors a professional office environment, aiming to reflect the organization’s culture, which often emphasizes teamwork, respect, and a learning-oriented atmosphere.

The pace of work can vary, with some days filled with back-to-back tasks and others allowing for deeper project involvement. Interaction with others is a constant, offering a rich environment for developing professional communication skills.

Health and safety protocols are observed, with attention to creating a comfortable and secure work environment. This role provides a fertile ground for professional growth, offering a glimpse into the operational backbone of an organization.

Advancement Prospects

An Administrative Intern, embarking on their career journey, has a plethora of advancement options. Progressing to roles such as Administrative Assistant, Executive Assistant, or Office Manager is common. Mastery in organizational skills, project management, and an in-depth understanding of company operations are crucial for elevation.

To achieve these advancements, an intern should focus on excelling in their current tasks, showing initiative in taking on more responsibilities, and demonstrating leadership qualities. Understanding the specific tools and software used in the organization can also set a foundation for a seamless transition to higher roles.

Building a strong rapport with all levels of staff, including senior management, can open doors to opportunities not advertised externally. Showcasing problem-solving skills and the ability to work under pressure are key traits that management looks for when considering candidates for promotion.