What Does a Management Assistant Do?

Management assistants are the behind-the-scenes workers who keep companies running smoothly. They commonly work with managers and other senior staff, providing administrative support and helping to ensure that everyone is on the same page when it comes to company goals, procedures, and policies.

Management assistants may also be responsible for managing some aspects of their manager’s job. This might include scheduling meetings or appointments, answering phone calls and emails from clients or customers, or even handling basic customer service issues.

Management Assistant Job Duties

Management assistants typically have a wide range of responsibilities, which can include:

• Providing administrative support to executive management by maintaining calendars, answering phones, arranging travel, and scheduling meetings
• Organizing company events such as social gatherings for clients or charity fundraisers for community outreach purposes
• Coordinating office activities such as ordering supplies and managing inventory levels
• Coordinating with other departments to ensure that projects are completed on time and within budget parameters
• Providing clerical support to department managers or directors by answering phones, making copies, filing documents, etc.
• Recording, transcribing, and summarizing meetings and interviews conducted by managers or other employees
• Maintaining databases of information regarding clients, vendors, suppliers, or other stakeholders who have business relationships with the organization
• Preparing expense reports, arranging travel itineraries, and booking flights and hotel reservations for executives and other employees
• Organizing employee records, distributing mail, answering phones, and performing other clerical duties

Management Assistant Salary & Outlook

Management assistant salaries are typically based on years of experience, level of education, and size and industry of the company.

• Median Annual Salary: $44,500 ($21.39/hour)
• Top 10% Annual Salary: $70,500 ($33.89/hour)

The employment of management assistants is expected to decline over the next decade.

Employment growth for these workers depends on the demand for their services in various industries. However, automation and information technology may limit the need for some management assistants. Organizations are increasingly using software to automate administrative tasks, such as payroll processing. As a result, fewer management assistants will be needed to oversee these processes.

Related: Management Assistant Interview Questions and Answers

Management Assistant Job Requirements

A management assistant typically needs to have the following qualifications:

Education: A minimum of an associate’s degree is often a requirement to become a management assistant. However, some employers may accept a high school diploma or a GED certificate in place of an associate’s degree.

Many aspiring management assistants choose to pursue a bachelor’s degree in business administration or a related field. These programs typically include courses in business communication, accounting, economics, finance, marketing and management.

Training & Experience: Management assistants typically receive on-the-job training from their new employer. This training may include learning the company’s policies and procedures, as well as the software and technology they use. Management assistants who work in the healthcare industry may receive additional training to comply with federal and state regulations.

Certifications & Licenses: While certifications are not required for a management role, they can be valuable in demonstrating your competence and commitment.

Management Assistant Skills

Management assistants need the following skills in order to be successful:

Organization: Organization is a crucial skill for management assistants, as it allows you to complete your tasks on time and with high quality. You may be responsible for managing a calendar for your team, which requires you to be skilled in planning and time management. You may also be responsible for managing files and records, which requires you to be skilled in record keeping and data management.

Communication: Effective communication is a necessary skill for managers, as it allows you to relay information to your team and understand their feedback. You may also need to communicate with other departments or clients, so it’s important to be able to convey information in a professional and friendly manner.

Time management: Time management is the ability to plan and execute tasks within a designated time frame. This skill is important for management assistants because it allows them to complete their work on time and within budget. It also allows them to prioritize their tasks and delegate work to other employees.

Problem-solving: Managers and executives often delegate tasks to their management assistants, so it’s important for them to be able to solve problems. When you demonstrate your ability to solve problems, you show your employer that you can handle various situations and challenges. You can show them this by providing solutions to issues that arise in your department or by finding solutions to problems that affect other departments.

Computer skills: Computer skills are essential for management assistants, as most of your work is likely to involve using a computer. You may need to use a variety of software programs, including scheduling software, word processing software, spreadsheet software and more. You may also need to troubleshoot computer issues, so it’s important to have a basic understanding of computer hardware and software.

Management Assistant Work Environment

Management assistants work in a variety of settings, including corporate offices, government agencies, and non-profit organizations. They typically work a standard 40-hour week, although they may occasionally have to work overtime to meet deadlines or attend evening or weekend meetings. Management assistants are usually part of a team of other assistants and support staff, so they must be able to work well with others. They must also be able to take direction from multiple people and be able to prioritize their work. The work can be fast-paced and deadline-oriented, so management assistants must be able to handle stress and stay organized.

Management Assistant Trends

Here are three trends influencing how management assistants work. Management assistants will need to stay up-to-date on these developments to keep their skills relevant and maintain a competitive advantage in the workplace.

The Growth of Remote Work

The growth of remote work is a trend that is quickly gaining popularity among businesses. This is due to the many benefits it offers, such as reduced costs and increased productivity.

As more and more businesses adopt remote work policies, management assistants will need to be able to effectively manage teams without being physically present. This requires strong communication skills and the ability to stay organized.

More Focus on Data-Driven Decision Making

Management assistants are in a unique position to take advantage of the trend towards data-driven decision making. By understanding how to use data to make decisions, they can become more valuable members of their team.

This trend is likely to continue as businesses become more reliant on data to make important decisions. As a result, management assistants who are able to utilize data will be in high demand.

Greater Emphasis on Employee Engagement

Employee engagement is becoming an increasingly important topic for businesses. This is because employees who are engaged in their work are more productive and satisfied with their jobs.

As a management assistant, you can help to create a culture of employee engagement by providing support and encouragement to your team. You can also help to create a workplace where employees feel comfortable expressing their ideas and opinions.

How to Become a Management Assistant

A career as a management assistant can be a great way to get your foot in the door of a company. As a management assistant, you’ll have the opportunity to learn about different departments and gain experience working with people at all levels of an organization. You’ll also develop skills that will help you succeed in any role, including communication, problem solving, and teamwork.

To become a management assistant, you’ll need to have strong organizational skills and be able to handle multiple tasks simultaneously. You should also be able to work independently and stay organized under pressure.

Advancement Prospects

Management assistants can advance their careers by taking on more responsibility within their organization, or by moving to a larger organization where they will have more opportunity to take on leadership roles. With experience, management assistants can move into positions such as office manager, project manager, or human resources manager. Those with strong computer skills may move into information technology roles. Those with strong people skills may move into customer service or sales roles. Management assistants with good writing skills may move into marketing or public relations roles.

Management Assistant Job Description Example

The management assistant will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. In addition, the management assistant will often be responsible for planning and coordinating events.

The ideal candidate for this position will be highly organized and detail-oriented with excellent research, writing, and communication skills. He or she will be able to work independently with little supervision and handle multiple projects simultaneously. The management assistant must be able to work well under pressure and meet deadlines.

Duties & Responsibilities

• Serve as the primary point of contact for all internal and external inquiries
• Handle scheduling for a busy executive, including managing calendars, coordinating meeting logistics, and making travel arrangements
• Prepare correspondence, reports, presentations, and other materials as needed
• Maintain an organized filing system of paper and electronic documents
• Manage projects from start to finish, including developing project timelines, assigning tasks, and ensuring deadlines are met
• Serve as an information resource on company policies and procedures
• Conduct research as needed and compile data into clear and concise reports
• Provide administrative support for special events and projects as needed
• Monitor office supply levels and place orders as necessary
• Train and provide guidance to new staff members on office procedures and protocols
• Handle sensitive and confidential information with discretion
• Adhere to all company policies and procedures

Required Skills and Qualifications

• Bachelor’s degree in business, communications, or related field
• 3-5 years professional experience as an administrative assistant or similar role
• Exceptional organizational skills and multitasking ability
• Strong written and verbal communication skills
• Proficient in Microsoft Office, with aptitude to learn new software and systems
• Solid interpersonal skills

Preferred Skills and Qualifications

• Experience working in a management or executive office
• Project management experience
• Familiarity with standard office equipment, including copiers, scanners, and fax machines
• Comfortable handling confidential information
• Ability to adapt to changing situations in a calm and professional manner