Office Administrator vs. Administrative Assistant: What Are the Differences?

Both office administrators and administrative assistants play vital roles in keeping an office running smoothly. If you’re interested in a career in administration, you may be wondering what the difference is between these two positions. In this article, we compare and contrast office administrators and administrative assistants, highlighting the key duties of each role. We also provide information on the education and skills necessary for each profession.

What is an Office Administrator?

Office Administrators are responsible for the day-to-day operations of an office. This can include duties such as answering phones, scheduling appointments, greeting clients, handling correspondence, preparing reports, maintaining records and databases, and ordering supplies. Office Administrators may also be responsible for supervising other office staff, such as receptionists, secretaries and clerks. In some cases, Office Administrators may also have financial responsibilities, such as preparing budgets, processing invoices and managing payroll.

What is an Administrative Assistant?

Administrative Assistants provide high-level administrative support for an organization. They keep the office organized and running smoothly by handling a variety of tasks, such as answering phones, scheduling appointments, preparing reports, handling customer inquiries, and providing information to customers and clients. Administrative Assistants also train other administrative staff on company policies and best practices.

Office Administrator vs. Administrative Assistant

Here are the main differences between an office administrator and an administrative assistant.

Job Duties

Administrative assistants typically have more specialized duties than office administrators. Because of their specialized knowledge, administrative assistants can sometimes help the higher-level executives within a company make decisions. They might also take notes during meetings and prepare documents for distribution to the appropriate staff members.

Office administrators often perform general tasks that are helpful to many different employees in an office. These duties might include things like keeping the building clean, ordering supplies and providing IT support. Some office administrators also act as managers for lower-level employees, helping them with scheduling and completing assignments.

Job Requirements

Office administrators typically need at least a high school diploma or equivalent, though some jobs may require postsecondary education, such as an associate degree in business administration or a related field. Many office administrators also pursue certifications to improve their skills and stand out to employers. The International Association of Administrative Professionals (IAAP) offers the Certified Administrative Professional (CAP) credential, which requires passing an exam and meeting experience requirements.

Administrative assistants usually need at least a high school diploma or equivalent, but some jobs may require postsecondary education, such as an associate degree in business administration or a related field. Many administrative assistants also pursue certifications to improve their skills and stand out to employers. The International Association of Administrative Professionals (IAAP) offers the Certified Administrative Professional (CAP) credential, which requires passing an exam and meeting experience requirements.

Work Environment

Administrative assistants typically work in an office environment, where they may spend their entire day sitting at a desk and typing on a computer. They also travel to different locations within the building to meet with clients or attend meetings.

Office administrators often work in an office environment as well, but they may also visit other locations such as hospitals or schools to provide support for those facilities. They may also travel to conferences or events to learn about new technologies that can help them do their job more efficiently.

Skills

The specific skills used on the job by an office administrator and administrative assistant can differ depending on the size of the company they work for, the type of industry and the specific duties of their position. However, there are some general similarities and differences between the two roles.

Both office administrators and administrative assistants typically need excellent communication skills to interact with co-workers, customers and clients. They also both need strong organizational skills to keep track of deadlines, meetings and appointments. Office administrators may need additional skills related to human resources, such as benefits administration and payroll, while administrative assistants may need additional skills related to accounting and bookkeeping.

Salary

The average salary for an office administrator is $47,588 per year, while the average salary for an administrative assistant is $45,618 per year. Both of these salaries may vary depending on the size of the company, the location of the job and the level of experience the employee has prior to taking the position.