Day in the life
A Day in the Life of an Administrative Assistant
What administrative assistants actually do from the start of a shift to the end: the tasks, tools, schedule and realities of the job.
Check the shared inbox and voicemail, flag urgent items for the manager and update today’s calendar. From there, the day usually includes manage calendars and schedule meetings, answer phones, emails and visitors professionally, and prepare documents, presentations and spreadsheets. Usually full-time, weekday business hours. Some roles offer hybrid or remote options.
Hour by hour: a typical shift
No two days are identical, but this timeline reflects a realistic day for an administrative assistant working full time.
- Check the shared inbox and voicemail, flag urgent items for the manager and update today’s calendar.
- Prepare the agenda and materials for the 10 a.m. leadership meeting.
- Take minutes and capture action items during the meeting.
- Book travel for a regional sales trip and build an itinerary.
- Process expense reports and code invoices for accounting.
- Use a mail merge to send event invitations to 200 clients.
- Send the meeting minutes and follow up on open action items.
Where administrative assistants work
Administrative assistants work in offices across every industry: schools, hospitals, law firms, government, construction companies and corporations. The work is computer-based, and many roles are hybrid.
Hours and schedule
Usually full-time, weekday business hours. Some roles offer hybrid or remote options.
Tasks you’ll do most often
- Manage calendars and schedule meetings
- Answer phones, emails and visitors professionally
- Prepare documents, presentations and spreadsheets
- Organize physical and digital files and records
- Coordinate travel, events and meeting logistics
- Process expense reports, invoices and purchase orders
- Order supplies and coordinate with vendors
Tools you’ll use every day
- Microsoft Outlook, Word, Excel and PowerPoint
- Google Workspace
- Video meeting platforms
- Scheduling software
- Expense management tools
- Phone systems and CRM software
The best and hardest parts of the job
What people like
- Works in every industry and location
- Predictable office hours
- Quick entry with a high school diploma
- Path to executive assistant, office manager or operations roles
What’s hard
- Projected decline in overall jobs as software automates tasks
- Constant interruptions and juggling priorities
- Work can be undervalued
- Pay growth depends on expanding your skills
You’ll likely thrive if…
- I’m highly organized and detail-oriented
- I like helping a team run smoothly
- I’m comfortable with computers and software
- I can juggle multiple tasks and interruptions
- I communicate professionally in writing and by phone
- I can keep information confidential
Not sure? Take the free Administrative Assistant fit quiz or the Career Match Quiz.
Staying safe on the job
- Protect confidential and personal information
- Verify payment or banking change requests by phone to prevent fraud
- Use ergonomic workstation setup to prevent strain
- Follow records retention and privacy policies