Administrative employees are essential backbones of any business. Without them, many aspects of the company may become disorganized or difficult to manage. However, every industry has multiple roles, each with its own focus.
If you’re looking to secure an administrative job, you need to understand the job’s specific responsibilities. You must learn the administrative hierarchy of these positions and what separates these roles.
In this article, you’ll understand the difference between entry-level, mid-level, and high-level administrative roles. We’ll also share the top five most popular roles in each category to help you in your job search.
The Value of Administrative Job Titles
Administrative employees play an essential role. Here are a few things how they contribute to a business:
- Help organizations run smoothly.
- Ensure all operational processes are functional.
- Strengthen internal and external communications.
- Free up valuable time for the executives.
Administrative jobs take up a huge part of the workforce and offer unique services to different departments. Administrative assistants alone ranked as the 14th largest employment in the US in 2022.¹ This is already over 2 million individuals without even including other administrative positions. This shows how valuable administrative positions can be for a business.
Popular Positions and Their Roles in the Administrative Job Title Hierarchy
Considering all available data, it’s safe to assume that there are many administrative positions across different industries in the US. However, there are so many kinds of positions that can confuse both new and experienced professionals.
To help you understand roles and office position rankings, the following are hierarchical levels and the most popular roles for each one:
Entry-Level Positions
Entry-level administrative employees usually do a little bit of everything. They often avoid high-level, technical tasks and stick to filing, emailing, or other vital responsibilities.
1. Administrative Assistants
An administrative assistant is one of the most popular admin jobs out there. Usually, they help provide various types of administrative support around the office. Their tasks are often within a specific department or person.
It’s important to note that there are many administrative assistant levels. This role isn’t always at the entry level. It can be mid-level or high-level jobs, depending on the job description. So, pay attention to the responsibilities instead of the title.
Read More: Administrative Assistant Skills List
2. Office Assistants
Office assistants are very similar to administrative assistants. They will typically write emails and receive incoming calls. Their other tasks include filing documents, maintaining records, and scheduling appointments.
Although administrative and office assistants have the same responsibilities, their main difference revolves around the people they support. Office assistants offer all-around support. They’re expected to take on more duties since they’re meant to help staff members instead of one professional.
3. Data Entry Clerks
Data entry clerks essentially organize and store data for a company. These people are tasked to record and organize data manually or digitally.
When maintaining records, it’s also your responsibility to verify if all information is correct. Part of your task would be reviewing data for any errors and inconsistencies. This contributes to ensuring data integrity while preserving data confidentiality.
4. Office Administrators
Office administrators typically supervise administrative staff and delegate tasks. Moreover, they are usually in charge of scheduling various tasks, such as:
- Handling the agenda of upper management staff.
- Coordinating activities across departments.
- Managing office supplies and inventory.
- Ensuring compliance with company policies and procedures.
- Monitoring and managing office budgets and expenses.
- Addressing and resolving any administrative issues or conflicts.
- Organizing company events and meetings.
5. Receptionists
Some companies combine the receptionist and administrative assistant roles into one. However, many large companies choose to keep the roles separate.
Typically, receptionists answer phone calls and run errands. They draft letters while managing the company’s reception area. In different organizations, they are the first ones to greet guests and welcome them into the office.
Mid-Level Positions
Mid-level admins are also in charge of many office responsibilities. However, mid-level employees often do more specialized tasks. They are also involved more in company meetings and projects.
1. Executive Assistants
This role provides administrative support to executives, directors, and other higher-level professionals. They can accomplish various responsibilities, from managing calendars to coordinating travel details. Typically, the tasks they perform vary depending on the company they work for.
Though their tasks are similar to that of an administrative assistant, executive assistants support higher-level staff rather than employees with simple admin support. This means being knowledgeable about their manager’s day-to-day operations.
Read More: Be an Amazing Executive Assistant with these 12 Best Practices
2. Operations Managers
Operations managers oversee high-level HR functions. They are involved in hiring and training new employees. This includes supervising workshops and training employees when necessary.
Aside from hiring and onboarding, this role also includes improving the quality and efficiency of the workplace. Through close coordination with different departments, these managers contribute to ensuring smooth business operations.
3. Office Managers
Office managers typically oversee a particular department of a company. They are in charge of budgeting and purchasing materials for their specific department.
Additionally, upper management usually assigns them strategies to implement. This means they’re also responsible for ensuring all delegated tasks and procedures work as planned.
Read More: Office Manager Job Description – Role and Responsibilities
4. Facilities Managers
Facilities managers oversee the physical building of an organization. They are responsible for double-checking whether the office building meets the needs of its employees or not.
Besides coordinating improvements with higher-ups, this role also ensures a safe environment for employees. This includes observing the cleanliness and security of the building and its location.
5. Administrative Technicians
Aside from managing databases, technicians also have management responsibilities. They’re usually tasked to manage administrative tasks while providing technical support for employees. Here are a few things administrative technicians typically do:
- Produce documents for correspondence, reports, and memos.
- Create and update spreadsheets and databases.
- Prepare presentations and slides for meetings.
- Maintain and organize electronic and physical filing systems.
- Manage schedules and calendars.
- Prepare and process forms and applications.
- Handle internal and external communications, such as newsletters and bulletins.
High-Level Positions
Though high-level positions also dabble in many areas of a company, they are much more technically involved than the other levels. They usually spend most of their time working with executives or on business processes.
Unlike the lower-level positions, they don’t typically get involved with menial work, minor emergencies, or small-scale tasks. Instead, their work is more specialized and involves people management.
1. Senior Executive Assistants
Senior executive assistants provide support to top-level executives and corporate managers. Unlike a typical executive assistant, their role encompasses organizational and administrative functions that affect top-level personnel.
For example, they handle confidential information that isn’t allowed to be seen by employees in the lower hierarchies. They also typically assist higher-ups in project management and strategic planning.
2. Chief Administrative Officers
Professionals in this role are top-tier employees. They oversee the daily operations of the entire company and are responsible for its overall performance.
This role is responsible for developing and implementing administrative policies. They supervise staff and departments to ensure compliance with all company regulations.
3. Senior Receptionists
A senior receptionist will perform similar tasks as a regular receptionist. However, senior receptionists oversee and supervise the receptionist’s work.
Moreover, senior receptionists report directly to the administrator. They also offer general assistance to project teams. Their role ultimately includes more responsibilities than a typical receptionist.
4. Community Liaisons
Liaisons serve as a bridge between communities and organizations. These individuals often spend much of their time traveling, meeting people in the community, and building relationships with other relevant organizations.
This role is necessary for companies to be able to gather feedback from the community and industry they belong to. These professionals can also serve as their company’s representatives. This means they can improve their business reputation based on their actions in community events.
5. Operations Directors
Operations directors oversee the day-to-day activities of a company. They are responsible for the growth and profitability of the business.
This role is usually responsible for managing budgets and the financial performance of business operations. They are the ones who are tasked to efficiently allocate resources and monitor the quality of each department’s performance.
FIND THE BEST OPPORTUNITIES FOR ADMINISTRATIVE POSITIONS
Now that you understand the administrative job title hierarchy, it’s time for you to find the roles that fit your professional goals and career path.
To make your experience as smooth as possible, Corporate Job Bank is here to offer our network and connections to aid your search. Find the right company and position by contacting us today!
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