Administrative jobs can cover an impressively wide variety of responsibilities and duties to support an organization. In some instances, the job descriptions of many administrative positions can overlap quite a bit, such as ‘administrative assistant’ and ‘receptionist.’ However, there is also a hierarchy to administrative roles, meaning that the responsibilities and duties can vary greatly depending on the position.
Even if you’ve been in the administrative field for decades, the complex hierarchy of administrative jobs can make your head spin. For this reason, we’ve created a comprehensive list of administrative jobs to help demystify the intricate web of job titles, responsibilities, and organizational structures.
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Entry-Level Administrative Job Titles
Entry-level administrative roles often require that employees fulfill a wide variety of duties. They help keep the office operating smoothly and provide support to other organization members. In many instances, individuals that start in entry-level administrative positions can work their way up to become successful and highly competent managers in mid-level administrative roles.
1. Office Assistant
An office assistant handles support tasks of an organizational and clerical nature. Some of the functions they might perform include managing the filing system, handing communications, maintaining documents, and data entry.
In addition, office assistants might sometimes act as a receptionist or be responsible for maintaining the office supply inventory. In general, they support the other staff through the tasks they perform.
2. Administrative Assistant
Sometimes referred to as administrative coordinators or administrative specialists, administrative assistants handle various tasks to help support positive and productive interactions between the organization and others.
Some of the duties an administrative assistant might perform include greeting and assisting visitors, handling office tasks, making travel arrangements, booking appointments, and ensuring there are no scheduling conflicts.
3. Data Entry Clerk
Data entry clerks are responsible for entering information from various sources into a database and maintaining that database.
It isn’t uncommon for data entry clerks to also perform other general office tasks such as answering phones and scanning documents.
The receptionist is likely the first person any guest will interact with when they first communicate with your business.
In addition to performing various administrative duties, receptionists are tasked with providing a welcoming and positive environment.
5. Office Administrator
An office administrator can help to promote a harmonious workplace by maintaining clear communication, handling correspondence, and interacting with vendors and guests.
When you can find the right person for the role in your office, an office administrator can help support your entire team’s ability to do their best work and fulfill their potential.
6. Events Administrator
If your organization is regularly putting on events, an events administrator can help to streamline the process and ensure that any functions you hold run smoothly.
In this role, an individual takes on administrative support tasks specifically related to fundraising and event planning.
Mid-Level Administrative Job Titles
At the mid-level of administrative jobs, employees are still responsible for quite a wide array of duties. In general, though, it’s common for mid-level administrators to perform a smaller number of more specialized tasks than entry-level administrators. Using the experience they’ve gained from the entry-level positions they held previously, they can create and implement their own organizational policies to further improve operations at the company.
7. Operations Manager
The overarching task of operations managers is to maintain and increase the efficiency of an organization. They oversee or participate in HR duties, including setting training standards, outlining hiring procedures, and attracting talent.
Like many other administrative roles, they help the organization run smoothly by supporting operational leadership across departments.
8. Executive Assistant
Also known as an executive administrator, an executive assistant works directly with one or several key company executives.
By coordinating travel arrangements, prioritizing emails and phone calls, and helping to prepare for meetings by collecting documents, executive assistants help manage an executive’s schedules and communications.
9. Facilities Manager
Depending on the nature of the organization, the duties of a facilities manager can vary quite a bit. In general, though, this position entails overseeing an organization’s buildings, grounds, equipment, and supplies.
By managing a budget to maintain the company’s physical property, this individual plays a crucial role in keeping an operation in great shape and functioning optimally.
10. Office Manager
An office manager both oversees and coordinates various administrative duties in an office. That might include performing receptionist duties, developing office policies and procedures, and managing the office budget. Overall, they are tasked with helping to support the smooth operation of an organization.
Typically, the best individuals for these roles are self-motivated, highly organized, are have exceptional attention to detail.
11. Administrative Technician
Administrative technicians tend to be more specialized than some of the other entry- or mid-level administrative positions. They are typically responsible for managing, preparing, reviewing, and processing various documents and researching, analyzing, and managing data.
Depending on the organization, individuals in this role might also take on many different clerical and administrative tasks, including distributing mail, operating multi-line telephone systems, and managing supply inventory.
12. Service Administrator
Often found in the automotive and equipment repair industry, service administrators perform customer relations duties and provide administrative support. They often maintain billing records and invoices, assist customers, process paperwork, and help to coordinate services and appointments.
It is common for people in this role to have a background in either customer service or administrative support. In addition to proficiency with commonly-used software programs, they must have highly developed customer relations skills.
13. Administrative Services Manager
While individuals in this role might wear many hats on a day-to-day basis, their primary responsibility is to ensure that the office is operating efficiently and smoothly. They typically supervise the employees and operations of the administrative department and help this vital part of an organization meet its goals. Successful administrative services managers are generally detail-oriented, organized, creative, and analytical.
14. Business Administrator
This job title can encompass a vast swath of roles in both the corporate and the small business world. You can usually find business administrators managing several different areas in an organization, such as sales, marketing, accounting, and operations.
It’s common for business administrators to have a degree in marketing, accounting, business, or a related field. Candidates can certainly help themselves stand out by having a Master of Business Administration degree and additional certifications such as the Certified Manager Certification.
15. Staff Assistant
Like many other types of administrative positions, the staff assistant helps support an organization’s effective and efficient running.
Staff assistants are specifically responsible for fulfilling administrative tasks that directly support the staff in their department. That might include answering staff questions, scheduling meetings, drafting documents, and making travel arrangements.
16. Front Desk Supervisor
Often found in the hospitality sector, the front desk supervisor is a role that is largely customer-facing.
Individuals in this role are responsible for welcoming visitors, answering phones, and managing any activity in the front lobby of an organization.
17. Senior Administrative Analyst
Senior administrative analysts often have a more specific and focused role than other administrative positions.
It isn’t uncommon for them to provide complex and confidential operational and management analyses for a variety of departments and programs in an organization.
Upper-Level Administrative Job Titles
At the highest level of administrative positions, it is still common for administrators to do a little of everything and help tie the organization together. In general, though, the higher up an administrative position, the more focused and specific the responsibilities of the individual become.
In an ideal scenario, upper-level administrators don’t spend too much time dealing with lower-level administrative tasks and can instead mainly perform deeper, more specialized work.
18. Chief Administrative Officer
A chief administrative officer (CAO) is an executive that commonly acts as the head of departments such as sales, human resources, or finance. By overseeing the day-to-day operations of an organization, developing new policies, preparing reports, and reviewing processes, these executives help a company improve its performance. Individuals in this role are sometimes given the slightly different title of administrative director.
Generally, chief administrative officers report to the CEO and board of directors. Typical job duties include performing manager evaluations, setting and monitoring KPIs for departments, regularly attending meetings with the board of directors and C-suite, and training new managers.
19. Senior Executive Assistant
In the vital role of senior executive assistant, a diligent and detail-oriented individual helps support executives through various administrative tasks.
This might include acting as a liaison between employees and management, coordinating calendars, and scheduling meetings.
20. Community Liaison
Sometimes known as a community liaison officer (CLO), a community liaison represents a company that interacts with the local community on the organization’s behalf. That might mean being a go-between when communicating with schools, police departments, charity projects, or the general public.
Community liaisons typically provide training, information, or translation to people in their immediate community. As the organization’s public face, this individual is highly-skilled in interpersonal communication, problem-solving, and conflict resolution. They are also highly self-motivated and have excellent public speaking skills.
21. Senior Personal Assistant
A senior personal assistant often fulfills similar job duties as a personal assistant but has the experience and skills to take on tasks with greater focus, depth, and responsibility.
In supporting one or several executives in the organization, filling this role with a highly skilled personal assistant can significantly impact the efficient and effective functioning of an organization.
22. Chief People Officer
The HR department does much more than deal with benefits, compensation, and performance management in many companies. In these instances, HR spearheads aspects of the organization’s growth, inclusion, diversity, and culture.
For HR departments that are more multifaceted in this regard, it’s increasingly common for a chief people officer (CPO) to create the strategy and vision that enables the company to achieve success in the long term.
Individuals in this role report directly to the CEO. As the designer and architect of a company’s corporate culture initiatives and talent strategy, they often take on higher-level leadership functions than heads of HR departments typically do.
Some of the duties that a CPO might perform include leading benefits and retirement plan administration, creating and enhancing programs surrounding diversity, equity, and inclusion, thinking strategically about all aspects of employee recruiting, hiring, and retention, and much more.
Are you looking for a complete list of human resources job titles and descriptions? Look no further. We’ve created the ultimate list to help clear the air when it comes to the definition of each HR role.
23. Chief Operating Officer
Often confused with the chief administrative officer, the chief operating officer is an executive that focuses more on the company’s operations as a whole rather than the company’s day-to-day operations.
It’s common for them to work on a company’s manufacturing and production side to maximize an organization’s productivity. In this position, executives will prepare financial reports, help create budgets, perform performance reviews, and any other tasks that can help the company grow.
Be sure to check out our list of traditional C-Suite roles and job titles here.
24. Director of Operations
The director of operations is a very similar role to that of the chief operating officer, and the terms are sometimes used interchangeably.
In some companies, the director of operations might be responsible for managing operations concerning one specific need of the organization, or they can oversee all areas of operations in the company.
25. Vice President of Administration
The vice president of administration is responsible for overseeing an organization’s administrative division.
It’s common for VPs of administration to work in multiple office environments to ensure that teams are producing quality work and successfully implement administrative goals throughout the entire company.
Do you have any questions about any of these administrative job titles or what exactly it is that they do? If so, please feel free to leave a comment down below, and we’ll get a conversation started! As we mentioned before, thinking about all of these job titles can easily make your head spin, even if you’re well educated on the topic. We’d be more than happy to answer any of your questions on the overall subject and assist you further however we possibly can! We greatly look forward to hearing from you!