Administrators are more than just support staff. Top admin roles have evolved far beyond answering phones, managing appointment schedules and doing paperwork. Instead, an administrative position blends technology, strategic thinking and excellent people skills. As a result, administrative staff are now essential to the smooth and efficient running of a company.

Top Roles in Admin Recruitment

1. Executive Assistants (EA) / Personal Assistants (PA)
2. Office Managers / Administrative Managers
3. Administrative Assistants
4. Administrative Coordinators / Project Administrators
5. Specialised Administrators / Office Specialists

How have Administrator Roles Evolved?

Over time top roles in admin have become more managerial. Within many office settings, this means that they are responsible for managing and coordinating technology. For example, they are required to quickly become proficient in the latest scheduling and management software, cloud-based technology and communication platforms. Furthermore, they are often required to train other staff members and ensure the smooth integration of updates across a business.

An additional requirement is that an administrator has to ensure that all records are up-to-date and databases are safeguarded while remaining easy to access. They are also required to be agile thinkers so that they can foresee and troubleshoot problems before they escalate. Consequently, top admin roles are pivotal positions for communication and coordination across departments, suppliers and customers. They therefore require the recruitment of top talent.

What Skills Do Employers Want in Top Administrative Roles?

A top administrator is highly competent and possesses a wide skill set. This is crucial as they are required to be efficient and effective in what they do. Their responsibilities often include project management, multitasking, and problem-solving to help ensure the smooth running of an office.

10 Key Administrative Skills

1. Organised: The ability to keep an office and tasks orderly and in a structured manner.
2. Time Management: The capacity to plan, prioritise, manage schedules and ensure that duties are completed on time and efficiently.
3. Communication: Good, clear and professional verbal and written communication.
4. Interpersonal Skills: The ability to work well with other staff members, partners, contractors and customers.
5. Customer Service: Ability to build good customer relationships and ensure customer satisfaction.
6. Technical Proficiency: A strong foundation in computer skills, with competence in required software and administrative tools.
7. Initiative: The confidence to proactively anticipate needs, take responsibility, and make decisions that improve outcomes.
8. Problem-Solving: The ability to notice, find solutions and resolve challenges within an office environment.
9. Strategic and Critical Thinking: Be able to analyse situations, advise when required and make sound judgements.
10. Adaptability: Able to adjust to changing circumstances and unexpected challenges.

What are the Top Administrative Roles Companies Typically Recruit For?

Administrative roles can be divided into a three-level hierarchy: high level, mid-level and entry level. Where a role falls, its title, responsibilities, and requirements vary between companies. These are five of the top administrative roles and what they do.

1. Executive Assistants (EA) or Personal Assistants (PA)

Typical duties of an executive assistant include providing office and administrative support to executive management. This includes screening calls, managing schedules, arranging travel, meetings and events. They are also often required to compile reports and financial data as well as train and supervise other staff. Some of these assistant roles may involve managing customer relations.

Requirements to be an Executive or Personal Assistant

1. Strong computer skills.
2. Research skills.
3. Excellent interpersonal and people skills.
4. First rate communication abilities.
5. Project coordination experience.

2. Office Managers (Administrative Managers)

Office managers typically oversee daily administrative functions within an office. Their primary focus is to ensure workplace efficiency. They do this by coordinating office activities, managing staff, and overseeing internal and external communications. Part of their job is also to coordinate meetings, events and oversee travel requirements. They might be required to do basic bookkeeping, such as oversee office expenses. They may also assist with HR administration, company policy, and standards compliance.

Requirements to be an Office Manager

1. Great communication skills.
2. Excellent ability to multi-task.
3. Ability to take initiative.
4. Highly organised.
5. Strong people skills.

3. Administrative Assistants

Most administrative assistants are required to manage budgets, office suppliers and maintenance. They perform administrative functions such as preparation of documents like expense reports. They also prepare, organise, and maintain correspondence, filing systems, and data records. They could also be required to assist with the scheduling and coordination of meetings and events. When necessary administrative assistants fill in for or assist other support staff, for example secretaries.

Requirements to be an Administrative Assistant

1. Ability to oversee daily operations and office activities.
2. Great organisational skills and time management.
3. Be detail-oriented.
4. Excellent communication skills.
5. Good soft skills.

4. Administrative Coordinators (Project Administrators)

An administrative coordinator’s primary function is to support a manager and their team thereby helping to ensure efficient and smooth project initiation and completion. This could mean helping to organise and track the progress of tasks, manage documentation and facilitate communication with the team and stakeholders.

Requirements to be an Administrative Coordinator

1. Strong organisational skills.
2. Excellent time management skills with the ability to maintain timelines.
3. Ability to effectively and efficiently oversee projects.
4. Budget management skills.
5. Ability to facilitate internal and external company communication.

5. Specialised Administrators (Office Specialists)

The focus of a specialised administrator is to provide administrative support and in doing so help ensure efficient and smooth daily operations. This means that they need to perform general administrative tasks, manage phones, coordinate meetings, maintain office supplies and help to streamline office processes. At times they could be required to support departments by assisting with reports and presentations.

Requirements to be a Specialised Administrator

1. Excellent clerical skills.
2. Great communication skills.
3. Ability to provide assistance and support simultaneously to multiple team members.
4. Be organised and professional.
5. Have a flexible approach so as to adapt quickly to change.

How do Recruitment Agencies Screen Candidates for Top Administrative Roles?

A good recruitment agency uses a multi-step hiring process when recruiting for top administrative roles. To ensure that the right people are hired, The Key Recruitment Group begins by engaging with a client to understand their company’s individual needs. The resulting job description is then circulated via social media and online advertising platforms. Recruitment agents also seek out potential candidates using job boards, specialist forums, at networking events and where applicable following up on employee referrals. Once potential candidates are found, a shortlist is presented to clients and background checking begins. Our recruiters are then on hand to assist with interview processes. Once a client has selected a potential employee, we support them in their contract negotiation, signing, onboarding and probationary periods.

The Key Recruitment Group has over 50 years of experience in successfully recruiting for top administration roles across Cape Town, Johannesburg, Durban, and throughout South Africa. We offer a tailored service to ensure each of our clients’ recruitment processes are delivered to a gold standard. Contact us today to discuss how we can streamline your hiring process and help you secure top talent for your administrative vacancies.

FAQs: 

What are the top administrative roles companies typically recruit for?

The top five administrative roles recruited for are Executive Assistants (EA) / Personal Assistants (PA), Office Managers / Administrative Managers, Administrative Assistants, Administrative Coordinators / Project Administrators, and Specialised Administrators / Office Specialists.

What skills are sought after for top administrative roles?

Skills required for administrative roles include organisational and time management, communication and interpersonal skills, technical proficiency, ability to take initiative, adaptability and problem-solving skills.

What are the 7 functions of administration?

Seven examples of administrative functions are supporting and assisting managers and their teams, coordinating schedules, travel arrangements, meetings and events. Compiling reports and presentations, training and supervising staff members, managing office resources, basic HR functions and overseeing standards compliance.