Ad hoc administrative duties
The phrase "other duties as assigned," which appears on many job descriptions, perhaps applies most aptly to the role of an administrative assistant or secretary. Ad hoc job duties, or other duties as assigned, are those specific to a certain situation, event or time period. They are typically not a part of your daily duties as an administrative assistant, but may occupy a fair amount of your work day for certain periods of time.
When your organisation or business is holding a special meeting or conference, many logistical issues will likely fall to you as the administrative coordinator. Duties may include maintaining registration lists, processing registrations fees and creating name tags. You may also be asked to be available on site the day of the event to assist with ensuring the day goes smoothly. Everything from ensuring the audio visual equipment at the event is functioning properly to confirming meal requests could become a part of your position.
Creating reports and other common correspondence are likely already duties associated with your job. However, at times you may be asked to create special documents, such as a spreadsheet specific to a project or a letter to donors during the holidays if you work in a non-profit organisation. These documents may not be forms familiar to you but you can find examples of most common business documents and correspondence online as a guide.
The role of an administrative assistant is primarily focused on helping your supervisor do her job more efficiently and effectively. This means that, at times, you may be asked by your boss for special assistance with projects or personal matters. Helping to schedule travel plans, responding to inquiries while your boss is absent and assisting your boss with updating software or other technologies are all duties she may assign to you. These duties are often not outlined in a job description as they arise under specific circumstances.