Administration is one of the most important areas of a company. In fact, according to a 2016 study, Administration Assistants alone ranked ninth for careers with the largest employment density—over 2.5 million administration assistants! Therefore, it’s safe to say administrative positions make up a significant percentage of jobs in the US. However, there are so many kinds of positions out there that understanding the administrative job hierarchy can become confusing.
In this article, we explain the hierarchy of admin positions, categorizing each job as either an entry-level, mid-level, or high-level position. In those categories, we list the top five most popular roles within their hierarchical category.
Keep reading to get a clear understanding of administration jobs as well as where they rank in your company.
Popular Positions and Their Roles in the Administrative Job Title Hierarchy
Entry-level administrative employees usually do a little bit of everything. They often steer-clear of high-level, technical tasks and stick to filing, emailing, or other important tasks.
1. Administrative Assistant
An administrative assistant is one of the most popular admin jobs out there. Usually, they help with providing various types of administrative support around an office, though it’s often department-specific. However, administrative assistants are not always entry-level positions. It is important to note that they can also be mid-level or high-level jobs depending on the job description.
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2. Office Assistant
The office assistant is very similar to an administrative one. He or she will typically write emails, deal with incoming calls, file documents, and more. Furthermore, office assistants make sure your workplace is running as smooth as possible.
3. Data Entry Clerk
Data entry clerks essentially organize and store data for a company. These clerks can record and organize data on a computer or manually through paper filing.
4. Office Administrator
Office administrators typically supervise admin staff and delegate tasks. Moreover, they are usually in charge of scheduling various tasks, such as handling the agenda of upper management staff and coordinating activities across departments.
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, run important errands, draft letters, and welcome guests into the office.
Mid-level admin positions typically do a little bit of everything in the office. Unlike entry-level positions, however, mid-level employees often do more specialized tasks. They are also involved more in company meetings and projects.
1. Executive Assistant
Executive assistants provide administrative support to executives, directors, and other higher level personnel. However, 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 simple admin support.
2. Operations Manager
Operations managers oversee high-level HR functions, such as hiring and training new employees. They also work to improve the quality and efficiency of the workplace.
3. Office Manager
Office managers typically oversee a particular department of a company. They are in charge of budgeting and purchasing things for their specific department. Additionally, upper management usually assigns them strategies to implement into their department.
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4. Facilities Manager
Facilities managers oversee the physical building where you work. They make sure the building meets the needs of its employees, is a safe environment, and is a clean place to work. Additionally, they oversee the security of the building and parking.
5. Administrative Technician
Administrative technicians typically produce documents for correspondence, reports, and memos, among others. They are also in charge of filing, both with a computer and manually. They also have management responsibilities.
Though high-level positions also dabble in many areas of a company, they are much more technically involved than entry-level or mid-level positions. They usually spend the majority of their time working with executives and on business processes. Unlike the lower-level positions, they don’t typically get involved with menial work, minor emergencies, or small-scale tasks. Rather, as high-level employees in the administrative job title hierarchy, their work is more specialized and involves people management.
1. Senior Executive Assistant
Senior executive assistants provide assistance to top-level executives and corporate managers. Unlike a typical executive assistant, their role encompasses organizational and administrative functions that affect top-level personnel.
2. Chief Administrative Officer
Chief administrative officers are top-tier employees. They oversee the daily operations of the entire company and are responsible for its overall performance.
3. Senior Receptionist
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 practice teams. Their role ultimately includes more responsibilities than a typical receptionist.
4. Community Liaison
Liaisons serve as a bridge between communities and organizations. This personnel often spend much of their time traveling, meeting people in the community as well as performing tasks in the office.
5. Operations Director
Operations directors oversee the day-to-day activities of a company. They are responsible for the growth and profitability of a company.
Hire Administrative Employees Today!
Now that you understand the administrative job title hierarchy, it’s time for you to fill any open admin positions in your business. To make that process as easy as possible, Corporate Job Bank specializes in matching qualified employees with businesses. As the leading staffing agency in Arizona, they are the ideal go-to for any company looking to hire administrative employees. Contact them today for more information!