Office Assistant Duties: What Should You Know About Student Jobs in an Office?

Office assistance is one of the most in-demand student jobs, so it’s worth taking a closer look at the topic: what are the duties and responsibilities of an administrative assistant, what skills are required, and what expectations do companies have for the position? You’ll find the answers to all these questions in our blog article.

What does an office assistant do?

The duties of an office assistant are wide-ranging and diverse. In one sentence, we can say: they oversee the operational workflow of the office and ensure smooth work processes and communication. But let’s dive deeper!

Student administrative work in an office generally involves organizing, archiving, and filing documents. This can be done traditionally (on paper), but nowadays, digital document management is far more common.

Since the primary role of the assistant is to lighten the load on other employees and take over administrative tasks, it will almost certainly be your responsibility to receive and read emails, and forward them to the appropriate colleague (or respond yourself if necessary). The same applies to phone calls: you will answer them and direct the caller to the right department or colleague.

The assistant is also responsible for managing supervisors’ calendars and creating smooth daily schedules, including organizing meetings and appointments. Depending on the company, especially in smaller businesses, the assistant may also purchase office supplies and manage stock.

And it doesn’t stop there: travel arrangements and guest reception often fall under the assistant’s responsibilities as well – making the job similar to a receptionist role.

What types of companies hire office assistants?

Office assistants are typically employed by larger companies where many employees and several layers of management are present. That said, you’ll also find such positions at small and medium-sized businesses.

In terms of industries, banking, telecommunications, law firms, accounting firms, and hotels are common. However, office assistants are not exclusive to private-sector companies – universities, high schools, and foundations also frequently hire assistants.

Where can you find student office assistant job opportunities?

The most obvious solution: visit a student job agency’s website or office. At Y Diák, you’ll regularly find such positions, as well as on popular job portals and company career pages. It’s also worth checking out company websites directly, especially multinational corporations that tend to post openings there first.

What skills are required for an office assistant job?

As mentioned earlier, the responsibilities of an office assistant are plentiful and varied. So it’s no surprise that this role requires a broad skillset.

First and foremost, you must be a good organizer and highly precise. Coordinating dozens of people and handling their day-to-day needs demands serious attention and accuracy.

To be truly effective, you’ll also need outstanding communication skills. This is essential for negotiating, building good relationships with colleagues, and handling challenges smoothly. Knowledge of assertive communication is a golden asset in this position.

You’ll likely interact with clients, partners, and suppliers too. That’s why it’s crucial to make a good impression, be polite and helpful, as you represent the company. The impression you leave is the impression of the company. For that, you must be at least familiar with business etiquette, norms, and hierarchy.

Naturally, basic computer skills are essential. Programs like Excel, Word, and calendar tools are fundamental. You might also be required to learn systems like a CRM (customer relationship management) or ERP (enterprise resource planning). Don’t worry if you haven’t used these before – most companies provide training.

The large variety of tasks also involves multitasking – meaning you’ll often juggle multiple responsibilities at once. Additional qualities that will give you an edge when applying include: a responsible attitude, team-player mindset, and a bit of stamina – yes, office assistants sometimes handle light physical tasks in the workplace too.

How can office work help you develop your skills?

After listing all these tasks and skills, let’s talk about what you gain from a part-time or full-time office job. The list is long!

Since you’ll be interacting with many different people, your communication skills will naturally improve. You’ll learn the expected tone at a multinational vs. a small company, the expected level of formality, and how to be professional yet approachable.

You’ll also acquire knowledge for efficient work practices: working fast and precisely will make you a better organizer and problem-solver. Learning new tools and systems – CRM, ERP, invoicing software, inventory management, vacation tracking, and more – will also benefit your career later.

Understanding client management is another invaluable skill. Today, every company values professionals who can represent the brand well – and you’ll learn this through practice. You’ll also strengthen your grasp of team dynamics, which will serve you well in any group environment.

Why is office assistance ideal for student workers?

As a student, you probably want a job that won’t interfere with your studies – one that fits your school schedule. Office assistance is perfect for this, as it often offers flexible working hours. In fact, remote work is increasingly common, meaning you could work from home on your laptop or phone.

This leads to another major benefit: comfortable working conditions, whether in a cozy office or your own room. Plus, companies that hire assistants are typically stable and growing, so you don’t have to worry about your job vanishing.

If you’re thinking long-term, it’s also smart to try out office assistance as a student. This experience looks great on your CV and can help you land your first real job. In fact, it’s not uncommon for students to continue working full-time after graduation at the same company they started at part-time.

What are the expectations for office assistant roles?

Office assistance – especially executive assistance – is first and foremost a position of trust. You’ll have broad insight into the company’s operations, strategy, and sometimes even personal matters of managers and colleagues. Naturally, this means reliability is absolutely essential. As an assistant, you must be discreet and trustworthy.

You’ll also be expected to have flawless communication skills and the ability to solve problems quickly and decisively. This requires a bit of confidence and resourcefulness, as well as the ability to communicate openly.

You must be a true team player, otherwise you won’t be able to handle the demands of working with multiple teams or departments.

Being comfortable with computers and standard office software (Office suite, calendar, email) is a must. In many companies, language skills are also important – English is a basic requirement, and every extra language you speak increases your chances.

Who should consider an office assistant student job?

If you envision yourself working in an office after your studies, then this role is absolutely for you – even if you’d eventually move into a different office position. You’ll learn all the basics in this role.

If you’re interested in administration long-term, it’s smart to gain experience early as a student and build your routine.

Generally speaking, office assistance is suitable for anyone who wants a flexible, stable job in a modern environment – or who wants to put their communication and organizational skills to good use on the job market.