A Day In The Life Of: An Administrative Assistant
What does a day in your life look like?
7:00 am: Wake up, take a shower, and prepare for work.
7:30 am: Head to my workplace. The distance requires a fifteen minute drive but it takes me longer because I pass by a Drive Thru coffee shop to buy my favorite cup of mocha.
7:55 am: Sign in on the attendance sheet at the office. The Time in/Time Out area is just behind my cubicle. I see some colleagues nearby and say a quick hello to them.
8:00 am: At my desk. Turn on my PC. Log on to network and check my Outlook Calendar for today's meetings and appointments. Check my To-Do-List. I put a number opposite each item to mark according to priority.
8:35 am: Make phone calls to the members of hospital information management committee to remind them of their meeting at 9:00. Most physicians are not on their offices, so I have to notify them through their pagers and wait for their response.
8:55 am: Go to the Conference Room where the Committee meeting will be held. I brought copies of the previous Minutes of Meeting and today's Meeting Agenda. Inside the conference room, I prepare the laptop, projector and arrange the copies of the MOM and Agenda at the center of the table so that the attendees may easily get a copy each. I place the voice recorder at the center of the table to capture the minutes.
9:05 am: The Chairman of the Committee calls the meeting to order. I sit next to him to take notes of the minutes of meeting.
10:00 am: The meeting is adjourned. After everyone has left the conference room, I turn off the laptop and the projector, making sure that I leave the conference room the way it was when I came in.
10:10 am: Back to my desk. Check my phone calls and emails, answering the urgent messages. I make a call to remind my boss of his appointment with the General Executive Director at 10:30. In my To-Do List, I have 2 memos to prepare. In addition, I have another one which was dictated to me by my boss on the phone. It takes at least 15 minutes for me to prepare one draft- depending on the message my boss asks me to write and to whom it is addressed.
11:30 am: I finish all the memo drafts. I forward the soft copies to my boss for his approval. While waiting for his approval, I do some admin tasks. I send follow up emails to employees who have not replied to my previous messages. I completed an RFP which was pending from yesterday.
12:30 am: Head to the hospital cafeteria for lunch. I bring some files/ requests with me, so I can drop them to the departments they are addressed to, which are located along the way towards the cafeteria.
1:30 am: Back at my desk. Check and respond to calls and emails. My boss has approved the drafts of the memos I made. I print them out for his signature and distributed them to all recipients and cc's.
2:00 am: HIMS Project Steering Committee meeting at the hospital boardroom. I give copies of Meeting Agenda and previous MOM. I take the minutes of this meeting where hospital executives and HIMS project vendors discuss the project status.
4:00 am: At my desk, I do other tasks on my To-Do List including a follow up call to the Travel Agent to confirm my boss' flight and hotel booking for his out of town seminar next week. I also write the minutes of the two meetings I had today.
6:00 am: I finish the initial drafts of the minutes. I completed my To Do list for the next day.
6:30 am: I sign out at the Attendance Sheet and head for home bringing with me a printed copy of the rough draft of the minutes of the two meetings to proofread.
Want to share a Day in your Life? E-mail us at: firstname.lastname@example.org
This article and all other intellectual property on Bayt.com is the property of Bayt.com. Reproduction of this article in any form is only permissible with written permission from Bayt.com.
Please login to post a comment.