Which job duties appear most frequently in administrative job postings? What are the requirements?

Job postings for administrative positions list all the requirements a company has for new employees for the open position. Job seekers can find all the important information about the vacancy in the job postings, such as:

  • the tasks
  • the employer's requirements (previous education, professional experience, personal skills and characteristics)
  • Further employer information

 

Different job titles:

  • Administrative Specialist (Male/Female)
  • Resident Registration Clerk
  • Administrative Assistant (Male/Female)
  • Public Administration Specialist
  • Administrative Secretary
  • Administrative Clerk (Male) / Administrative Clerk (Female)
  • Head of Administration
  • Administrative Team Leader
  • Law Firm Employee (Male/Female)
  • Legal Counsel, Building Department
  • Administrative Assistant
  • Project Staff Member (Male or Female) in Administration

 

Distribution of Individual Tasks in an Administrative Job:

Organization and Coordination: Administrative professionals organize workflows, coordinate schedules, and ensure that information flows efficiently

 approx. 20% of the time

Case Management and Administration: Handling specialized tasks in various administrative areas, such as resident registration, social insurance, financial administration, or human resources

 approx. 25% of the time

Customer and Citizen Services: First point of contact for inquiries from citizens and customers, i.e., providing relevant information and offering advice

approx. 15% of the time

Project Work and Management: Participating in or leading projects, often with the goal of optimizing administrative processes or introducing new regulations

 approx. 10% of the time

Application of Law and Legal Advice: Applying laws, regulations, and guidelines in the respective administrative area

 approx. 10% of the time

Finance and Controlling: Preparing and monitoring budgets, processing invoices and financial plans

 approx. 5% of the time

Human Resources: Tasks in the field of human resources, such as personnel administration, recruitment, and development

 approx. 5% of the time

Other responsibilities:

  • Communication and Information: Creation and maintenance of informational materials, websites, and other communication channels
  • Minute-taking and Reporting: Preparing minutes, reports, and presentations for internal and external purposes
  • Quality Assurance and Management: Monitoring and Further Development of Quality Standards in Public Administration
 approx. 10% of the time

Requirements Listed in Job Postings for Administrative Positions

The duties and requirements described here are based on an analysis of relevant job postings on various Swiss job platforms and are intended to give you an idea of what an administrative position entails. The qualifications and responsibilities may vary depending on the employer, industry, and specific job description.

Professional requirements
  • Completed vocational education and training in the business field or equivalent training
  • Completed continuing education program to become an administrative specialist with a Federal Diploma of Higher Education
  • Several years of professional experience in administration
Expertise for an Administrative Job
  • Expertise in fields such as public administration, business administration, accounting, law, and human resources
  • A good understanding of Swiss laws, regulations, and guidelines applicable to the public sector
  • Very good knowledge of German
  • Proficiency in French and English
  • Proficiency in common Office programs and specific administrative software applications
Personal characteristics
  • Analytical thinking
  • Communication skills
  • Organizational talent
  • Reliability and Ability to Work Well with Others
  • Common: Leadership Skills
Miscellaneous Administrative Job
  • Organizational Skills: Planning and coordinating meetings, events, and projects
  • Communication skills: Clear written and oral communication, often including negotiation and conflict resolution skills
  • Service Orientation: A high degree of service orientation, particularly when interacting with citizens and internal customers
  • Self-management: the ability to organize oneself, manage time, and set priorities

Useful Information on Job Search and Applications

Are you looking to advance your career or seeking a new challenge? Compare different job postings to find out what responsibilities, qualifications, and experience are required for administrative roles. This will help you better assess which positions match your profile and whether targeted continuing education, further training is worth pursuing for your next career move.

Schools that offer training to become an administrative assistant for a job in administration