Office assistant

What does an office assistant do? – Tasks and work environment

An office assistant supports operations through administrative and practical tasks at offices, authorities, and organizations. Common duties include greeting visitors, handling incoming and outgoing mail, booking meetings, managing documents, and sometimes basic accounting or invoicing. Office assistants often act as the hub of the office environment and contribute to creating structure and order in daily activities. The working environment is typically office-based, involving work at a computer and phone, and contact with colleagues and external parties.

Salary development over time

Over the past three years, the salary for office assistants has shown a clear upward trend. In 2022, the average salary was 33,000 SEK per month, increasing to 34 300 SEK in 2023. The latest statistics from 2024 indicate a further increase to 35 600 SEK per month, representing a total rise of approximately 7.9% over the period. This salary development reflects a continued demand for administrative roles and some adjustment for inflation and market conditions. Despite the profession's stability, salary increases have been slightly higher than the average for similar administrative jobs, possibly due to increased complexity in tasks and higher technical requirements.

Office assistant salary – complete overview

• Average salary: 35 600 SEK/month
• Lowest salary: 27,100 SEK/month (male, government sector)
• Highest salary: 54,200 SEK/month (female, public sector, research education)
• Hourly wage: 214 SEK/hour
• Men: 35 900 SEK/month
• Women: 35 500 SEK/month
• Women earn: 99% of what men do

Education and qualifications

To work as an office assistant, a high school diploma is usually required, preferably with a focus on administration or economics. Many employers value practical experience from office environments and good skills in Swedish and English. For certain positions, specific computer skills or certifications in administrative systems can be advantageous. It is also common to supplement with shorter courses or online training in, for example, the Microsoft Office suite or digital document management.

• High school diploma: Economics or administration program (3 years)
• Certifications: Office suite, administrative systems
• Practical experience: Meritorious, often via high school or part-time jobs
• Online courses: Possible for self-study and skill development
• Language skills: Swedish and basic English

Common benefits and compensations

Office assistants are often covered by collective agreements that provide access to occupational pensions, wellness allowances, and subsidized lunches. Other common benefits include flexible working hours, remote work options, and opportunities for professional development through internal or external courses. Some employers also offer insurance and extra vacation days.

Competition and challenges

The job market for office assistants is characterized by a balance between supply and demand, with 758 available positions in the latest survey. There is some competition for the most attractive roles, especially in larger cities and within popular organizations. Digitalization and automation of administrative processes also mean that some tasks are changing or disappearing, which requires adaptability and technical skills. Over the next five years, demand is expected to decline, according to the Swedish Public Employment Service’s forecast. To secure employability, it may be wise to develop specialized skills or broaden one's competence in administration.

Tips for those who want to become an office assistant

To succeed as an office assistant, being thorough and organized is important, as many tasks require order and attention to detail. Good customer service skills facilitate contact with colleagues and visitors, while strong communication skills make it easier to handle internal and external matters. Flexibility is key, as the workday often involves quick re-prioritizations and varied tasks. For solution-oriented individuals, there are good opportunities to streamline routines and contribute to a smooth work environment. Being technologically curious and eager to learn new digital tools is also a great advantage, especially as administrative systems evolve. Finally, the ability to collaborate with many different people and enjoy a central role in the organization is essential.

Key facts about Office Assistant

• Education level: High school diploma, often in economics or administration
• Work environment: Office-based, administrative tasks
• Demand: 758 available jobs nationwide (May 2024)
• Future prospects: Moderate opportunities, decreasing over time
• Gender distribution: Women earn 99% of men's salaries

Career paths and future outlook

After three to five years as an office assistant, opportunities open to advance to more qualified administrative roles, such as administrative coordinator, office manager, or executive assistant. For those wishing to broaden their careers, further education in economics, HR, or project management can be relevant. The Swedish Public Employment Service’s forecast indicates moderate opportunities for employment currently, but demand for office assistants and secretaries is expected to decline over five years. Digitalization and changing work methods contribute to some tasks disappearing, but new roles within administration and service may emerge. Those willing to further educate themselves and develop digital skills will remain competitive in the future.

Frequently asked questions about Office Assistant

• What is the average salary of an office assistant?
  - An office assistant has an average salary of 35 600 SEK per month.
• What are the gender differences in office assistant salaries?
  - Women earn 35 500 SEK and men 35 900 SEK per month, which means women earn 99% of men's salaries.
• What education is required to become an office assistant?
  - High school education with a focus on economics or administration is recommended, supplemented with computer skills and practical experience.
• What are the future prospects for office assistants?
  - Job opportunities are moderate today, but demand is expected to decrease over the next five years.
• Are there regional salary differences for office assistants?
  - Salaries may vary slightly depending on region and employer, but the national average salary is 35 600 SEK per month.
• What is the highest and lowest salary for an office assistant?
  - The highest salary is 54,200 SEK (female, public sector), and the lowest is 27,100 SEK (male, government sector).
• What benefits are common for office assistants?
  - Common benefits include occupational pension, wellness allowance, flexible working hours, and the possibility of remote work.