Administrative Assistant Job Description Template

This administrative assistant job description template includes the typical job functions, responsibilities, and requirements of an administrative assistant position. With this information, you can start building a job ad to attract the best candidates. Rather than copying and pasting this template, however, you should work with your hiring managers to tailor the template to your organization’s needs.

To learn more about how to use this template, check out our guide. For more information about writing effective job descriptions, read here.

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Administrative Assistant Job Description

Work with your hiring managers to customize this job description according to your company’s vision for the position.

The administrative assistant provides administrative support to managers, other employees, and office visitors to ensure the efficient operation of the office. This employee handles routine, clerical, and  administrative tasks. Attention to detail and accuracy are essential. 

Responsibilities typically include managing schedules, organizing files, preparing reports, preparing invoices, and arranging for meetings and travel. The administrative assistant is also a first point of contact by answering telephones and greeting visitors. 

The ideal candidate is professional, polite, and conscientious in communication by phone, email, and mail. The administrative assistant must be comfortable with computers and general office tasks, as well as having excellent verbal and written communication skills. Above all, the candidate must have a sincere desire to meet the needs of others.

Administrative Assistant Job Duties

Be sure to review these items and make any changes needed in order to match what an administrative assistant will do in your company.

  • Office tasks: Organize files, prepare documents, create correspondence, set up for meetings, sort mail, prepare and monitor invoices, and reorder supplies

  • Scheduling support: Manage calendars, book appointments, send reminders, and prevent conflicts

  • Administrative tasks: Transcribe minutes from meetings, generate reports, create presentations, maintain contact lists, and conduct research

  • Travel arrangements: Book flights, arrange for rental cars, make hotel and restaurant reservations, and create itineraries

  • Initial point of contact: Greet and assist visitors, and answer telephones

  • General staff support: Coordinate staff meetings, write letters and emails on behalf of other office staff, and assist in various other ways.

Job Requirements

Adjust these requirements to reflect the experience and skills your organization is seeking in an administrative assistant.

  • Prior administrative or assistant experience

  • Knowledge of office management systems and procedures

  • Excellent verbal and written communication skills 

  • Strong organizational and planning skills

  • Superior time management skills

  • Ability to multitask and prioritize work

  • Attention to detail

  • Problem-solving skills

  • Desire to create a positive experience for others

  • Proficient in MS Office

  • High school diploma or equivalent; college degree preferred

  • Multilingual preferred