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.
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.
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
Desire to create a positive experience for others
Proficient in MS Office
High school diploma or equivalent; college degree preferred