Administrative Assistant Job Description Template
This administrative assistant job description template outlines the typical duties, responsibilities, and requirements of an administrative assistant position. With this information, you can start creating a job ad to attract the best candidates. However, instead of copying and pasting this template, you should work with your HR managers to customize the template to suit your company’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.
Administrative Assistant Job Description
Work with your hiring managers to tailor this job description to fit your company’s vision for this position.
The Administrative Assistant assists managers, other employees and visitors to the office to ensure the efficient operation of the office. The employee performs routine, clerical and administrative tasks. Attention to detail and accuracy are essential.
Typical tasks include managing appointments, organizing files, preparing reports, preparing invoices, and organizing meetings and travel. The administrative assistant is also a first point of contact by answering telephone calls and welcoming visitors.
The ideal candidate will be professional, polite and diligent in communicating by telephone, email and postal mail. The Administrative Assistant must be familiar with computers and general office tasks and have excellent oral and written communication skills. Most importantly, the applicant must have a sincere desire to meet the needs of others.
Administrative Assistant Job Duties
Review these items and make changes if necessary to fit the responsibilities of an administrative assistant in your company.
- Office work: Organize files, prepare documents, write correspondence, prepare for meetings, sort mail, prepare and check invoices, reorder materials
- Scheduling support: manage calendars, book appointments, send reminders and avoid conflicts
- Administrative tasks: Transcribing meeting minutes, preparing reports, preparing presentations, maintaining contact lists and conducting research
- Travel arrangements: Book flights, organize rental cars, make hotel and restaurant reservations and create travel plans
- First point of contact: Greeting and assisting visitors and answering telephone calls
- General Staff Support: Coordinating staff meetings, writing letters and emails on behalf of other office staff, and assisting with various other tasks.
Job Requirements
Tailor these requirements to the experience and skills your organization expects from an administrative assistant.
- Previous experience in administration or as an assistant
- Knowledge of office management systems and procedures
- Excellent verbal and written communication skills
- Strong organizational and planning skills
- Excellent time management skills
- Ability to multitask and prioritize work
- Attention to detail
- Problem-solving skills
- Desire to create a positive experience for others
- Mastery of MS Office
- High school diploma or equivalent; University degree preferred
- Multilingualism preferred