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Administrative Assistant Job Description

administrative assistant job description

Administrative Assistants handle various tasks such as answering phones, organizing files, scheduling appointments and managing supplies. The goal of this position is to keep an office organized and running smoothly.

administrative assistant job description

Key attributes for success in this role include effective communication skills to interact with colleagues and external contacts and a proactive approach to anticipate and address organizational needs promptly.

Copy or download our free Administrative Assistant Job Description Template below to simplify your hiring process.

Administrative Assistant Job Overview

[Company Name] is on the lookout for an Administrative Assistant who can handle various administrative and clerical tasks. This role requires supporting our managers and employees, ensuring the smooth flow of daily office activities.

We’re seeking a master multitasker with excellent communication skills, a positive attitude and attention to detail. If you’re ready to embrace growth and play a key role in our success story, apply now and be part of our team.

Salary: $12–$25/hour

Schedule: Full-time (40 hours per week), with the possibility of overtime beyond 40 hours per week

Administrative Assistant Duties & Responsibilities

  • Schedule appointments, meetings and events for the team
  • Manage the executive’s calendar, prioritize appointments and ensure efficient use of time
  • Prepare business trip documentation, including flights, accommodations, insurance and transportation
  • Perform accurate data entry to maintain up-to-date records and databases
  • Ensure the security of sensitive information and maintain its integrity
  • Prepare detailed confidential documents and reports
  • Draft and proofread emails, letters and correspondence for the team
  • Respond to inquiries and redirect communication to the appropriate parties
  • Provide excellent customer service to clients, visitors and internal staff
  • Oversee purchasing, equipment maintenance and property inventory
  • Replenish office supplies
  • Coordinate promptly with vendors for equipment maintenance
  • Negotiate with suppliers for cost-effective deals
  • Communicate updates and changes to team members
  • Prioritize and manage multiple tasks to meet deadlines
  • Ensure compliance with company policies and procedures
  • Contribute to and lead special projects as assigned by management

Administrative Assistant Experience Requirements & Skills

  • Skilled in efficiently managing and coordinating calendars, including scheduling appointments, meetings and events
  • Experienced in organizing travel arrangements
  • Strong customer service skills, demonstrated by providing support to both internal and external stakeholders
  • Competent in managing databases, utilizing tools for data entry, retrieval and maintenance
  • Exceptional multitasking abilities, proven by handling multiple tasks simultaneously
  • Proficient in managing phone systems, handling calls professionally and directing inquiries to the appropriate personnel
  • Efficient conflict resolution skills, promoting a positive workplace culture
  • Understanding of collaborative tools beyond Microsoft Office and Google Workspace, such as project management platforms or communication tools
  • Proven experience in managing budgets and expenses
  • Expertise in developing internal processes and filing systems
  • Excellent communication and problem-solving skills
  • Ability to handle confidential information with discretion
  • Aptitude for learning new software and systems
  • Familiarity with health and safety regulations and protocols to ensure a secure working environment

Administrative Assistant Education & Qualifications

  • High school diploma or GED
  • An associate’s degree from an accredited college or university is preferred but not mandatory

Administrative Assistant Job Description Template — Free Download

Copy or download this customizable Administrative Assistant Job Description Template to post job listings online and find the most qualified candidates. Simply replace [Company Name] with the name of your establishment and add other information, such as unique details about your workplace and perks for employees.

Related: How To Write a Job Description


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