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Office Assistant Job Description

office assistant job description

An Office Assistant supports daily office operations by managing clerical and administrative tasks. They sort and distribute mail, greet visitors and coordinate appointments. Their position also involves organizing files, proofreading and ensuring the office is well-supplied.

A successful Office Assistant is reliable, approachable and possesses strong interpersonal skills.

office assistant job description

Hiring an Office Assistant? Use our free Office Assistant Job Description Template to craft a comprehensive online job ad, facilitating a smooth and effective hiring process.

Office Assistant Job Overview

​​[Company Name] is actively seeking a qualified Office Assistant to join the team.

As an integral part of our daily operations, you will handle diverse clerical tasks, including incoming calls, file management and general office duties. At [Company Name], we prioritize a positive and welcoming office environment, and your role will contribute significantly to maintaining this atmosphere.

If you are a detail-oriented individual with strong communication skills and proficiency in word processing applications, we encourage you to apply.

Salary: $16–$3/hour

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

Office Assistant Duties & Responsibilities

  • Schedule and plan meetings and appointments
  • Create and maintain accurate records, ensuring validity and accessibility
  • Distribute communications to relevant parties
  • Organize office operations efficiently to optimize workflow
  • Welcome visitors and answer phone calls
  • Coordinate travel arrangements, reservations and event planning
  • Pick up and deliver items promptly
  • Monitor and manage office supplies, addressing shortages and ordering as needed
  • Maintain equipment through preventive maintenance and timely repairs
  • Resolve office-related malfunctions, such as network connectivity issues, phone system disruptions and plumbing problems
  • Update job knowledge through ongoing educational opportunities
  • Provide ad hoc support to staff members and departments

Office Assistant Experience Requirements & Skills

  • Proven experience in relevant administrative roles
  • Working knowledge of various office equipment such as paper shredders, photocopiers and binding machines
  • Experience in inventory management, tracking office supplies and reordering when necessary
  • Experience in effectively managing calendars, scheduling appointments and coordinating meetings
  • Experience in sorting and managing incoming and outgoing mail efficiently
  • Advanced skills in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook
  • Demonstrated ability to adapt to changing priorities and environments, ensuring flexibility in handling diverse office responsibilities
  • Exceptional attention to detail, ensuring accuracy in tasks such as data entry, document creation and record-keeping
  • Strong verbal and written communication skills
  • Ability to build and maintain positive relationships with customers, clients and colleagues
  • Efficient time management skills, enabling the completion of tasks within deadlines and contributing to overall office productivity
  • Aptitude for identifying and resolving issues independently
  • Proactive in taking initiative to improve processes
  • Eagerness to learn and adapt to new technologies, ensuring readiness to embrace advancements in office management tools
  • Capacity to maintain confidentiality of company information
  • Basic understanding of financial processes, including invoicing and expense management

Office Assistant Education & Qualifications

  • High school diploma or GED

Related: How To Write a Job Description

Office Assistant Job Description Template — Free Download

Enhance your recruitment process with our Office Assistant Job Description Template.

Tailor it to your organization’s unique needs. Start by replacing [Company Name] with the name of your establishment and incorporate key details such as employee benefits and opportunities for professional development.

Related: How To Write An Effective Job Description

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