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.

By: Rea Gierran

November 22, 2023

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.