Administrative Assistant Job Description

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Table Of Contents

Learn about the important requirements, obligations, responsibilities, and skills that should be in an administrative assistant job description.

Administrative assistants support other office personnel and help company visitors. They handle a range of clerical and customer service-related duties. Administrative assistants must be organized, adept at multitasking, and possess a professional and personable demeanor.

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Administrative Assistant Job Description Template

Our current administrative assistant is retiring, so we are looking for an experienced professional to step into the role. The ideal candidate will have a proven track record of supporting multiple departments and will be comfortable managing the calendars and travel arrangements for several executives. In addition, our next administrative assistant should be a skilled communicator (verbal and written) and be proficient in using the Microsoft Office suite.

Administrative Assistant Responsibilities

  • Answering phone calls and routing them to the appropriate person.
  • Preparing and sending written correspondence (both electronically and on paper).
  • Monitoring office supply levels and ordering them when necessary.
  • Scheduling meetings, attending them as required, and typing notes for distribution to other attendees.
  • Creating reports, presentations, or other documents as requested.
  • Conducting research as needed.
  • Maintaining company files (both electronic and hard copy).
  • Booking appointments or travel arrangements, including flights, rental cars, and food and lodging reservations.
  • Greeting visitors, signing them in, and helping them get where they need to go.

Administrative Assistant Requirements 

  • High school diploma. (Higher education is preferred.)
  • 3+ years experience in an administrative assistant or similar role.
  • Familiarity with office equipment (computer, copier, scanner).
  • The ability to type 60+ words per minute (WPM).
  • Proficiency in using the Microsoft Office suite and the internet.
  • Professional and proactive demeanor.
  • Top-notch communication, organizational, and interpersonal skills.
  • The ability to speak another language is a plus.

Administrative Assistant Duties And Responsibilities

Let’s dive deeper into some of the administrative assistant’s responsibilities.

Answering Phone Calls

Administrative assistants must answer and triage all incoming phone calls. That way, customers, suppliers, and other stakeholders can promptly get the help they need. Administrative assistants need to practice professional phone etiquette, understand where to route each type of call, and know how to use a complex, multi-line phone.

Preparing Written Correspondence

Administrative assistants must prepare written correspondence upon request. They may be tasked with creating and sending memos, letters, or emails. Administrative assistants need to have solid typing skills and the ability to write a polished document or electronic note that conveys the required information.

Maintaining Company Files

Administrative assistants must maintain company files, both in electronic and hard copy formats. That way, needed information can be retrieved and used quickly. Administrative assistants need to be organized and should look for ways to improve the organization’s filing systems.

Ordering Office Supplies

Administrative assistants must ensure that the office has enough supplies to operate effectively. That way, workers won’t waste time looking for what they need or coming up with an alternate solution. Administrative assistants should foster good relationships with the company’s suppliers and be able to forecast how much of each item the office will use.

Scheduling Meetings And Travel

Administrative assistants must maintain the calendars for their assigned managers or executives. They’ll frequently have to schedule meetings or appointments or book travel. Administrative assistants should be highly organized, pay close attention to detail, and be ready to make changes to plans at a moment’s notice.

If you are interested in becoming an administrative assistant, you may need to update your resume. Check out our guide on how to write an administrative assistant resume. For extra resume help, check out the best resume writing services.

Administrative Assistant Salary And Job Outlook

Here’s the current outlook for the administrative assistant role in the United States:

Median National Salary: $43,768/year

Education Required: High school diploma

Number of Jobs: 3.4+ million

Job Growth 2022 – 2032: -10% (decline)

The Bottom Line

We bet you’re ready to write an administrative assistant job description. When you do, be sure to post your position on ZipRecruiter! But, if you’re feeling budget-conscious, we encourage you to list your role on one or more of the best free job posting sites.