Job Description Templates
Administrative Assistant job description template
Hireguide's Administrative Assistant job description includes a list of duties, responsibilities, and qualifications to help you attract the right candidates.
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Hiring Administrative Assistants
You can’t write a detailed job description without performing a detailed job analysis. Taking this step helps hiring managers identify both the short-term and long-term needs of your business, while simultaneously making it easier to attract talent — and hire the right candidate.
To streamline and accelerate that process for your hiring team, our experts have created the following Administrative Assistant job description template, which is based on a Hireguide job analysis exclusively available in our app. After signing up, you can also use the Hireguide app to browse related job analyses and find the perfect job description templates for all your hiring needs.
While the template below provides a useful starting point, hiring managers should customize the content to include company-specific details, such as eligibility requirements, daily tasks, and compensation or employee benefits associated with the Administrative Assistant position.
What does an Administrative Assistant do?
The role of an Administrative Assistant (AA) is to provide everyday clerical support for an office or executive — and in either capacity, helping to ensure that the company’s internal operations are run smoothly and efficiently. This involves a broad set of duties and responsibilities, which typically include examples like:
- Creating and maintaining databases and filing systems
- Preparing reports and presentations
- Booking appointments and planning travel arrangements for employees
- Coordinating and taking notes during meetings
- Handling mail, memos, invoices, and other essential documentation
You can explore additional examples of Administrative Assistant responsibilities and duties in the section below.
Of course, as we mentioned earlier, specific tasks and responsibilities vary across companies. The skills or duties required of the Administrative Assistant may be slightly different at your business, which is why it’s essential to customize this template according to your hiring needs.
Administrative Assistant job description template
Capturing the attention of qualified prospects is essential, as is clearly conveying the expectations of an Administrative Assistant within your company. Here is a sample template to consider for an Administrative Assistant job description:
At (“name of company”), we believe in (insert a corporate value your company wishes to highlight, such as “people-powered solutions,” “supporting cleaner practices in the fashion industry,” “investing in our local community,” “a seamless customer service experience,” etc.) — and we’re looking for someone to share and support our vision. We are currently seeking an (“experienced” / “entry-level”) Administrative Assistant to join our (“remote” / “name of location”) team and provide direct support to our (“CEO” / “HR department” / “general office staff,” etc., depending on the scope of the position and size of the company).
The Administrative Assistant serves as the central point of coordination for an office and is responsible for various organizational tasks, such as scheduling appointments, procuring supplies and equipment, maintaining an electronic filing system, and serving as the primary point of contact for clients, visitors, and executives. The ideal candidate for this position is adaptable and service-oriented with a proven ability to meet deadlines, efficiently multitask, coordinate schedules, and work collaboratively.(Optional: “We are preferably seeking a candidate with at least # years of prior experience working in an administrative or clerical role.”)
Administrative Assistant duties and responsibilities
When crafting an Administrative Assistant job description, it’s critical to give candidates an easy, scannable list of tasks associated with the position. Here are a few to consider including in your own job description:
- Answering and transferring phone calls using a multi-line system, along with responding to and directing emails
- Developing and maintaining an organized filing system, including an employee list, database of important contacts, inventory system, and any other organizational systems as necessary
- Making domestic and international travel arrangements for members of the sales team, your executive team, or other employees
- Maintaining a tidy, organized, and welcoming office environment where employees and guests feel comfortable and can be productive
- Monitoring and maintaining essential office inventory, such as ordering supplies and identifying better deals from alternate suppliers
- Providing direct support and assistance to senior team members and department heads, such as preparing and distributing memos, policy forms, and other important records
- Scheduling appointments and managing the office calendar, which ensures that all meetings and events are efficiently planned for maximum productivity
- Taking comprehensive notes and minutes during office, one-on-one, and/or departmental meetings
- Welcoming and providing support for visitors, such as directing them to appropriate personnel and answering their questions about the business
Administrative Assistant skills and requirements
Administrative Assistants require a diverse range of qualifications and requirements to effectively support teams and maintain efficient administrative processes. Below are some of the most important requirements to seek in an ideal candidate:
- Effective verbal and written communication skills
- Basic math and accounting skills
- Exceptional organizational skills
- Advanced problem-solving ability
- Attention to detail
- Proficient computer skills
- Time management
- Professional and polished demeanor
- Collaborative team player
Administrative Assistant Frequently Asked Questions
What are the top skills of an Administrative Assistant?
A: The top skills of an Administrative Assistant include exceptional organizational abilities, effective communication skills (both verbal and written), proficiency in managing administrative tasks, attention to detail, and a professional demeanor. Problem-solving skills, proficiency in office software, time management capabilities, and the ability to work well in a team are also highly valued in an Administrative Assistant.
What makes a good Administrative Assistant?
A: A good Administrative Assistant is an effective communicator — demonstrating clear and concise communication both in person and over the phone. They are personable, approachable, and maintain a professional demeanor, building positive relationships with colleagues and clients alike. Additionally, they exhibit strong organizational skills, attention to detail, and the ability to multitask efficiently, ensuring smooth workflow and effective task management.
Who does an Administrative Assistant work with?
An Administrative Assistant usually works with a wide range of individuals and teams within an organization. They often report to a CEO, department head, or another executive. In smaller companies, Administrative Assistants might support the entire office and collaborate with multiple teams. Administrative Assistants might also work with external parties such as clients, vendors, and stakeholders, serving as a point of contact and providing assistance as needed.
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