Administrative Assistant Job Description [Updated for 2025]

In the modern corporate world, the importance of administrative assistants has never been more pronounced.

As businesses grow, the need for efficient, organised individuals who can manage and streamline administrative tasks escalates.

So, let’s take a closer look: What’s truly expected from an administrative assistant?

Whether you are:

A job seeker trying to understand the core responsibilities of this role,
A hiring manager looking to define the ideal candidate,
Or simply curious about the inner workings of administrative roles,

You’ve come to the right place.

Today, we present a customizable administrative assistant job description template, designed for easy posting on job boards or career sites.

Let’s delve right into it.

Contents show

Administrative Assistant Duties and Responsibilities

Administrative Assistants play an essential role in managing the day-to-day operations in offices.

They provide support to managers and employees, assist in daily office needs, and manage the company’s general administrative activities.

The duties and responsibilities of an Administrative Assistant can include:

Answering and directing phone calls to relevant staff
Scheduling meetings and appointments
Taking notes and minutes in meetings
Ordering and taking stock of office supplies
Being a point of contact for a range of staff and external stakeholders
Preparing documents for meetings and business trips
Processing and directing mail and incoming packages or deliveries
Greeting and directing visitors and new staff to the organization
Writing and issuing emails to teams and departments on behalf of teams or senior staff
Researching and booking travel arrangements for staff members
Updating and maintaining office policies and procedures
Organizing and maintaining the office filing system

Administrative Assistant Job Description Template

Job Brief

We are seeking a dedicated and proactive Administrative Assistant to join our team.

The Administrative Assistant’s responsibilities include handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, scheduling appointments, and generally being a helpful and positive presence in the workplace.

Our ideal candidate is self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment.

This is an excellent opportunity to contribute to a growing company.

Responsibilities

Answer and direct phone calls
Organize and schedule appointments
Plan meetings and take detailed minutes
Write and distribute email, correspondence memos, letters, faxes and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Update and maintain office policies and procedures
Order office supplies and research new deals and suppliers
Provide general support to visitors
Act as the point of contact for internal and external clients

Qualifications

Proven experience as an administrative assistant or office admin assistant
Knowledge of office management systems and procedures
Working knowledge of office equipment, like printers and fax machines
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
Excellent time management skills and the ability to prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multi-task
High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Benefits

401(k)
Health insurance
Dental insurance
Paid time off
Professional development opportunities

Additional Information

Job Title: Administrative Assistant
Work Environment: Office setting with options for remote work. Occasional travel may be required for team meetings or company events.
Reporting Structure: Reports to the Office Manager or Administrative Manager.
Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
Pay Range: $30,000 minimum to $50,000 maximum
Location: [City, State] (specify the location or indicate if remote)
Employment Type: Full-time
Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

What Does an Administrative Assistant Do?

Administrative Assistants are integral parts of an organization, often serving as the backbone of an office’s daily operations.

They work across industries and can be found in both small businesses and large corporations.

Their role often involves managing and distributing information within an office, which includes answering phones, taking memos, maintaining files, and sending emails.

They may also be responsible for organizing and scheduling appointments, planning and scheduling meetings, conferences, and travel.

Administrative Assistants are often the first point of contact for clients and customers, so they need to have strong customer service skills.

They also liaise with internal departments, helping to coordinate efforts and communicate relevant information.

In some cases, Administrative Assistants may also be tasked with maintaining office supplies, managing budgets, and preparing reports or presentations.

They may also assist with human resources duties, such as processing payroll or handling employee records.

Overall, an Administrative Assistant’s role is to ensure that the office operates smoothly and efficiently.

Their broad range of responsibilities requires excellent organizational skills, attention to detail, and the ability to multitask.

Administrative Assistant Qualifications and Skills

An Administrative Assistant should have a variety of technical skills, soft skills, and industry knowledge to manage office tasks effectively, such as:

Excellent organizational skills to manage multiple tasks, deadlines, and priorities effectively and efficiently.
Strong communication skills to interact with colleagues, managers, and clients, both verbally and in writing. This includes drafting emails, answering phone calls, and being the point of contact for the office.
Proficiency in using office software like MS Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Slides), and Email Platforms (Outlook, Gmail), as well as other administrative tools.
Ability to provide excellent customer service, including handling inquiries and complaints, scheduling appointments, and greeting visitors.
Attention to detail and problem-solving skills to identify and correct errors and inconsistencies in documents, reports, and correspondence.
Ability to work as part of a team, demonstrating strong interpersonal skills and the capacity to deal with different personalities and scenarios.
Time management skills to complete tasks on schedule and efficiently manage the daily office operations.

Administrative Assistant Experience Requirements

Administrative Assistants typically need to have 1 to 2 years of experience in a clerical or administrative role.

This experience can be gained through internships, part-time roles, or entry-level positions in fields such as customer service or office administration.

The role often requires a good understanding of office management systems, procedures, and proficiency in software such as Microsoft Office.

Hence, experience with these systems and software is often sought after.

Applicants with more than 3 years of experience may have developed advanced administrative skills such as managing schedules, preparing reports, and maintaining databases.

They might also have experience with more complex tasks like conducting research and managing projects.

For those with 5 years of experience or more, the expectation is often that they have supervisory experience and can handle responsibilities such as training new staff, overseeing office operations, and handling high-level administrative tasks.

At this level, the ability to handle sensitive information confidentially is often a requirement.

Experience in specific industries might also be required or preferred, as industry knowledge can help an Administrative Assistant better support the needs of the team and organization.

Administrative Assistant Education and Training Requirements

Administrative Assistants typically require a high school diploma or equivalent education.

Many employers however, prefer candidates with an associate’s or bachelor’s degree in business administration or a related field.

In addition to basic academic qualifications, Administrative Assistants should have proficiency in key computer applications like Microsoft Office Suite (Word, Excel, PowerPoint), data management software, and email systems.

They also need to possess strong communication skills, both verbal and written, as they interact with staff, management and clients on a daily basis.

Certain specialized roles may require knowledge of specific software or industry-specific knowledge, for example, legal or medical administrative assistants.

Though not always required, certification programs such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) can help demonstrate proficiency in the field and enhance job prospects.

Continuous on-the-job training is also essential for Administrative Assistants to stay updated with the latest office technologies and procedures.

Soft skills like organization, attention to detail, and problem-solving are also vital in this role.

Administrative Assistant Salary Expectations

An Administrative Assistant can expect to make an average of $37,849 (USD) per year.

The actual salary may vary depending on factors such as years of experience, qualifications, the industry in which they work, and the geographical location.

Administrative Assistant Job Description FAQs

What skills does an administrative assistant need?

An administrative assistant should possess excellent organizational skills to manage multiple tasks and prioritize their duties efficiently.

Strong communication skills are also vital as they interact with various staff members and external parties.

Proficiency in office software, such as Microsoft Office, is essential for creating and managing documents, spreadsheets, and presentations.

Attention to detail, problem-solving abilities, and time management skills are also crucial for this role.

Do administrative assistants need a degree?

While a degree is not a strict requirement for administrative assistants, some employers prefer candidates with an associate’s or bachelor’s degree in business administration or a related field.

However, many administrative assistants start their careers with a high school diploma and gain experience on the job.

Professional certification, such as the Certified Administrative Professional (CAP) credential, can also be beneficial.

What should you look for in an administrative assistant resume?

Look for previous experience in an administrative role, familiarity with office software and procedures, and strong organizational and communication skills.

The resume should demonstrate the candidate’s ability to multitask and prioritize tasks, solve problems, and work effectively within a team.

Certifications, such as the Certified Administrative Professional credential, can also be a plus.

What qualities make a good administrative assistant?

A good administrative assistant is highly organized and detail-oriented, with the ability to manage multiple tasks simultaneously.

They are excellent communicators, both in writing and verbally, and are adept at problem-solving.

They must also have a strong sense of discretion, as they often handle sensitive information.

Furthermore, they should be able to work well under pressure and adapt to changing situations.

Is it challenging to hire administrative assistants?

Hiring administrative assistants can be challenging due to the broad range of skills required for the role.

It can be difficult to find candidates who possess the necessary organizational, communication, and technical skills, along with the ability to adapt to a constantly changing environment.

Additionally, finding an administrative assistant who fits well within your company culture can also pose a challenge.

Conclusion

And there we have it.

Today, we’ve given you a closer look into the bustling world of an administrative assistant.

And guess what?

It’s not just about managing schedules and files.

It’s about building the foundation of an efficient office, one task at a time.

With our top-notch administrative assistant job description template and real-world examples, you’re ready to step forward.

But why end your journey here?

Explore further with our job description generator. It’s your guide to creating precise job listings or refining your resume to a tee.

Remember:

Every task you complete contributes to the larger organization.