Entry-Level Administrative Assistant Job Description [Updated for 2025]

In today’s fast-paced business world, the role of administrative assistants has become more crucial than ever.

As businesses grow and expand, the need for efficient individuals who can streamline, organize, and sustain our administrative framework becomes paramount.

But let’s delve deeper: What’s truly expected from an entry-level administrative assistant?

Whether you are:

• A job seeker trying to grasp the core of this role,
• A hiring manager drafting the perfect candidate profile,
• Or simply curious about the inner workings of administrative tasks,

You’ve landed in the right place.

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

Let’s dive right into it.

Entry-Level Administrative Assistant Duties and Responsibilities

Entry-Level Administrative Assistants are crucial in maintaining the smooth operations of an office.

They perform a range of office and clerical duties and often serve as the first point of contact for clients and customers.

As an Entry-Level Administrative Assistant, the following duties and responsibilities are expected:

• Answer and direct phone calls in a polite and friendly manner
• Welcome visitors and direct them to the appropriate offices
• Conduct clerical duties, including filing, answering emails, preparing documents and presentations, and scheduling meetings
• Maintain office supply inventory and place orders when necessary
• Assist in planning company events, meetings, and employee team building activities
• Work with office software such as MS Office, particularly Word, Excel, and PowerPoint
• Coordinate and manage appointments, meetings, and the conference room schedule
• Perform general bookkeeping and record keeping tasks
• Assist in preparing reports and data entry tasks
• Maintain a professional and friendly demeanor at all times, representing the company’s best interests

 

Entry-Level Administrative Assistant Job Description Template

Job Brief

We are seeking a motivated and organized Entry-Level Administrative Assistant to join our team.

The candidate will be responsible for providing administrative support to our office personnel.

The Administrative Assistant’s role will include working closely with our leadership team by handling clerical duties, coordinating calendars, organizing meetings, among others.

Our ideal candidate is proficient in a variety of office software (email tools, spreadsheets, and databases) and able to accurately handle administrative duties.

 

Responsibilities

• Answer phone calls and redirect them when necessary.
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments.
• Prepare and disseminate correspondence, memos, and forms.
• Support and facilitate the completion of regular reports.
• Develop and maintain a filing system.
• Check frequently the levels of office supplies and place appropriate orders.
• Document expenses and hand in reports.
• Undertake occasional receptionist duties.

 

Qualifications

• Proven experience as an administrative assistant is a plus.
• Excellent knowledge of MS Office.
• Working knowledge of office equipment, like printers and fax machines.
• Strong communication and interpersonal abilities.
• Organizational and leadership abilities.
• Ability to manage and handle multiple tasks.
• High school diploma; BSc/BA in business administration or relevant field is a plus.

 

Benefits

• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Entry-Level Administrative Assistant
• Work Environment: Office setting with occasional travel for team meetings.
• 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 $40,000 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 Entry-Level Administrative Assistant Do?

An Entry-Level Administrative Assistant typically works in an office setting, supporting the work of other staff members by performing a range of clerical and organizational tasks.

Their duties often include managing files, organizing documents, scheduling appointments, and supporting other staff with organizational tasks.

They may also be responsible for answering phones, taking messages, and transferring calls, depending on the specific needs of the office.

In addition to these tasks, entry-level administrative assistants may be responsible for maintaining office equipment, ordering supplies, and liaising with suppliers or vendors.

They often serve as the first point of contact for clients or customers, either in person or on the telephone, so they need to have strong customer service skills.

They may also assist with preparing reports, drafting correspondence, and creating presentation materials.

As entry-level professionals, they are often learning on the job and may be assigned tasks by more senior administrative staff or directly by management.

Despite their entry-level status, they play a crucial role in ensuring the smooth operation of the office.

 

Entry-Level Administrative Assistant Qualifications and Skills

An entry-level administrative assistant should have the skills and qualifications that align with your job description, such as:

• Basic office management skills to handle filing, drafting documents, and managing inventory.
• Communication skills to interact effectively with colleagues, managers, and clients both verbally and in written form.
• Customer service skills to assist visitors, answer phone calls, and manage customer queries.
• Time management skills to effectively prioritize tasks, meet deadlines and manage multiple assignments concurrently.
• Computer literacy, including proficiency in Microsoft Office Suite for creating reports, presentations, spreadsheets, and managing emails.
• Organizational skills to manage resources, schedules, and office procedures efficiently.
• Attention to detail to ensure accuracy in all tasks such as data entry and document proofreading.
• Problem-solving skills to promptly address and resolve any issues that may arise during the course of work.

 

Entry-Level Administrative Assistant Experience Requirements

Entry-level Administrative Assistants typically require less than one year of experience, which can be gained through internships, part-time positions, or temporary roles in administrative or clerical fields.

These individuals may have gained valuable experience in office procedures, scheduling, meeting coordination, and use of office software such as Microsoft Office Suite.

They may also have experience in carrying out administrative tasks such as data entry, document management, and basic customer service.

Candidates with 1 to 2 years of experience may have grown their skills in more advanced administrative tasks, such as creating reports, maintaining databases, and supporting high-level executives.

Those with more than 3 years of experience may have developed expertise in their field and could be ready for a more advanced role like Office Administrator or Executive Assistant.

This experience may include supervisory roles, project coordination, and complex problem-solving capabilities.

 

Entry-Level Administrative Assistant Education and Training Requirements

Entry-Level Administrative Assistants usually require a high school diploma or equivalent, as a minimum educational requirement.

For an enhanced understanding of their tasks, they may pursue a bachelor’s degree in business administration, communications, or a related field.

They should have a strong foundation in Microsoft Office applications, including Word, Excel, and PowerPoint.

Knowledge of other software like Google Workspace and project management tools can also be beneficial.

To further increase their employability, prospective Administrative Assistants can also earn certifications such as the Certified Administrative Professional (CAP) credential, which demonstrates competence in areas like project management, business writing, and office technology.

On-the-job training is typically provided to familiarize them with the specific systems, processes, and procedures used by the company.

This initial training period can last several weeks to a few months depending on the complexity of the tasks.

Strong communication, organization, and multitasking skills are essential for success in this role.

While not always required, prior office or administrative experience can be beneficial for understanding the day-to-day responsibilities of an Administrative Assistant.

 

Entry-Level Administrative Assistant Salary Expectations

The average wage for an Entry-Level Administrative Assistant is $15.00 (USD) per hour.

The actual earnings may differ based on factors such as educational qualifications, work experience, location, and the size and type of the employing company.

 

Entry-Level Administrative Assistant Job Description FAQs

What skills does an Entry-Level Administrative Assistant need?

An Entry-Level Administrative Assistant should have strong organizational and time management skills, as they are often handling multiple tasks at the same time.

They should also have excellent communication skills, both verbal and written, as they will be interacting with various levels of personnel within the organization.

Basic computer skills, including proficiency in Microsoft Office Suite, are also important.

Attention to detail, problem-solving abilities and a professional attitude are other key skills needed.

 

Do Entry-Level Administrative Assistants need a degree?

While some companies may prefer candidates with an associate’s or bachelor’s degree in business administration or a related field, many entry-level administrative assistant positions only require a high school diploma or equivalent.

However, having a degree may open up more opportunities and allow for quicker advancement within the company.

 

What should you look for in an Entry-Level Administrative Assistant resume?

When reviewing a resume for an Entry-Level Administrative Assistant, look for any experience or internships that demonstrate their organizational and administrative skills.

Check for proficiency in computer applications, such as Microsoft Office Suite or any specific software used by your company.

Certifications in office administration or related fields can also be advantageous.

 

What qualities make a good Entry-Level Administrative Assistant?

A good Entry-Level Administrative Assistant is detail-oriented, ensuring all tasks are completed accurately and efficiently.

They should have excellent communication skills and be able to work well in a team setting.

Being proactive and taking the initiative to identify and solve problems before they escalate is also a desirable quality.

They should demonstrate a professional attitude and the ability to maintain confidentiality when dealing with sensitive information.

 

What are the daily duties of an Entry-Level Administrative Assistant?

An Entry-Level Administrative Assistant’s duties may vary depending on the company and department they work for.

Typical tasks include answering and directing phone calls, organizing and scheduling appointments, planning meetings, and maintaining electronic and traditional filing systems.

They may also be responsible for providing general support to visitors, preparing reports, and handling basic office tasks like photocopying, faxing, and mail distribution.

They often serve as a point of contact for the team or department, requiring them to relay information to and from other employees or departments.

 

Conclusion

And there you have it.

Today, we’ve given you an insider look into what it entails to be an entry-level administrative assistant.

Surprise!

It’s not just about managing schedules and paperwork.

It’s about being the backbone of the office, ensuring smooth operation one task at a time.

With our comprehensive entry-level administrative assistant job description template and real-world examples, you’re ready to take the first step.

But why settle there?

Dig deeper with our job description generator. It’s your next step to creating pinpoint-accurate job listings or refining your resume to near perfection.

Remember:

Every task you handle contributes to the larger organizational picture.

Let’s build your career path. Together.

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