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

In today’s modern workplace, the need for versatile and proactive entry-level office assistants is more crucial than ever.

Business operations continue to evolve, and with each advancement, the demand for adept individuals who can smoothly navigate and support our office environment grows stronger.

But let’s dive deeper: What does an entry-level office assistant really do?

Whether you are:

• An aspiring professional trying to understand the core of this role,
• A hiring manager looking for the perfect fit,
• Or simply intrigued by the dynamic nature of office work,

You’ve come to the right place.

Today, we’re presenting a customizable entry-level office assistant job description template, designed for effortless posting on job boards or career sites.

Let’s get started.

Entry-Level Office Assistant Duties and Responsibilities

An Entry-Level Office Assistant assists in the daily functioning of the office.

Their duties and responsibilities are administrative and organizational.

They provide support to managers, other employees, and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

Daily duties and responsibilities of an Entry-Level Office Assistant include:

• Greet visitors and direct them to the appropriate departments or individuals
• Answer telephones and respond to inquiries via telephone or email
• Arrange and schedule meetings or appointments
• Organize and maintain files and records; update when necessary
• Create and distribute documents such as memos, invoices, reports and other office related material
• Support department managers and staff by performing tasks that contribute to the organization and running of the office
• Assist in the preparation of regularly scheduled reports
• Perform general office duties such as ordering supplies, managing inventory, and maintaining office equipment
• Undertake data entry tasks
• Maintain a clean and organized office environment

 

Entry-Level Office Assistant Job Description Template

Job Brief

We are seeking a dedicated Entry-Level Office Assistant to join our team.

The successful candidate will provide administrative support, answer and direct phone calls, organize and schedule appointments, and maintain contact databases, among other tasks.

Our ideal candidate is detail-oriented, capable of managing their work load and prioritizing tasks in a fast-paced corporate environment.

This is an excellent opportunity for an individual looking to start their career in a corporate environment.

 

Responsibilities

• Answer and direct phone calls in a polite and friendly manner
• Organize and schedule appointments as needed
• Maintain a filing system, both digital and physical
• Manage communication including emails and phone calls
• Receive, sort and distribute daily mail
• Assist in preparing reports and presentations
• Provide general administrative support to employees
• Maintain office supplies and place orders when necessary
• Keep updated records of office expenses and costs

 

Qualifications

• High school diploma or equivalent
• Knowledge of office management systems and procedures
• Proficient in MS Office (MS Excel and MS PowerPoint, in particular)
• Working knowledge of office equipment, like printers and fax machines
• 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

 

Benefits

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

 

Additional Information

• Job Title: Entry-Level Office Assistant
• Work Environment: Office setting. Some travel may be required for training or 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: $28,000 minimum to $36,000 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 Office Assistant Do?

An Entry-Level Office Assistant is typically employed in a wide range of industries, from healthcare to legal, finance, and beyond.

They can work in both small or large organizations and are considered a vital part of the administrative team.

They primarily assist in daily office needs and managing the company’s general administrative activities.

This may include tasks such as answering phone calls, scheduling appointments, preparing documents, and maintaining files.

They may also be responsible for greeting visitors and ensuring a welcoming environment, as well as handling incoming and outgoing mail.

Their role may extend to data entry, basic bookkeeping, and maintaining office supplies inventory by checking stock levels and placing orders when necessary.

The Entry-Level Office Assistant often interacts with all levels of the organization, including management, staff, and clients.

They play a crucial role in ensuring smooth communication and efficient operations within the office.

Overall, their goal is to support office staff and executives with general clerical duties, maintain an organized work environment, and contribute to a team-oriented atmosphere.

 

Entry-Level Office Assistant Qualifications and Skills

An Entry-Level Office Assistant should possess a variety of administrative skills, soft skills and technical knowledge to adequately support office operations, including:

• Basic understanding of office management principles and procedures to carry out administrative tasks efficiently.
• Strong organizational skills to manage and maintain files, records, and correspondence for meetings.
• Excellent communication skills for interacting with coworkers, management, and visitors in a professional manner.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for creating documents, managing spreadsheets, and sending emails.
• Ability to handle sensitive information confidentially, demonstrating integrity and trustworthiness.
• Time management skills to effectively prioritize tasks and meet deadlines.
• Customer service skills to handle front office reception and administration duties, including greeting guests and answering phones.
• Problem-solving skills to quickly and efficiently address issues that may arise during the work day.

 

Entry-Level Office Assistant Experience Requirements

Entry-level Office Assistants may not necessarily require years of professional experience but should have a basic understanding of office procedures and operations.

This understanding can come from internships, part-time jobs, or even volunteer work in similar settings.

Candidates are generally expected to have good organizational and multitasking abilities, with a basic proficiency in Microsoft Office applications, particularly Word and Excel.

Experience with data entry, file management, email correspondence, and customer service can also be beneficial.

While not always mandatory, some employers may prefer candidates who have completed a business or administrative certification or associate degree program.

This not only provides a theoretical understanding of office work but also offers practical experience through coursework.

For those with over 1-2 years of experience in similar roles, they may be ready for more complex tasks such as office management, inventory control, or executive support.

Those with more than 3 years of experience may have developed some supervisory skills and could be suitable for roles like Office Manager or Administrative Supervisor.

 

Entry-Level Office Assistant Education and Training Requirements

Entry-Level Office Assistants usually require a high school diploma or equivalent.

However, some employers may prefer candidates with an associate’s degree or higher, particularly in business administration or a related field.

They should have a basic understanding of office tasks such as filing, scheduling, answering phones, and using office machines such as printers and photocopiers.

Familiarity with computer software like Microsoft Office Suite, including Word, Excel, and Outlook is often required.

Knowing how to use software for spreadsheets, databases, and presentation design can be a plus.

Office Assistants can benefit from courses or certifications in office management, administrative support, or a related area.

These can enhance their skills and increase their job prospects.

In addition to formal education, on-the-job training is usually provided to help the Office Assistant understand the specific procedures and operations of the company.

Strong communication skills, both written and verbal, are essential in this role, as is the ability to multitask and organize effectively.

While not always required, knowledge of basic accounting practices and customer service experience may be beneficial.

 

Entry-Level Office Assistant Salary Expectations

An Entry-Level Office Assistant can expect to earn an average salary of $31,200 (USD) per year.

This salary can vary depending on the geographical location, size of the company, and the specific industry sector.

 

Entry-Level Office Assistant Job Description FAQs

What skills does an Entry-Level Office Assistant need?

An Entry-Level Office Assistant should have strong communication skills, both verbal and written, as they often act as a point of contact for clients, customers, and colleagues.

They should also have good organizational skills to manage various tasks and deadlines simultaneously.

Basic computer literacy, including proficiency in word processing and spreadsheet software, is also crucial.

 

Do Entry-Level Office Assistants need a degree?

While a degree may not be a strict requirement for an Entry-Level Office Assistant position, having a diploma or degree in business administration or a related field can be beneficial.

However, skills, such as communication, organization, and computer proficiency, are often more critical for this role.

 

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

Look for a resume that showcases strong organizational skills, communication skills, and experience with office software like Microsoft Office or Google Workspace.

Any experience in customer service or administration could also be beneficial.

If they have a degree or diploma in business administration or a related field, that’s a bonus.

 

What qualities make a good Entry-Level Office Assistant?

A good Entry-Level Office Assistant is reliable, organized, and able to handle multiple tasks at once.

They should be professional, both in appearance and communication, and have a positive, customer-oriented attitude.

They should also be able to work well in a team and be willing to take initiative when necessary.

 

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

Daily duties of an Entry-Level Office Assistant may include answering phone calls, scheduling appointments, filing documents, updating records, greeting visitors, and providing support to other office staff.

They may also assist in preparing reports, correspondence, and presentations.

The specific responsibilities can vary depending on the company and the department they work in.

 

Conclusion

So, there we have it.

Today, we’ve unveiled the real essence of being an entry-level office assistant.

Guess what?

It’s not only about keeping the office in order.

It’s about providing the backbone to our day-to-day operations, one task at a time.

With our definitive entry-level office assistant job description template and real-world examples, you’re ready to get started.

But why limit yourself?

Delve further with our job description generator. It’s your next step towards creating finely-tuned job listings or perfecting your resume to precision.

Remember:

Every task you accomplish contributes to the bigger picture.

Let’s organize that future. Together.

How to Become an Entry-Level Office Assistant (Complete Guide)

Not Just a Job: Unusual Careers That Are Truly Unique

The Career Carnival: Where Every Day at Work Is a Blast

The Unfavored Frontier: The Most Hated Jobs in the Trade

The AI Job Juggernaut: Careers That Are Changing Hands