General Administrative Assistant Job Description [Updated for 2025]

In today’s fast-paced business world, the role of the General Administrative Assistant has never been more crucial.

As business landscapes evolve and organizations grow, there’s an increasing demand for skilled individuals capable of performing, managing, and coordinating administrative tasks efficiently.

But what exactly is expected from a General Administrative Assistant?

Whether you are:

• A job seeker trying to understand the scope of this role,
• A hiring manager looking to outline the perfect candidate,
• Or simply interested in the dynamics of administrative work,

You’ve come to the right place.

Today, we present a customizable General Administrative Assistant job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

General Administrative Assistant Duties and Responsibilities

General Administrative Assistants provide key support within an office, performing tasks that keep daily operations running smoothly.

They are expected to multitask across diverse responsibilities, including clerical and secretarial duties.

The primary duties and responsibilities of a General Administrative Assistant include:

• Managing office supplies inventory and placing orders as necessary
• Answering and directing phone calls to relevant staff
• Scheduling appointments, meetings, and managing staff calendars
• Coordinating travel arrangements for staff members
• Preparing reports and documents as needed
• Maintaining and updating company databases
• Organizing, filing, and retrieving corporate records, documents, and reports
• Providing general support to visitors
• Handling basic bookkeeping tasks
• Supporting staff in assigned project-based work
• Creating and maintaining electronic and hard copy filing system
• Providing excellent customer service to clients and customers

 

General Administrative Assistant Job Description Template

Job Brief

We are seeking a reliable and organized General Administrative Assistant to manage office tasks efficiently.

The role includes carrying out administrative duties such as filing, typing, copying, binding, scanning, etc.

The ideal candidate will be competent in prioritizing and working with little supervision and is self-motivated and trustworthy.

 

Responsibilities

• Manage office supplies and place orders when necessary.
• Maintain and update company databases.
• Organize and schedule appointments and meetings.
• Prepare regular reports and presentations.
• Answer queries from team members and clients.
• Assist in the preparation of regularly scheduled reports.
• Support team members and manage their queries.
• Maintain contact lists and manage correspondence.
• Submit and reconcile expense reports.

 

Qualifications

• Proven experience as a General Administrative Assistant, Administrative Assistant or similar role.
• 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.
• Strong organizational skills with the ability to multi-task.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving skills.
• 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: General Administrative Assistant
• Work Environment: Office setting with options for remote work. Some travel may be required for company events or meetings.
• Reporting Structure: Reports to the Office Manager or Administrative Head.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $30,000 minimum to $45,000 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 a General Administrative Assistant Do?

General Administrative Assistants often work for corporations, non-profits, government agencies, educational institutions, and other organizations, providing support to various departments or individuals within the organization.

They typically perform tasks such as answering phone calls, scheduling appointments, taking meeting minutes, and managing daily office operations.

Administrative Assistants are also responsible for organizing and maintaining files and databases, responding to inquiries or directing them to the appropriate individuals, and assisting with project coordination and execution.

They may also prepare documents, process mails, manage office supplies inventory, and ensure the organization’s procedures are followed.

In some cases, they may be responsible for more specific tasks such as managing budgets, conducting research, or preparing reports.

In all their tasks, General Administrative Assistants aim to streamline and improve office functions and contribute to the overall efficiency of the organization.

 

General Administrative Assistant Qualifications and Skills

A General Administrative Assistant should possess a specific set of skills and qualifications to efficiently manage office duties, including:

• Excellent organizational skills to manage and prioritize multiple tasks, meet deadlines and maintain an orderly office environment.
• Strong communication skills to interact professionally and effectively with staff, clients and visitors, both orally and in writing.
• Proficiency in using various office software such as Microsoft Office Suite (Word, Excel, PowerPoint), email systems, and other office tools.
• Attention to detail to ensure accurate data entry, filing, and management of correspondence and documentation.
• Good interpersonal skills to foster a harmonious working environment and to work well within a team.
• Problem-solving skills to handle office-related issues and to provide suitable solutions in a timely manner.
• Customer service skills for dealing with clients, suppliers and external agencies in a professional and courteous manner.
• Ability to maintain confidentiality, especially when dealing with sensitive information.

 

General Administrative Assistant Experience Requirements

General Administrative Assistants may start with little to no experience in the field, but would benefit from having previously taken on roles that involve organization, communication, and basic computer skills.

Entry-level candidates usually have 1 to 2 years of experience, often obtained through internships or part-time roles in office environments.

This experience may involve tasks such as data entry, customer service, or other administrative duties.

Candidates with 3 to 5 years of experience typically have more developed skills in office management, human resources, or secretarial duties.

They are often proficient in using office software like MS Office, Google Suite, or CRM systems.

Those with over 5 years of experience are usually considered for higher-level administrative roles.

They may have experience managing a team, handling sensitive information, and coordinating complex office procedures.

Such individuals have typically honed their problem-solving skills and are adept at providing administrative support in a fast-paced environment.

In some cases, employers may require administrative assistants to have specific industry experience, depending on the nature of their business.

This could include experience in legal, medical, educational, or corporate settings.

 

General Administrative Assistant Education and Training Requirements

General Administrative Assistants typically require at least a high school diploma or equivalent, though an associate’s or bachelor’s degree in business administration, communications, or a related field can be beneficial.

They often receive on-the-job training to learn specific procedures and tasks pertinent to the company.

However, prior knowledge or experience in office administration, computer applications such as Microsoft Office Suite (Word, Excel, PowerPoint), and other basic office equipment is usually preferred.

Certain companies might require their administrative assistants to have specific knowledge in the field the company operates, such as legal or medical terminology.

In such cases, a specialized certification course in the relevant field may be beneficial.

Strong organizational, communication, and customer service skills are typically sought after in this role.

Administrative assistants may also need to handle sensitive information, so integrity and trustworthiness are crucial.

Continuing education and professional development opportunities, such as seminars and workshops on new software or administrative methods, can help an Administrative Assistant keep their skills updated.

Moreover, gaining experience and demonstrating competence can lead to advancement opportunities.

 

General Administrative Assistant Salary Expectations

A General Administrative Assistant can expect to earn an average salary of $39,850 (USD) per year.

The actual income may fluctuate based on factors such as years of experience, the region in which they work, and the financial standing of the employing company.

 

General Administrative Assistant Job Description FAQs

What skills does a General Administrative Assistant need?

An Administrative Assistant should possess strong communication skills, both written and verbal, to handle daily correspondence and interaction with other staff and clients.

Good organizational abilities and attention to detail are crucial for managing files, scheduling and coordinating meetings and tasks.

They should also have proficiency in MS Office, including Word, Excel, PowerPoint and Outlook.

 

Do General Administrative Assistants need a degree?

While not always mandatory, many employers prefer Administrative Assistants to have at least an associate’s degree or higher in business administration or a similar field.

However, relevant work experience can often be considered in lieu of educational requirements.

 

What should you look for in an Administrative Assistant resume?

When reviewing a resume, look for a background in administrative work, including experience with handling phone systems, customer service, scheduling, or database management.

Proficiency in various office software and applications should also be indicated.

A good Administrative Assistant resume will also highlight soft skills like problem-solving abilities, interpersonal skills, and organizational capabilities.

 

What qualities make a good Administrative Assistant?

A good Administrative Assistant is dependable, managing tasks promptly and accurately.

They must have strong problem-solving skills and the ability to prioritize tasks in a fast-paced environment.

A high degree of professionalism, interpersonal skills and discretion is also necessary as they often deal with sensitive information.

Furthermore, they should be self-motivated and capable of working with minimal supervision.

 

How crucial is the role of a General Administrative Assistant in an organization?

The role of a General Administrative Assistant is extremely vital to an organization.

They ensure the smooth running of the office, helping to improve efficiency and effectiveness.

Their role includes organizing, scheduling, and assisting in the execution of daily business operations.

Often, they are the first point of contact for clients or customers, thus their professionalism and performance can greatly impact the company’s impression.

 

Conclusion

And there you have it.

Today, we’ve unraveled the intricacies of what being a general administrative assistant truly entails.

Surprised?

It’s not just about managing schedules and filing paperwork.

It’s about orchestrating the heartbeat of the office, one task at a time.

With our comprehensive general administrative assistant job description template and practical examples, you’re well equipped to make your next move.

But don’t stop just yet!

Explore further with our job description generator. It’s your next step to creating laser-precise job listings or polishing your resume to perfection.

Remember:

Every task, no matter how small, contributes to the broader success of the organization.

Let’s orchestrate that success. Together.

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