Part-Time Administrative Assistant Job Description [Updated for 2025]

In the fast-paced corporate world, the need for proficient part-time administrative assistants is continually growing.

As businesses evolve, the demand for skilled individuals who can manage, organize and streamline office functions increases.

But let’s delve deeper: What’s truly expected from a part-time administrative assistant?

Whether you are:

• A job seeker trying to understand the crux of this role,
• A hiring manager defining the perfect candidate,
• Or simply curious about the intricacies of administrative tasks,

You’re in the right place.

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

Let’s dive right in.

Part-Time Administrative Assistant Duties and Responsibilities

Part-Time Administrative Assistants are tasked with supporting an office by conducting administrative tasks that ensure the smooth running of the business.

Their duties often include tasks related to organization, communication, and data entry, among others.

Their primary responsibilities include:

• Assisting in managing schedules, meetings, and appointments
• Answering telephone calls and directing them appropriately
• Performing clerical duties such as filing, typing, and photocopying
• Creating and maintaining electronic and hard copy filing systems
• Assisting in the preparation of regularly scheduled reports
• Providing general support to visitors
• Maintaining office supplies inventory and placing orders when necessary
• Updating and maintaining office policies and procedures
• Organizing and scheduling appointments with admin software
• Receiving, sorting, and distributing daily mail/deliveries

 

Part-Time Administrative Assistant Job Description Template

Job Brief

We are looking for a reliable Part-Time Administrative Assistant to join our team.

The ideal candidate will be able to undertake a variety of office support tasks and work diligently under pressure.

This professional will be comfortable working with a high degree of attention to detail and discretion.

They will be responsible for scheduling meetings, taking minutes, and maintaining files.

 

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
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients

 

Qualifications

• Proven experience as an administrative assistant, virtual 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

• Flexible hours
• 401(k)
• Opportunity for advancement
• Paid time off

 

Additional Information

• Job Title: Part-Time Administrative Assistant
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings.
• Reporting Structure: Reports to the Office Manager or Department Head.
• Pay Range: $15 to $25 per hour
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Part-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 Part-Time Administrative Assistant Do?

A Part-Time Administrative Assistant is employed to support a company’s daily operations in a reduced capacity compared to their full-time counterparts.

Their responsibilities typically include managing and distributing information within an office, which can involve answering phone calls, maintaining files, arranging meetings and appointments, and supporting visitors.

They may also be tasked with managing office supplies, preparing regular reports, and managing databases, and often assist in making travel arrangements for their superiors.

In addition, Part-Time Administrative Assistants may be required to undertake clerical tasks such as typing, note-taking, or managing mail, and they usually report directly to an office manager or executive.

Although their working hours are less than full-time assistants, their role is pivotal in ensuring the smooth running of office operations.

Their role may also involve interacting with clients, either in person or on the telephone, providing customer service, and resolving complaints or inquiries.

 

Part-Time Administrative Assistant Qualifications and Skills

A part-time administrative assistant should possess skills and qualifications that cater to the effective performance of secretarial and administrative tasks, such as:

• Strong organizational skills to effectively manage multiple tasks at once while maintaining attention to detail.
• Proficient in the use of software tools such as Microsoft Office (Word, Excel, PowerPoint, and Outlook), to create documents, manage databases, and present information in a clear and concise manner.
• Excellent communication skills, both written and verbal, to effectively convey information to colleagues, supervisors, and clients.
• Good interpersonal skills to foster positive relationships with colleagues and clients, and to handle any potential conflicts or issues in a professional manner.
• Problem-solving skills to promptly and efficiently address any issues or obstacles that may arise in the course of duties.
• Ability to prioritize tasks and manage time effectively to meet deadlines and ensure tasks are completed on schedule.
• Basic accounting skills to manage budgets, invoices, and financial records accurately.
• Customer service skills to interact professionally with clients and address their needs effectively.

 

Part-Time Administrative Assistant Experience Requirements

For a Part-Time Administrative Assistant role, candidates typically have 1 to 2 years of experience, which can often be gained through internships or entry-level positions in an administrative or clerical role.

These individuals may have experience with tasks such as answering phones, scheduling appointments, managing databases, and handling office logistics.

Knowledge of office software, including Microsoft Office Suite, is often a prerequisite.

Candidates with 3 to 5 years of experience as an Administrative Assistant often have developed their organizational and multitasking skills.

They have experience in roles that require them to manage several tasks simultaneously and deal with interruptions effectively.

They may also have more experience dealing with clients or customers, and therefore have honed their communication and interpersonal skills.

Those with more than 5 years of experience might have experience in specialized administrative duties based on the industry in which they worked.

They are likely to be well-versed in meeting planning and coordination, report generation, and perhaps even budget management.

These experienced individuals are often ready for a more senior or managerial administrative role.

 

Part-Time Administrative Assistant Education and Training Requirements

Part-time Administrative Assistants typically require a high school diploma or an equivalent certification.

A significant part of their training comes from on-the-job experience, although some positions may require previous office or administrative experience.

Coursework or certification in office skills, such as typing or word processing, can be beneficial.

Knowledge of specific computer software such as Microsoft Office Suite is often required.

Further education, such as an associate’s or bachelor’s degree in business administration or a related field, can enhance job prospects and advancement opportunities.

Additionally, some individuals may choose to pursue specialized certifications to demonstrate their proficiency in areas such as project management, office administration, or customer service.

Strong interpersonal and communication skills are essential for this role, along with the ability to multitask, prioritize, and work under minimal supervision.

Continuing education and professional development may also be beneficial to stay updated with the latest office technologies and organizational practices.

 

Part-Time Administrative Assistant Salary Expectations

A Part-Time Administrative Assistant earns an average wage of $14.89 (USD) per hour.

This pay rate may fluctuate based on factors such as the duration of their work hours, level of experience, the size and sector of the employing company, and the location of employment.

 

Part-Time Administrative Assistant Job Description FAQs

What skills does a Part-Time Administrative Assistant need?

A Part-Time Administrative Assistant should have excellent organizational and communication skills.

They should be able to handle administrative duties such as scheduling appointments, maintaining files, answering phones, and assisting with office tasks.

They should also be proficient in using office software like Microsoft Office Suite, including Word, Excel, and PowerPoint.

 

Do Part-Time Administrative Assistants need a degree?

While a degree isn’t always necessary for a Part-Time Administrative Assistant, having one in a related field like Business Administration could be beneficial.

However, employers typically value relevant experience and skills more than formal education in this role.

 

What should you look for in a Part-Time Administrative Assistant resume?

When reviewing a Part-Time Administrative Assistant resume, look for prior experience in administrative roles, showcasing skills in organization, communication, and software proficiency.

Also, consider their experience with specific tasks like scheduling, customer service, and office management.

 

What qualities make a good Part-Time Administrative Assistant?

A good Part-Time Administrative Assistant is detail-oriented and reliable.

They should be able to manage their time effectively, handle multiple tasks at once, and prioritize their work.

They should also have excellent interpersonal skills, as they will often be the first point of contact for clients or visitors.

 

Is it challenging to hire a Part-Time Administrative Assistant?

The challenge in hiring a Part-Time Administrative Assistant often depends on the specific needs of your business.

There are many individuals with the necessary skills for the role, but finding someone who fits well within your company culture and can effectively manage their tasks within the part-time hours is key.

 

Conclusion

There you have it!

Today, we’ve given you an in-depth look into what it really means to be a part-time administrative assistant.

Surprise – it’s not just about answering phone calls.

It’s about being the backbone of an office, coordinating tasks and schedules, one to-do item at a time.

With our reliable part-time administrative assistant job description template and real-world examples, you’re ready to take the next step.

But why not go further?

Explore more with our job description generator. It’s your ultimate tool for constructing precise job listings or polishing your resume to perfection.

Remember:

Every task you manage is part of a bigger organizational picture.

Let’s shape that future. Together.

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