Administrative Assistant Job Descriptions

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Administrative Assistant Job Description

Administrative assistants provide professional support to make an office run more efficiently. They may be tasked with working with a variety of managers and employees in pursuit of this goal. Most administrative assistants work on tasks related to organization and communication.

This position may involve directing others, creating plans to boost efficiency, and implementing those plans through effective communication. Efficiency is key to the role of administrative assistant. Those hired for the role will be expected to work quickly without sacrificing quality.

Administrative Assistant Job Description Template

We are looking to hire a skilled administrative assistant who can help our office function more efficiently. Duties will include supporting managers and employees by organizing schedules, directing phone calls, ordering office supplies, generating reports, and other tasks that boost our team’s productivity.

To succeed in this role, you will need strong multitasking, planning, and analysis skills. You will also need to demonstrate attention to detail and strong communication skills. Candidates with previous administrative assistant experience are preferred.

Administrative Assistant Responsibilities:

  • Organize travel for senior team members
  • Coordinate and implement office procedures
  • Compose emails for office staff
  • Carry out administrative duties, such as scanning, typing, filing, etc.
  • Maintain office supplies by tracking inventory, anticipating future needs, and ordering supplies as needed
  • Support and guide office visitors
  • Submit expense reports
  • Work with office staff to create and deliver presentations
  • Prepare and monitor invoices
  • Develop and maintain contact lists and files
  • Answer and direct phone calls to appropriate parties
  • Other administrative tasks to support the office

Administrative Assistant Requirements:

  • High school diploma or equivalent; college degree preferred
  • Superior communication skills -- both verbal and written
  • Proven experience in a similar role
  • Attention to detail
  • Knowledge of best practices in office management systems and procedures
  • Proficiency in MS Suite software
  • Strong time management and multitasking skills
  • Planning and organizational skills

Administrative Assistant FAQ:

What tasks does an administrative assistant do?

Successful administrative assistants will be able to carry out a wide variety of tasks to support their office. This begins with client management tasks such as answering the phone, directing calls, and sending emails on behalf of specific employees and managers.

Administrative assistants should also be able to support their office with tasks related to strategic thinking and planning. This involves developing and implementing systems for managing files, inventory, and contact lists. An administrative assistant may also be asked to perform data entry, create presentations, and reconcile expense reports, among other tasks.

Can I use your template for an administrative assistant job description?

Feel free to use our template as a starting point for your own job posting. However, we recommend personalizing the template to create a more accurate representation of your company’s needs and expectations.

This is especially important when hiring an administrative assistant. These professionals may be expected to carry out a wide range of tasks. You will have more success in recruiting the right candidates if you make it clear what you expect the position to entail. This could include everything we have listed in our template, only some of it, or more tasks not detailed here.

What should I include in my office help wanted ads?

Your help wanted ads should be as detailed as possible. Spend some time thinking about the exact characteristics you would like your new administrative assistant to have. Maybe you want to insist upon a college degree. Or, perhaps relevant professional experience is more important to you.

Similarly, you can emphasize or downplay other requirements of the position to meet your needs. Ultimately, you should make sure to include at least a description of the position, its responsibilities, and the qualifications you expect each candidate for the role to possess.

Frequently Asked Questions about hiring a Administrative Assistant

What is the best way to find and hire a Administrative Assistant near me?
Online job boards are the best place to find qualified Administrative Assistant applicants. Employers posting their Administrative Assistant job on Indeed get about 12 applications from that board on average.
Which job boards should I post on to find Administrative Assistant applicants?
You should post to multiple job boards at once. The most successful job postings for a Administrative Assistant are on Indeed – but on average, employers post to 11 boards at the same time, using tools like Workstream. Publishing to multiple job boards at once helps you get your first applicant in 17 hours on average, which is shorter than the national average for Administrative Assistant positions.
What's the best way to communicate with applicants looking for a Administrative Assistant role?
SMS has 99% open rates which is higher than phone call or Email. Text to hire today!
Is it OK to text Administrative Assistant job applicants?
Hourly paid workers, such as Administrative Assistants are actually more engaged when texting about jobs. We have found that text messages are 151% better than email at getting an applicant's response. Have a look at Workstream, which automates the process of texting and uses a phone number specifically assigned to your job post so you don’t have to use your personal phone.
Can I use a different phone number to engage Administrative Assistant applicants via text message?
Yes, tools such as Workstream provide custom phone numbers that allow employers to engage with applicants through their tool without having to use a personal or business cell phone.

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