Office Assistant Job Descriptions

Find Office Assistant job description examples you can re-use to hire faster, or use our template to create your own.
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Office Assistant Job Template

Office assistants handle a variety of tasks in the workplace. Typically, their responsibilities include organization and clerical support tasks that keep an office running smoothly. They may also schedule appointments, write business copy, proofread many kinds of material, and screen guests. 

The exact role of an office assistant tends to vary for different offices and companies quite a bit. Office assistants may handle different kinds of work, depending on who they are working for primarily as well as their individual strengths and skills. 

Office Assistant Job Description Template

Our office is looking to hire a qualified office assistant to handle clerical tasks in our office. You will be responsible for handling incoming phone calls and other outside communications as well as greeting clients and office visitors. You will also be asked to handle file management, updating paperwork and other internal documents, as well as perform general clerical duties and some errands. 

We are looking for candidates that can write clearly and proficiently in standard word processing applications. An ideal candidate would also be personable with strong communication skills and able to work with a wide variety of other people and personalities. 

Office Assistant Responsibilities:

  • Handling incoming calls and other office communications
  • File management and file system management
  • Recording information as needed within the office
  • Greeting clients and office visitors
  • Updating office paperwork and maintaining office documentation
  • Typing in standard word processing software
  • Organizing and maintaining community office space
  • Organizing and scheduling travel including booking accommodations and reservations as needed by office staff
  • Working as an office event coordinator
  • Managing supply inventory
  • Maintaining office equipment
  • Working as a client receptionist (as needed)
  • Data entry and management
  • Experience as a virtual assistant is a plus

Office Assistant Requirements:

  • High School Diploma or Associate’s Degree
  • Experience as an office assistant or similar field
  • Clear and consistent writing skills and familiarity with word processing software
  • Personable and warm and friendly personality a bonus
  • Strong communication skills
  • Valid driver’s license

Office Assistant FAQ:

Can I Make Changes To Your Office Assistant Job Posting?

Yes, of course! An office assistant is an important member of your team, but every company and organization is going to need something slightly different from their office assistants. You might even be looking for a range of different skills and job responsibilities from your candidates if you're looking to hire more than one individual. 

Feel free to add, subtract, or change the basic details of this job posting to better tailor your company’s job listing to the kind of candidate you need. You should be looking for an office assistant that is qualified for their responsibilities and who will be a good fit for your company as a whole. It's important to tailor your listing to help attract the right kind of skill set and personality. That might mean expanding on the qualifications, requirements, or description, so feel free to modify any section as needed. 

How can I change your office assistant job description sample to make it work for my company? 

There are many options for changing this office assistant description to better fit the needs of your company. One of the most common and effective options is to expand the office assistant description to include more of the qualities you’re looking for in a good candidate. Those qualities could be the qualities you are looking for professionally, or even qualities that you think will help with fitting in with your corporate culture. It can also be helpful to alter the responsibilities list to better reflect the exact job responsibilities you need. 

Frequently Asked Questions about hiring a Office Assistant

What is the best way to find and hire a Office Assistant near me?
Online job boards are the best place to find qualified Office Assistant applicants. Employers posting their Office Assistant job on Indeed get about 13 applications from that board on average.
Which job boards should I post on to find Office Assistant applicants?
You should post to multiple job boards at once. The most successful job postings for a Office Assistant are on Indeed – but on average, employers post to 15 boards at the same time, using tools like Workstream. Publishing to multiple job boards at once helps you get your first applicant in 5 hours on average, which is shorter than the national average for Office Assistant positions.
What's the best way to communicate with applicants looking for a Office Assistant role?
SMS has 89% open rates which is higher than phone call or Email. Text to hire today!
Is it OK to text Office Assistant job applicants?
Hourly paid workers, such as Office Assistants are actually more engaged when texting about jobs. We have found that text messages are 187% 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 Office 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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