What Is an Administrative Assistant?
The administrative assistant role transcends well beyond clerical work; it involves a blend of communication, organization and other tasks that ensure smooth day-to-day office operations.
Some common responsibilities include:
- Answering front desk phone calls
- Managing senior staff calendars
- Maintaining physical and digital files
- Ordering office supplies
- Preparing bookkeeping reports
Writing an Administrative Assistant Job Description
Writing an effective job description is a crucial step in attracting the right candidate. It should be as much about selling your company as it is about listing the job requirements. Here is how to write a job description for an administrative assistant posting.
Company/Job Description
This first section is where you sell potential candidates on your company. Explain:
- Company culture and values
- Company mission and vision
- Employee perks and benefits
Benefits are the perfect segue into the role itself. Describe the role in one or two sentences, ending with the time commitment (part-time or full-time) and expected pay (hourly or salary). Save the detailed list of responsibilities for the next section.
Duties
A comprehensive list of duties sets clear expectations. It tells potential candidates what to expect, helping them assess whether their abilities align with what you’re looking for.
Here are some common administrative assistant duties to consider for your list:
- Handling calls, emails, memos and other forms of correspondence
- Maintaining digital and physical records
- Preparing reports, presentations and other documents
- Coordinating executive travel arrangements
- Welcoming visitors to the office
- Keeping inventory on office supplies
Experience and Education
This is the section where you specify what level of education and how many years of experience you want your administrative assistant to have.
At the very least, administrative assistants have a high school diploma. It’s also not uncommon to see requirements for an associate’s or bachelor’s degree in business or communication.
In terms of experience, the role may be entry-level with no experience required or senior-level with 5+ years of administrative experience required. Choose this number based on what you want your administrative assistant to do and what you feel comfortable training on the job.
Required Skills
This section lays out the skills that potential candidates have learned from their previous jobs and/or degrees that they must apply to this role to succeed. These skills may include:
- Proficiency in Microsoft Office, Google Workspace or a similar business suite for communication and collaboration
- Written and verbal communication skills for interacting with clients and staff
- Attention to detail to ensure accuracy with data entry, document preparation and report generation
- Basic math skills for bookkeeping and budgeting
Tailor this list to include any specific skills unique to the position at your organization.
Preferred Skills
This section mentions non-essential, but helpful skills. Having these skills sets a candidate apart, indicating a higher level of proficiency in the administrative field.
Some examples of preferred skills for administrative assistants include:
- Knowledge of specific software relevant to your industry
- Fluency in a second language if your company does international dealings or has diverse clients
- Experience in handling confidential information regarding your finances or clients
Call to Action
Concluding your job posting with a clear call to action is crucial in guiding interested candidates through the application process. Provide instructions on how to submit an application, outline next steps in the hiring process and offer a point of contact for any follow-up questions.
Being transparent and approachable in your call to action not only streamlines the application process but also creates a positive first impression of your company.
Administrative Assistant Job Description Example
Below is an example of an administrative assistant job description. Employers can use this example as a template for their own postings.
Job Title: Administrative Assistant
Location: [City, State]
Job Type: [Full-Time or Part-Time, Salaried or Hourly]
Pay: [Pay Rate] per [Year or Hour]
About Us:
At [Company Name], we pride ourselves on fostering a collaborative and innovative work environment. We are committed to driving success by helping our team members reach their full potential.
Job Summary:
As an Administrative Assistant, you will play a vital role in supporting our dynamic team. You will be responsible for managing daily administrative tasks to ensure our office runs smoothly. This position is ideal for organized, detail-oriented individuals who thrive in a fast-paced setting.
Key Responsibilities:
- Answer and forward front desk phone calls
- Maintain digital and physical files
- Prepare reports, presentations and other documentation
- Coordinate executive travel arrangements
- Organize executive calendars
- Welcome office visitors
- Maintain office supply inventory
- Accept business mail
Qualifications:
- High school diploma or equivalent; associate’s or bachelor’s degree preferred
- 1+ years of experience as an administrative assistant or similar role
- 1+ years of experience with Microsoft Office
- 5+ years of experience with computers
Required Skills:
- Organization
- Time management
- Written and verbal communication
- Attention to detail
- Problem solving
- Adaptability
Preferred Skills:
- Experience with [Industry]
- Experience with [Industry Software]
Benefits:
- Competitive salary
- Health, dental and vision insurance
- Retirement planning
- Professional development
- Paid time off
How To Apply:
Please submit your resume and cover letter detailing your experience and fit for the role to [Email Address]. For any inquiries, contact [Contact Person] at [Contact Number/Email].
We look forward to reviewing your application!
The Bottom Line
This guide provides a detailed framework for crafting an effective administrative assistant job description. It highlights responsibilities, qualifications and skills. We encourage you to use our guidelines to craft your job posting and start your recruiting process.
Frequently Asked Questions About Administrative Assistant Job Descriptions
Yes, full-time administrative assistants usually get benefits. The specific benefits vary by company, but some of the most common ones include health insurance, dental and vision coverage, retirement contribution matching and paid time off.
Administrative assistants can be full-time or part-time, depending on the organization’s needs. Some companies may also offer temporary or contract positions, especially during peak business periods.
The salary for administrative assistants varies based on location, experience, education and industry. However, the average annual salary across the United States is between $40,000 and $57,000.
According to the American Society of Administrative Professionals, the average typing speed for administrative and executive assistants is 60 words per minute (wpm). This is higher than the 40-wpm average for individuals in other professions.
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