Professional Administrative Assistant Job Description (2021)
Free administrative assistant job description template. Sometimes referred to as an "admin assistant," or "administrative aide," an Administrative Assistant assists an administrative professional in staying organized and completing duties so that they can focus on more advanced responsibilities.
Their responsibilities include scheduling meetings with administrators, receiving office guests, and preparing papers on their behalf.
Administrative assistant job description
For job seekers and employers:
Administrative assistant tasks and duties include providing administrative support to ensure the workplace runs smoothly. Supports managers and workers with a range of organizational and communication responsibilities.
Administrative assistants are in charge of sensitive and secret information. Familiar with a wide range of concepts, methods, and processes in the area.
Ability to interact effectively via phone and email to ensure that all Administrative Assistant tasks are performed properly, with high quality, and on schedule. Others' efforts can be directed and led by you.
To plan and achieve goals, rely on your expertise and judgment, and anticipate a lot of creativity and latitude. A manager or the head of a unit/department is usually the person to whom they report.
Administrative assistant duties
Administrative assistant responsibilities:
- Answer calls.
- Organize and schedule meetings. Schedule appointments.
- Keep track of your contacts.
- Produce and distribute memos, letters, faxes, and forms for correspondence.
- Assist in the production of reports that are due on a regular basis.
- Create and keep a file system.
- Purchase office supplies.
- Make travel arrangements, restaurant reservations, and book flights.
- Oversee office procedures.
- Completing preventive maintenance requirements.
- Expense reports must be submitted and reconciled.
- Conducts research and develops presentations.
- Produce reports.
- Manage a number of initiatives.
- Prepare and keep track of invoices.
- Ensure efficient operation of all office equipment.
- Provide information, educational opportunities, and possibilities for experience growth to administrative personnel.
- Complete preventative maintenance needs, call for repairs, monitor equipment inventories, and evaluate new equipment and procedures to ensure equipment operation.
- Maintain supply inventory by monitoring stock to assess inventory level, predicting supplies needed, and making and expediting supply orders. concompanying the delivery of materials
- Attend educational courses, read professional publications, build personal networks, and join professional organizations to keep your professional and technical knowledge up to date.
- Filing, typing, copying, binding, scanning, and other administrative tasks are performed.
- Prepare letters and emails on behalf of other members of the office.
- Make reservations for conference calls, rooms, cabs, couriers, and motels, among other things.
- When necessary, cover the reception counter.
- Keep both computer and manual filing systems up to date.
- Take responsibility in maintaining equipment inventories.
- Resolve any administrative problems for hiring managers, executives, and staff.
- Answer and direct phone calls.
- Organize appointment books.
- Assist in the production of regularly scheduled reports.
- Develop, create and keep a file system.
- Manage the schedules of your employees.
- Maintain accurate employee vacation records.
- Repairs to office equipment should be coordinated.
- Implement administrative and clerical procedures.
- Concompany senior staff restaurant bookings.
- Filing, typing, copying, binding, scanning, and other administrative duties get performed.
- Provides information, educational opportunities, and chances for experiential growth to administrative staff.
- Execute clerical and administrative processes.
Administrative assistant requirements
A successful candidate should have the following:
- A high school diploma or equivalent is required.
- Bachelor's degree or associate's degree in Business Administration, Communications, or Marketing a plus.
- Experience as a secretary or assistant with a proven track record.
- Understanding of office management systems and processes is required.
- Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks.
- Detail-oriented and problem-solving abilities.
- Excellent communication abilities, both written and vocal.
- Strong planning and organizing skills.
- Excellent time management skills.
- Microsoft Office Suite (MS Office) savvy (Microsoft Excel, Microsoft Word).
- 7 years of experience in the field or a similar field is required.
- Polite and professional communication skills.
Administrative assistant skills
An Administrative Assistant must possess a wide range of skills and certifications in order to carry out their different responsibilities.
The Administrative Assistant is mostly a support role, which means that communication and decision-making are critical.
The following are some of the specific skills that all administrative assistants should have:
- Decision-making: On a daily basis, Administrative Assistants must make autonomous judgments about how to effectively manage certain duties.
- Communication and collaboration: An Administrative Assistant must regularly communicate with other administrators and support staff, management, and clients.
- Organizational skills: The Administrative Assistant's tasks include organization and prioritizing. You must be able to organize yourself and others, as well as identify which chores in a given list are the most critical.
- Writing: An Administrative Assistant must be able to spell, punctuate, organize sentences, and write in a number of genres, including creative, professional, technical, educational, and more.
What does an administrative assistant do?
Administrative Assistants are generally employed by businesses to supervise ordinary and advanced tasks performed by other experts.
They collaborate with Administrators and other workers to organize files, compose letters, and compile reports and papers.
Their work entails a variety of clerical duties, such as managing calendars, sorting mail, and generating bills. They can also be in charge of event planning as well as meeting setup and execution.
Administrative assistants can earn a decent living, especially as their careers progress.
While a new secretary-level Administrative Assistant's beginning compensation might be as low as $7.25 per hour, the typical Administrative Assistant in the United States earns $15.42 per hour.
Executive Administrative Assistants with extensive education and experience can make up to $30.25 per hour at the top of the pay scale.
Education and training
An Administrative Assistant must have a high school diploma or GED as a minimal degree of education. Training in these areas can also be provided through temporary agencies.
Courses in word processing and general office operations are available at vocational schools and community colleges for individuals fresh out of high school and can be extremely beneficial.
Administrative Assistants with a bachelor's degree are more employable because they are perceived to have a more well-rounded education that includes writing and mathematics, both of which are important skills in the work.
While prior experience isn't needed for employment as an Administrative Assistant, many companies respect it.
This is because many office workers gain their primary abilities through on-the-job training, and a lengthy history of employment with different businesses can demonstrate trustworthiness, responsibility, and that you have the necessary skills.
Starting as a secretary and working your way up demonstrates increased skill development and devotion.
Successful candidates for this position typically advance to helping higher-level leaders (sometimes as an Executive Assistant), managing other administrative assistants, or working as an office manager.
- Learn About a Career as an Administrative Assistant
- American Society of Administrative Professionals
- Administrative Assistant’s and Secretary’s Handbook
- Executive Assistants Organization
- International Association of Administrative Professionals (IAAP)
- Administrative Assistant Job Information by the National Careers Service
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Download the free administrative assistant job description PDF template. And use the sample administrative assistant job description provided to make an efficient job posting for your company. For more information please visit the U.S. Bureau of Labor Statistics.
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