Best Administrative Assistant Job Description for 2021

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Free administrative assistant job description. An administrative assistant (or "admin assistant") is a professional responsible for assisting with administrative tasks within a business or company. The administrative assistant provides support to supervisors, managers, executives, and other employees. The administrative tasks include distributing information around the office, answering phones, taking notes or memos, and maintaining filing systems.

An administrative assistant (or "admin assistant") has various job titles. Including executive assistant, senior administrative assistant, legal secretary, medical secretary (in a medical office or hospital setting), executive secretary, and virtual assistant.

free administrative assistant job description sample and template

Administrative Assistant Job Description Sample and Template

Sample administrative assistant job description. Use this sample to write your job description and modify the description template to suit your position requirements.

Sample job brief

Our business is seeking a highly motivated administrative assistant (or "admin assistant") who can assist with a variety of administrative and clerical duties. This includes handling general office tasks, organizing our filing system, overseeing office equipment, assisting senior managers with travel arrangements. Or assisting with scheduling appointments, assisting with employment tasks, and other administrative support duties. A successful candidate is a polite, professional, and multitasking individual. Someone who is comfortable with computers and has a high degree of verbal and written communication skills. Administrative assistants will be working on a variety of projects. Anywhere from general staffing needs to assisting in board meetings. The ideal candidate will need to have attention to detail and may be required to take notes during important meetings.

Tip: Customize this job brief before placing a job advertisement online. Speak with the staff and ask what their ideal candidate looks like. Then customize this brief based on the gathered responses. Never use the job brief template verbatim.

Sample administrative assistant duties and responsibilities

Sample administrative assistant responsibilities include:

Assist senior managers with work environment changes, disciplines, and improvements. And general staff or staffing needs. Like recruitment or hiring. And employee training preparation and executing training programs.
Provide information to customers and employment staff by answering questions.
Handle word processing tasks. And use word processing software.
Assist senior managers with administrative duties. From assisting with event planning to managing employment benefits.
Oversee general office management procedures. Including the assurance of office equipment. Maintaining equipment, managing inventories, and evaluating new equipment.
Work closely with senior management to oversee all aspects of the work environment. Including the outside sales team and sales manager.
Assist with travel arrangements, make travel arrangements phone calls, scheduling meetings, rescheduling meetings, and other appointment tasks.
Schedule appointments for teams.
Assist staff with general needs. Order office supplies and maintain office stock.
Greet and assist visitors. Answer inquiries while welcoming guests.
Use computer skills to generate reports.
Answer phones, make phone calls, make appointments, and schedule support calls.
Work closely with other executive administrative assistants.
Provide polite and professional communication to customers.
Deliver regularly scheduled reports.
Develop new reports.
Direct phone calls.
Organize office materials.

Tip: Customize these responsibilities according to the information collected from internal teams.

Sample job requirements

Qualified candidates should have the following qualifications:

High School Diploma or equivalent.
Bachelor's Degree in Business Administration a plus.
Previous work experience as an administrative assistant preferred.
A high degree of communication skills and organizational skills.
Ability to take on any administrative task and task size.
Desire to grow as an administrator and improve company efficiency.
Comfortable with a flexible work schedule.
Comfortable recruiting, hiring, and managing employment benefits.
Knowledge of general office management systems and procedures. Comfort handling office tasks and maintaining office equipment.
Patient and friendly personality. Attention to detail. Problem-solving skills.
Comfortable with MS Office (Microsoft Office) suite.
Previous "admin assistant" or administrative assistant experience a plus. Administrative assistants okay to apply.

Administrative Assistant skills

Active-listening skills.
Computer skills.
Microsoft Excel skills.
Problem-solving.
Supply management.
Inventory control.
Verbal communication.

Job Resources

Related job descriptions

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.