Administrative Assistant Job Description Template

A brief overview of the Administrative Assistant role

Administrative assistants handle tasks on behalf of senior colleagues. The role varies across sectors. For example, responsibilities will be different for HR or medical administrative assistants. Generally, tasks include distributing information, connecting colleagues or departments, and carrying out day-to-day office duties.

Administrative Assistant job brief

We are looking for a skilled administrative assistant to support our management team. You'll have a range of responsibilities within the central office, including direct support for managers and general clerical work. Our ideal candidate is someone with excellent MS Excel and writing skills. You'll need to communicate fluently and accurately via telephone, video calls, and email. Strong organizational abilities and the capability to meet deadlines while managing various tasks are essential.

Administrative Assistant responsibilities

General office administration, including phone communication, emails, using office equipment, and supporting meetings
Scheduling bookings and appointments for senior colleagues
Sharing critical information with team members as directed
Preparing regular administrative reports
Maintaining an efficient office filing system
Purchasing office supplies
Managing expenses for teams and company officers
Welcoming and supporting clients as needed

Administrative Assistant required skills

A high school diploma is essential, but a diploma in Business Administration or Office Management is desirable
Relevant experience in an administrative role
Proficiency in MS Excel, Word, and Outlook
Strong written and verbal communication skills
Ability to liaise with clients and senior colleagues
Excellent organizational skills, including time management and accurate record-keeping
Ability to work autonomously and solve professional problems

FAQ about hiring for a Administrative Assistant role

What does the administrative assistant role involve?

Common tasks include providing information, storing records, and making arrangements. They take calls, send emails, write reports, and contribute to staff meetings. They may also organize travel, schedule room bookings, or handle client visits.

What should you look for in a great administrative assistant?

Look for efficiency and reliability. They should work independently while carrying out duties for senior colleagues. Essential technical skills include MS Office proficiency and familiarity with office equipment. Communication skills are also incredibly important.

How do administrative assistants fit into the organization?

Administrative assistants report to a departmental or line manager and may be individually assigned to senior executives. They often support all office employees, executing administrative tasks as needed.

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