Administrative Assistant Job Description

administrative assistant

Admin Assistant

Admin Assistants are the backbone of any organization. They are tasked with the daily work of keeping the business running smoothly – wearing many hats ranging from the receptionist to the accountant.

Many people have no idea what an AA actually does, but this job requires people to be organized and have excellent communication skills.

There are several other key characteristics required to be successful in this role which are listed below in the admin assistant job description.


ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

Writing a captivating job description is a key part of helping employers bring on the best talent available – helping you stick out from the rest of the employers looking to hire the same candidates.

When written well, a job description gives the candidates a clearer picture of what the position entails.

Learn more about the key requirements, duties, responsibilities, and skills that should be included within an Administrative Assistant job description.

Job Description Summary

Capture the reader’s attention with a short but captivating overview including details that will distinguish your job and company from the others.

Common Key Responsibilities And Duties

Highlight and outline the core responsibilities related to the position. This will give the applicants a better understanding of the work they should expect and prevent uninterested/unqualified candidates from applying (to a certain point).

  • Answer phones and greet visitors
  • Schedule appointments and maintain calendars
  • Schedule and coordinate staff and other meetings
  • Collate and distribute mail
  • Prepare communications, such as memos, emails, invoices, reports and other correspondence
  • Write and edit documents from letters to reports and instructional documents
  • Create and maintain filing systems, both electronic and physical
  • Manage accounts and perform bookkeeping

Common Qualifications And Skills

Identify a list of the “must” and “nice to” haves for the open position – this could include both hard and soft skills.

  • Decision-making: Administrative Assistants have to make independent decisions on a daily basis, addressing the best way to handle specific tasks.
  • Communications and collaboration: An Administrative Assistant must collaborate with other administrators and support personnel, management and clients on a regular basis.
  • Organizational skills: Organization and prioritization are the core elements of the Administrative Assistant’s responsibilities. You must know how to keep yourself and others organized and how to determine which tasks are the most important in a given list.
  • Writing: Spelling, punctuation, sentence structure and writing are essential to an Administrative Assistant, who must be proficient in a variety of styles.

Related Resources


Frequently Asked Questions (FAQ)

What Do Most Administrative Assistant’s Make?

An Administrative Assistant makes on average $38,000 to $48,000 per year. This number depends heavily on the level of experience, certifications/education and your geographical location.

What Is In A Job Description?

A job description typically contains the following pieces: job title, job purpose, job duties and responsibilities, required skills/qualifications, preferred skills/qualifications and education.

They will often contain a short overview of the company or team you would be joining in the role as well.

Why Is Job Description Important?

Job descriptions help identify particular skills, qualifications and experiences that are necessary for a candidate to possess in a particular role.

This gives the person hiring (whether that be HR, a hiring manager, or recruiter) a clear view on what to look out for in applicants and the job seeker an understanding of whether they are qualified for the position or not.

How Do You Write A Good Job Description?

There are a number of ways you can go about writing a good job description – but the most straight forward approach is to take it step by step.

  1. Add a basic job title (don’t get cute here)
  2. Start with a short but exciting summary of the role
  3. Focus on the key responsibilities needed to fulfill the job
  4. Require only the most important skills (asking for too much will deter candidates)
  5. Add education requirements if it’s necessary
  6. Write a short overview of your company and the culture

Job Description Template (Source: SHRM)

Below is a job description template – the role of a Customer Service Supervisor is used as the example copy to better paint a picture of how your job description should look. Source = SHRM who also has a number of other job description template on their website here.

Job Summary:

Example: The Customer Service Supervisor will oversee and assist customer service employees in the performance of their job duties such as responding to customer inquiries and resolving issues or complaints.

Supervisory Responsibilities:

Examples:

  • None.
  • Recruits, interviews, hires, and trains new staff.
  • Oversees the daily workflow of the department.
  • Provides constructive and timely performance evaluations.
  • Handles discipline and termination of employees in accordance with company policy.
  • Duties/Responsibilities:
  • Performs other related duties as assigned.

Duties/Responsibilities:

List the essential job duties that are specific to the position.

Required Skills/Abilities:

Examples:

  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent sales and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Strong supervisory and leadership skills.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Ability to function well in a high-paced and at times stressful environment.
  • Proficient with Microsoft Office Suite or related software.

Education and Experience:

Examples:

High school diploma or equivalent.

At least two years related experience required.

Current human resources and/or compensation credentials or certification preferred.

Physical Requirements:

Examples:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times. 


Category: Administrative Assistant Job Description

Tags: how to write an admin assistant job description, administrative assistant job summary, administrative assistant job duties, administrative assistant qualifications, administrative assistant responsibilities, administrative assistant required skills, administrative assistant education, administrative assistant purpose, administrative assistant experience

Author: Reid is a contributor to theJub. He’s an employment and marketing enthusiast who studied business before taking on various recruiting, management, and marketing roles. More from the author.


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