Administrative assistants are a vital part of any organization, regardless of the industry. They are needed to keep the day-to-day tasks of an office running smoothly. Whether it’s ensuring there is enough stationery stock to arranging meeting and scheduling calls.
If you’re interested in finding the perfect candidate, here is a guide that you can follow and adapt according to your company’s needs, along with some job description templates to help.
An administrative assistant is a key part of any office environment, and the ideal candidate must demonstrate great adaptability and willingness to resolve issues on the job.
The first part of your job description should focus on introducing who you are (or, if you’re a recruiter, who the employer is) and providing an overview of who you’re looking for and how they will contribute to the organization’s long-term goals.
We are seeking a responsible administrative assistant to perform a variety of administrative tasks for our busy office in London. Within this role, you will need to provide support to our managers and employees, as well as assisting in daily office duties and managing our company’s general administrative duties.
We are looking for someone with excellent communication skills and great attention to detail. Previous managerial support is advantageous, as you’ll be working with a handful of our senior members of staff and assisting with their calendar management when required.
Duties and responsibilities
Administrative assistants will have varying duties and responsibilities depending on the size of the office and the general team. However, their main duties should align with our list below.
Duties and responsibilities
- Provide administrative support to ensure efficient operation of the office.
- Answer phone calls, take notes and schedule meetings as requested.
- Welcome and support any visitors to the office, offering any refreshments.
- Carry out administrative duties, such as copying, binding, filing, typing, scanning, etc.
- Take minutes during meetings if requested by management.
- Complete any operational requirements by assigning and scheduling administrative projects and advancing work results.
- Make travel arrangements for senior members of staff, like booking cars, flights, hotel and restaurant reservations.
- Maintain a professional persona and remain polite via all methods of communication.
- Support any team by performing tasks related to the organization.
- Determine inventory level by checking stock and placing orders with suppliers for anything that is running low.
- Develop administrative staff by providing information and educational opportunities.
- Ensure all equipment is in operation and arrange repairs if anything isn’t working accordingly.
- Provide information by answering questions and requests.
- Maintain contact lists and schedule monthly updates.
- Act as a point of contact with internal and external clients.
- Contribute to the team’s effort by accomplishing related tasks as needed.
The requirement of an administrative assistant shouldn’t vary too much from company to company, so you can use the below as a guide and adapt as needed.
- Two years’ experience in a similar role, including administrative assistant, virtual assistant or office assistant.
- Proven knowledge of office management systems and procedures.
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
- Working knowledge of seekipment, such as printers, scanners, etc.
- Excellent time management skills.
- Great attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational skills.
- Great multitasking skills with the ability to prioritize work.
- Fluent in English and Spanish.
- High school diploma, although any higher education would be advantageous.
- Valid drivers’ licence.
To finish your job advert, you could include information on perks and benefits they would receive in the role. Here is a brief example.
Perks and benefits:
- Competitive remuneration
- One year rolling contractual agreement
- 25 paid days’ annual leave, on top of public holidays
- 9–5 working schedule
- Quarterly performance-based bonus scheme
- Friendly and open working environment
- Join a talented and professional team
- Monthly social events
- Free gym membership
Don’t forget to add a notice on being a fair employer.
[Company name] is an equal opportunity employer and encourages applications from qualified candidates regardless of their age, race, sex, disability, sexual orientation and/or religion.
Finding an administrative assistant with the correct skills for the role is essential when hiring. You will need to find someone who has great communication and people skills, as well as someone who is well organized and can perform well under pressure. Therefore, it’s important to conduct a personality assessment when hiring for this role to ensure you meet the right fit!
Got a question about writing a job description for an administrative assistant? Let us know your thoughts in the comments below.