Administrative Assistant Job Description Template
Use this Administrative Assistant job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Job Brief
We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.
Responsibilities
- Answer and direct phone calls
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers
- Maintain contact lists
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
Requirements
- Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
What does Administrative Assistant do?
On a day to day basis, an administrative assistant performs various tasks to assist in the smooth operation of an office or organization. Some common responsibilities include:
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Managing correspondence: This includes answering phone calls, responding to emails, and sorting and distributing mail.
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Scheduling and coordinating meetings: Administrative assistants often handle the scheduling of meetings, preparing meeting agendas, and coordinating logistics such as booking rooms and arranging for necessary equipment.
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Organizing and maintaining files: Administrative assistants are often responsible for creating and maintaining organized filing systems for various documents, such as contracts, licenses, and employee records.
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Data entry and record keeping: They are responsible for entering data into spreadsheets or databases and maintaining accurate records of various information.
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Coordinating travel arrangements: This includes booking flights, hotels, and transportation for employees who need to travel for work-related purposes.
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Managing office supplies and inventory: Administrative assistants may be in charge of ordering and replenishing office supplies, as well as keeping track of inventory.
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Assisting with financial tasks: This includes tasks such as processing invoices, expense reports, and payroll.
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Assisting with administrative projects: They may be assigned special projects such as research, preparing reports or presentations, and conducting data analysis.
In addition to these day-to-day tasks, administrative assistants may also support other team members or departments as needed and assist with any other general administrative duties that arise.