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Staff Assistant Job Description Template

Use this Staff 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 Staff Assistant to join our HR team. You will perform various administrative tasks to support our employees on a daily basis.

To succeed in this role, you should have a flair for helping people, providing administrative support and organizing work. You should also show interest in complying with HR policies. You will collaborate with employees from different teams, so excellent interpersonal and communication skills are a must.

Ultimately, you should assist employees with their projects and ensure our company’s departments run smoothly.

Responsibilities

  • Prepare necessary paperwork for regular company procedures
  • Schedule meetings and appointments
  • Organize and maintain employee records
  • Update internal databases (e.g. new hire information)
  • Answer employees’ queries and forward them to the HR department as needed
  • Retrieve company and employee data, as requested
  • Check office supply stock and place orders when needed
  • Arrange staff travel and accommodations
  • Prepare conference rooms (e.g. make reservations and check equipment)
  • Distribute company materials to employees (e.g. brochures, announcements and safety guidelines)

Requirements

  • Proven work experience as a Staff Assistant, Administrative Assistant or similar role
  • Knowledge of office and HR procedures
  • Computer literacy (MS Office in particular)
  • Familiarity with office equipment (e.g. printers and fax machines)
  • Knowledge of labor laws
  • Excellent organizational skills
  • Strong verbal and written communication skills
  • Professionalism while collaborating with varying managerial levels
  • BSc degree in Business Administration, Human Resources or relevant field

What does Staff Assistant do?

A Staff Assistant typically performs a variety of tasks on a day to day basis to support the operations and functions of a team or organization. Some common responsibilities may include:

  1. Administrative Support: Assisting with general office tasks such as managing emails, answering phone calls, scheduling meetings, and maintaining files and records.

  2. Correspondence: Drafting, editing, and proofreading documents, memos, and emails on behalf of the team or organization.

  3. Research: Conducting research on various topics and presenting findings to the team or organization to support decision-making processes.

  4. Coordination: Assisting with the coordination and logistics of meetings, events, and travel arrangements.

  5. Communication: Interacting with internal and external stakeholders, including clients, partners, and suppliers, to facilitate effective communication and information exchange.

  6. Data Management: Assisting with data entry, maintenance, and analysis to support reporting requirements and decision-making processes.

  7. Project Support: Providing assistance on special projects or initiatives as needed, including conducting analysis, preparing presentations, and coordinating project tasks.

  8. Office Management: Assisting with general office management tasks such as ordering supplies, managing equipment, and coordinating maintenance and repairs.

  9. Team Support: Collaborating with colleagues and providing support to team members as needed, such as assisting with workload distribution and teamwork coordination.

  10. Ad hoc tasks: Accomplishing various ad hoc tasks and assignments as required by the team or organization.

Please note that the specific tasks and responsibilities may vary depending on the organization, industry, and level of the position.

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