Administrative Assistant Job Description Template

This is a job description template for an Administrative Assistant role. As an Administrative Assistant, you will be responsible for performing various administrative and clerical tasks to support the efficient operation of your employer's office. You will be required to handle phone calls, emails, and letters, schedule appointments, arrange meetings, and assist with other administrative tasks as required. The role requires strong organizational and communication skills, attention to detail, and the ability to multitask in a fast-paced environment. This template outlines the key responsibilities and requirements for the role, allowing you to easily customize it according to your specific needs.

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  • Answer and direct phone calls
  • Organize and schedule appointments
  • Write and distribute emails, memos, and letters
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Book travel arrangements
  • 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


  • Proven experience as an administrative assistant, virtual assistant or office admin assistant
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multitask and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office

About the company:

We are a fast-growing company in the technology industry. We are seeking a highly capable administrative assistant to support our executive team and ensure our office runs smoothly.


Creating a job posting for an administrative assistant position requires careful consideration of the specific tasks, qualifications, and qualities that are essential for success in the role. This article will provide guidance on how to create an effective job posting that will attract the right candidates and help you find the ideal administrative assistant for your organization.

Job Title and Overview

The job title should accurately reflect the responsibilities of the position and appeal to the right audience. In addition to the job title, provide a short overview of the duties and expectations of the administrative assistant role.

  • Examples of job titles include: Administrative Assistant, Office Administrator, Executive Assistant, Administrative Coordinator.
  • Key Responsibilities

    Provide a list of the essential job duties and responsibilities for the administrative assistant role. Be specific and concise, highlighting the most important tasks that the new hire will be expected to perform.

  • Greet and assist visitors, guests, clients, or employees.
  • Answering and directing phone calls, taking messages when necessary, and returning voicemail messages within 24 hours.
  • Performing general administrative duties, including filing, photocopying, faxing, scanning, emailing, and data entry.
  • Preparing and maintaining documents and records, including meeting minutes, expense reports, travel arrangements, and other correspondence.
  • Assisting with special projects, presentations, and events as needed.
  • Qualifications and Experience

    Outline the required qualifications, skills, and experience for the administrative assistant position. This section should include both the minimum and preferred qualifications and clearly specify what the candidate must have in order to be considered for the position.

  • Associate degree in an administrative field, or equivalent work experience.
  • 2-3 years of experience in an administrative support role.
  • Strong organizational, time management, and multitasking skills.
  • Excellent communication skills, both verbal and written.
  • Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
  • Attributes and Competencies

    Describe the personal characteristics and qualities that will make a candidate successful in the Administrative Assistant role. This section should highlight soft skills such as the ability to work well with others, problem-solving skills, attention to detail, and a positive attitude.

  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and ability to think creatively.
  • Attention to detail, with strong organizational skills.
  • Professional demeanor and positive attitude.
  • Ability to multitask and adapt to changing priorities and deadlines.
  • Closing Statement

    Conclude the job posting with a positive, encouraging statement that inspires candidates to apply for the position. Encourage them to submit their resume, cover letter, and any other pertinent information as a part of their application

  • “If you are interested and meet the qualifications, please submit your resume and cover letter for review. We look forward to hearing from you!”
  • Conclusion

    A well-crafted administrative assistant job posting is the first step in attracting the right candidates in your hiring process. By focusing on the essential duties and qualifications of the job, highlighting the right attributes and competencies, and closing with a positive statement, you can create a great job posting that will attract top talent and the right person to help your business succeed.

    FAQs on Creating Administrative Assistant Job Posting

    What is an Administrative Assistant job posting?

    An Administrative Assistant job posting is an advertisement that describes the responsibilities, qualifications, and other essential details of an Administrative Assistant position within a company.

    What should be included in an Administrative Assistant job posting?

    An Administrative Assistant job posting should include a detailed job description, required qualifications, work experience, essential skills required to perform the job, expectations, and other requirements.

    What are the essential skills required for an Administrative Assistant job posting?

  • Strong communication and interpersonal skills.
  • Excellent administrative and organizational skills.
  • Proficient in computer software like MS Word, Excel, PowerPoint, and Outlook.
  • Ability to handle confidential and sensitive information.
  • Knowledge of office procedures and management.
  • Multitasking and problem-solving abilities.
  • What qualifications are required for an Administrative Assistant job posting?

    The qualifications required for an Administrative Assistant job posting may vary depending on the company and position. Generally, a high school diploma or equivalent is required, along with some experience in administration, clerical work or customer service. Higher education or experience in the field may be required for more advanced positions.

    How should job duties be described in an Administrative Assistant job posting?

    The job duties should be clearly and accurately described in an Administrative Assistant job posting. Using bullet points, list the essential responsibilities and tasks the successful candidate will be required to perform.

    What should be the tone of the Administrative Assistant job posting?

    The tone of the Administrative Assistant job posting should be professional and informative. It should provide the potential candidate with a good understanding of the expectations of the position, the scope of work and responsibilities, and what the company is looking for in the successful candidate.

    Are there any legal requirements for an Administrative Assistant job posting?

    Yes, there may be legal requirements for an Administrative Assistant job posting. Employers must not discriminate based on age, gender, ethnicity, and other protected categories. Additionally, the job posting should comply with all applicable laws and regulations related to employment.

    How should an employer pre-screen candidates for an Administrative Assistant job posting?

    Employers can pre-screen candidates by reviewing their resumes and cover letters and look for the required qualifications, experience, and skills. It is also recommended to conduct background checks and reference checks for potential candidates.

    What are some best practices for an Administrative Assistant job posting?

  • Be clear and specific about the job requirements
  • Use inclusive language and avoid discriminatory terms
  • Describe the responsibilities and tasks in detail
  • Include a salary range if possible
  • Provide information about the company culture and values
  • Include instructions on how to apply or contact for further information
  • Avoid jargon and technical terms that may not be easily understood by all applicants
  • Conclusion

    An Administrative Assistant job posting is an essential part of the hiring process. It should be created with care and precision to attract suitable candidates and provide them with a good idea of what the job is about. By following best practices and guidelines, employers can create a successful job posting that will help them find the right candidate for their Administrative Assistant role.

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