Administrative Assistant Job Description Template & Sample

Administrative Assistant typing.

What skills and qualifications do Administrative Assistants need?

Table of contents

  1. Future Job Prospects for Administrative Assistants
  2. Administrative Assistant Salary and Benefits
  3. Education and Training Requirements
  4. Administrative Assistant Job Description Sample – Free Download

1. Future Job Prospects for Administrative Assistants

  • Administrative Assistants can be found in any setting that requires the completion of clerical tasks, from higher education to social services or large corporations.
  • According to the U.S. Bureau of Labor Statistics (BLS), jobs in this field are expected to grow 3% from 2017 t0 2024.
  • Job expansion will be slower than most occupations.

2. Administrative Assistant Salary and Benefits

  • The BLS states the median wage for these positions totaled $37,230 annually or $17.90 per hour.
  • These are generally full time roles with benefits.

3. Education and Training Requirements

  • You typically only need a high school education to become an Administrative Assistant.
  • Working in white collar fields such as law or medicine, may require additional industry-specific training.
  • The International Association of Administration Professionals offers additional certifications. While these may be helpful, they are not a requirement to work as an Administrative Assistant.
Tip
Administrative Assistants need to present themselves in a professional manner to clients at all times. Being the face of a company requires a pleasant and helpful demeanor that sets a good first impression.

4. Administrative Assistant Job Description Sample

Download This Job Description Template

We are seeking a dedicated Administrative Assistant to complete daily clerical tasks in our office. This role will require a pleasant demeanor and appearance as you will staff the reception desk and welcome the occasional visitor to our office.

In addition to greeting visitors, you will answer phones and route calls to the appropriate parties within the organization. When you have time, you will type emails and correspondence, record data in Excel spreadsheets, coordinate calendars and schedule meetings using Outlook, and open, sort, and distribute mail.

When office meetings occur, you will prep the conference room by doing some light cleaning and organizing, making coffee and stocking the room with snacks. Sometimes you will be called upon to order lunch or purchase office supplies.

You will have experience in Microsoft Office Suite products and be computer literate. The ability to manage a multi-line phone system will be a necessary component of the job. If you have expertise in creating flyers, proofreading, blogging, or are familiar with social media, those skills will certainly be appreciated. The ability to type without looking at a keypad at 40 WPM is important.

You will have at minimum one year of experience in a similar office setting. A high school diploma or GED is required. A background and drug test will be administered as part of the application process.

Responsibilities

  • Front desk duties that require greeting office visitors to an office.
  • Handling correspondence, including responding to emails, preparing letters and business documents, or reports.
  • Distributing and responding to mail.
  • Answering and transferring phone calls.
  • Data entry or maintaining a database.
  • Scheduling meetings and updating and coordinating calendars.
  • Taking meeting minutes and turning them into comprehensible reports.
  • Office maintenance and upkeep including ordering supplies or light cleaning.
  • Implementing and maintaining an office filing system.
  • Industry-specific office support duties that could include report creation, spreadsheet maintenance, or even, proofreading of business documents.
  • Planning and booking travel plans when needed.
  • Aiding in the collaborative communication between department heads. 

Required Skills

Educational

  • A high school diploma or GED is required.

Technical

  • Basic computer and Internet skills; familiarity with Microsoft Office suite.
  • Ability to use printer and fax machine.
  • Phone skills are required.
  • Experience in setting up conference calls.
  • Good reading comprehension and proofreading ability.
  • Experience with shorthand writing is an advantage.
  • Able to multi-task and handle stress.

Communication/Organizational

  • Excellent ability to communicate.
  • Competence in business writing.
  • Exceptional people skills both in person and on the phone.
  • Pleasant attitude and neat appearance.
  • Strong organizational skills and very responsible.
  • Good attention to detail.
  • Time management skills.
  • Strong collaborative and teamwork skills.
  • Ability to stay on task and prioritize.

Benefits

  • Full-time with benefits.
  • Part-time.

How to Apply

Apply by forwarding your resume along with a cover letter.