Sales & Support: +1 (480) 360-6463
Sales & Support: +1 (480) 360-6463
Administrative Assistant Job Description Template

Job Description Template

Administrative Assistant Description Template

November 20, 2020

Administrative Assistant Job Description Template

Are you ready to hire an administrative assistant, but unsure how to find the best person for the position? This Free Administrative Assistant Job Description Template can help you reach the most suitable candidates out there.

The main benefit of using such a template is attracting qualified applicants with well-written and dependable content.

You will also be able to express your unique requirements and position benefits in the job description.

Since an administrative assistant has such a wide range of duties, you will want to offer a clear picture of all the responsibilities and requirements that come with the position.

With this Administrative Assistant Job Description Template, you can easily communicate your needs and demands and find the perfect candidate.

Furthermore, you can use VIVAHR Hiring Software to post the template on all the relevant job posting sites and achieve better-hiring results with just one click. 🚀

What is an Administrative Assistant?

Administrative Assistants provide assistance and administrative support to the entire office.

They handle many tasks to ensure better organization and communication, as well as more efficiency in the department.

They manage calendars, schedule appointments, sort mail, generate correspondence, create and organize reports and documents, and much more.

Related Job Titles for Administrative Assistant

The Top Administrative Assistant Skills

Skill Why it's important
Organizational Skills

Organizational skills are critical for an Administrative Assistant to manage multiple tasks efficiently, such as scheduling appointments, maintaining files, and coordinating office activities. This skill ensures that the office operates smoothly, deadlines are met, and important documents are easily accessible. Effective organization improves overall productivity and reduces the risk of errors.

Communication Skills

Strong communication skills are essential for an Administrative Assistant to interact professionally with colleagues, clients, and other stakeholders. This includes verbal and written communication, as well as active listening. Clear and effective communication helps in conveying information accurately, resolving issues promptly, and building positive relationships within the workplace.

Time Management

Time management skills enable an Administrative Assistant to prioritize tasks, manage workloads efficiently, and meet deadlines. This is particularly important in a busy office environment where multiple tasks need to be completed simultaneously. Good time management ensures that tasks are completed in a timely manner, which enhances overall office efficiency and productivity.

Technical Proficiency

Proficiency with office software and technology is crucial for an Administrative Assistant. This includes familiarity with word processing software, spreadsheets, email, and office equipment like printers and copiers. Technical skills ensure that the assistant can perform their duties effectively, streamline processes, and adapt to new tools and technologies that can improve office operations.

Attention to Detail

Attention to detail is vital for ensuring accuracy in tasks such as data entry, scheduling, and document preparation. An Administrative Assistant with a keen eye for detail can catch errors before they become problems, ensure that all documentation is precise, and maintain high standards of quality in all work. This skill helps in minimizing mistakes and maintaining a professional office environment.

Administrative Assistant Job Description Template (Free)

We are looking for an Administrative Assistant to bring a positive vibe to the office. Our ideal candidate has a master’s in organization and communication skills and excels in handling office tasks. The position is perfect for someone who can assist management and visitors to the company by managing calls, e-mails, reservations, and other similar duties.

We are looking for an experienced and reliable candidate and can help others by bringing a positive workplace presence. If you are confident about your organization and management skills and have a great need to help others, don’t hesitate to contact us.

Administrative Assistant Duties & Responsibilities:

  • Answer and direct phone calls.
  • Provide general support to employees and visitors.
  • Organize and schedule meetings and appointments.
  • Develop and maintain a filing system.
  • Prepare communications such as emails, invoices, reports, and others.
  • Assist in the preparation of documents, presentations, and reports.
  • Coordinate office procedures and oversee the work of junior personnel.
  • Order office supplies and maintain proper inventory levels by anticipating office needs.
  • Organize and book travel arrangements, hotels, conference calls, and more.
  • Handle other administrative tasks such as filing, copying, binding, scanning, etc.

Administrative Assistant Requirements:

  • High school diploma or equivalent education.
  • Administrative assistant or relevant working experience.
  • Proficient in MS Office.
  • Understanding of office systems and procedures.
  • Knowledge of office equipment.
  • Exceptional time management and organization skills.
  • Ability to prioritize work and plan ahead.
  • Great attention to detail and ability to multitask.
  • Excellent written and verbal communication skills.

Accounting Specialist Interview Questrions

Sample Interview Questions for an Administrative Assistant

The best way to find an ideal candidate for a job is to ask them questions that will allow you to gauge their ability and determine whether they are looking for a position that will push them in the right direction.

In addition, an interview gives employers the chance to establish whether the candidate has the skills needed for the position, use these sample interview questions for an Administrative Assistant.

  1. What attracted you to the role of Administrative Assistant, and what do you find most fulfilling about this position?
  2. Can you describe a personal strength that you believe makes you particularly effective in administrative tasks?
  3. How do you handle a situation where you have multiple deadlines approaching simultaneously?
Human Resources
  1. How do you handle working in a team environment, especially when you need to coordinate tasks with colleagues from different departments?
  2. Can you provide an example of a conflict you encountered with a colleague or supervisor? How did you resolve it?
  3. How do you ensure confidentiality and handle sensitive information in your role as an Administrative Assistant?
  1. Describe a time when you had to prioritize multiple tasks. How did you decide which tasks were the most important?
  2. Can you give an example of a small project you managed from start to finish? What steps did you take to ensure its success?
  3. How do you manage and maintain office supplies and resources to ensure the office runs smoothly?
Technical Skills and Knowledge
  1. What office software are you most proficient with, and how have you used it in previous roles?
  2. Describe a situation where you encountered a technical problem with office equipment or software. How did you resolve it?
  3. How do you ensure accuracy and confidentiality when managing and entering data into office systems?

What are the Educational Requirements for an Administrative Assistant?

Administrative Assistants should have a high school diploma or a General Education Development (GED) certificate.

However, most employers will hire applicants with a degree in business, communication, or liberal arts.

Some companies may require a university degree or an education in specific disciplines for specialized positions.

How Much to Pay an Administrative Assistant when Hiring

Administrative Assistants earn between $25,920 and $57,000 per year.

Their median annual salary is $43,768.

Hourly rates go from $12 to $27.

The median hourly rate is $21.

Percentile 10% 25% 50%
75% 90%
Hourly Wage $12 $17 $21 $23 $27
Annual Wage $25,920 $36,000 $43,768 $48,500 $57,000

Get the latest posts in your email

Subscribe to our Newsletter

350+ Hiring Templates

Getting your job filled faster and hiring with more confidence starts with having the right tools and framework.

Frequently Asked Questions about Administrative Assistant


What qualifications should an Administrative Assistant possess?

An Administrative Assistant should ideally have a high school diploma or equivalent, though some positions may prefer candidates with an associate’s or bachelor’s degree.

Key qualifications include strong organizational and communication skills, proficiency with office software (e.g., Microsoft Office Suite), and experience in administrative or clerical roles.

Certifications in office administration or related fields can also be beneficial.

How can an Administrative Assistant improve office efficiency?

An Administrative Assistant can improve office efficiency by effectively managing schedules, maintaining organized filing systems, streamlining office processes, and ensuring that all necessary supplies and equipment are available and functioning.

They can also take on tasks such as data entry, preparing reports, and coordinating meetings, allowing other staff to focus on their core responsibilities.

What are the most important attributes to look for when hiring an Administrative Assistant?

Important attributes include strong organizational skills, excellent communication abilities, attention to detail, time management skills, and technical proficiency with office software and equipment.

Additionally, look for a proactive attitude, the ability to handle confidential information discreetly, and a strong sense of professionalism.

How can we assess the performance of our Administrative Assistant?

Performance can be assessed through regular reviews focusing on key metrics such as task completion rate, accuracy in data management, ability to meet deadlines, and feedback from colleagues and supervisors.

Additionally, evaluating their ability to manage multiple tasks, handle unexpected challenges, and maintain organized systems, can provide insight into their overall effectiveness.

Regular check-ins and setting clear, achievable goals can also help in monitoring and improving performance.

Similar Job Descriptions as Administrative Assistant

Related Articles

Personal Assistant Job Description Template

Finding the perfect candidate for your business is an easy job when you have the right resources and assistance. We are offering you this FREE Personal Assistant Job Description Template that contains all information needed.

Office Assistant Job Description Template

Every recruitment journey is a challenge on its own. We’re happy to offer you this FREE Office Assistant Job Description Template, which will be your go-to resource in the future.

Secretary Job Description Template

Do you need to hire a secretary to manage your company’s clerical responsibilities? You can use this Free Secretary Job Description template to help you quickly edit your company’s role specifications and post to any free job posting sites.

98% of Capterra reviewers recommend VIVAHR to a colleague

Administrative Assistant Job Description Template

"The easiest applicant tracking system out there!"

Click Here to View
Administrative Assistant Job Description Template

"Very helpful hiring tool for growning company."

Click Here to View
Administrative Assistant Job Description Template

"Extremely helpful in organizing our flow of candidates."

Click Here to View