About the Administrative Assistant role
An Administrative Assistant keeps daily office activity organized. They manage calendars, coordinate meetings, handle correspondence, organize files, and support colleagues and managers with the practical details that make everyone else's work possible.
The scope of the role depends on your organization. Some administrative assistants support a single executive, while others serve an entire department or office. The role can also lean toward reception duties, travel coordination, expense processing, or light bookkeeping. Your job description should spell out which of these areas matter most in your team.
Strong administrative assistants are organized, discreet, and proactive. They notice problems before they escalate and fix small issues without being asked. When writing your posting, emphasize the tools your office uses and the pace of the environment, since both shape who will do well in the role.
Administrative Assistant job description template
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Job brief
Our office runs on a hundred small moving parts, and we need someone who enjoys keeping all of them on track. As our Administrative Assistant, you will own the calendars, the inboxes, the filing, and the supply cabinet, and you will be the first person colleagues turn to when something practical needs solving. You will work closely with managers across departments, so clear writing and a calm phone manner matter as much as spreadsheet skills.
This role suits someone who likes structure, spots the missing detail before anyone else does, and takes real satisfaction in a well-run office. If that sounds like you, we would like to meet you.
Responsibilities
- Keep shared calendars accurate and coordinate meetings, appointments, and travel bookings for the team
- Greet visitors, field incoming calls, and route email and mail to the right person
- Draft routine correspondence such as memos, letters, and internal announcements
- Capture notes and action items during meetings and circulate them afterward
- Maintain organized paper and electronic records so documents are easy to retrieve
- Track office supply levels, compare vendor pricing, and place orders before stock runs out
- Update internal databases and keep contact lists current
- Pull together recurring reports and help managers compile data for them
- Support senior admins and executive assistants when leadership requests come through
- Process simple expense submissions and help with basic invoice paperwork
- Coordinate with building management and IT on facilities issues, equipment repairs, and workspace setup
Requirements and skills
- Prior work in an administrative, office support, or secretarial position
- Comfortable with standard office equipment and familiar with how office workflows and procedures fit together
- Confident user of Microsoft Office or Google Workspace, including documents, spreadsheets, and slides
- Able to juggle several open tasks at once and decide what needs attention first
- Careful with details and quick to work out practical solutions when something goes wrong
- Writes clearly and speaks professionally with colleagues, vendors, and visitors
- Keeps files, schedules, and follow-ups in reliable order without reminders
- High school education required; formal administrative training or certification strengthens an application
Nice to have
- Time spent assisting executives or a leadership team directly
- Hands-on use of scheduling platforms and corporate travel tools
- Exposure to expense reporting or entry-level bookkeeping tasks
- Background in a busy front-office or customer-facing setting
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