Things to consider when building an administrative job proposal template
It’s important to take a big-picture approach to writing a job proposal for administrative job titles. By considering how this job title might impact the entire team and organization, you can proactively answer questions leadership might ask before approving a position. It’s also a good idea to include specific data when possible to help decision-makers see how this role will impact business goals and growth in the future.
Team strategy
Start by considering the overall structure of the team and how it and this position fit within the scope of the company. Some factors to think about as you create an administrative title job proposal include:
- Company goals: Start by writing down the big-picture goals of the business. For example, perhaps the main goal is to grow by 20% year-over-year. Next, write down or discuss how a specific team helps with this goal. A marketing team’s goal might be to multiply qualified leads by three to help generate more potential sales. Finally, consider how this administrative position can help support those goals. A marketing administrative assistant may foster communication and manage necessary manual workflow to allow other team members to be more effective in marketing tasks, for instance.
- Focus of the team: Keep your business case for a position relevant to the focus of the team you want to hire for. If you’re making a case for a clerk role in accounting, the proposal should speak to accounting tasks and how this position will bolster the accounting team’s ability to focus on key business objectives.
- Gaps and opportunities: Look for specific gaps you can address with administrative job titles. A company that has a low customer satisfaction rating might dig into customer feedback to discover one major issue is that complex communications are often mishandled by over-taxed customer service teams. This opportunity gives you a chance to make a case for an administrative coordinator position on the customer service team.
- ROI: Do the work to include some ROI data. You might demonstrate how this administrative support position will save labor hours across other areas of a team or help drive more revenue. When possible, include actual metrics about cost savings, growth or sales.
Job title hierarchy
Look at the structure of your team and consider how a new role will realistically fit within the job title hierarchy already established. When you can integrate a new role as seamlessly as possible, it improves morale and helps the new hire positively impact the team and its work.
An administrative job title often fits into the team hierarchy as a branch from some level of leadership. For example, in a tech department, you might have an IT manager with two supervisors or leads. Various programmers and other technical job titles fall under the supervisors or leads in the job title hierarchy. An administrative assistant might directly report to the IT manager with dotted lines to the supervisors, allowing this position to provide support to the entire team. As the team grows, you might eventually make a case for administrative assistant roles for each branch of the team, and those might report directly to each relevant supervisor.
Business case
Depending on the structure of your company, you’ll need to make a case for a new hire to various levels of decision-makers. You may need to convince a department head to approve your job proposal and champion it to executive leadership, for example. Here are some things you may need to include to make a case to various audiences:
Directors and senior directors
These executives focus on efficient operation and team performance. You can get them excited about your business case by showcasing the benefits, and including the following in your job proposal:
- Job description
- Justification for its creation
- Impacts on performance
- Budget and resources required
- Timeline for recruiting and hiring
VPs and senior VPs
These executives align departmental goals with your company’s overall strategy and financial considerations. Boost chances of approval by demonstrating how the new role supports broader business objectives, and include the following:
- Strategic alignment with specific goals
- Financial justification for a new hire
- Risk assessment for missed opportunities
- Comparative analysis against competitors
Chief HR officer
Chief HR officers (CHROs) focus on your organization’s health, talent management and HR strategy alignment with company goals. Get them interested in your job proposal by adding the following elements:
- How the role fills skill gaps
- Impacts on succession planning
- Company culture improvements
- Improvement in HR KPIs and metrics
Board of directors
Members of the board of directors are responsible for the long-term vision of companies, focusing on governance and maintaining overall financial health. Convince them with a job proposal that includes the following:
- Executive summary of the role
- Strategic and collaborator impacts
- Financial projections with ROI
- Risk management assessments
- Governance and compliance considerations
Example administrative job proposal template
Create job proposals in keeping with the branding and style of your other company documents. Consider what you might do when creating any content—ensure your proposal is well-written and easy to scan.
Job proposals typically include the following components:
- Proposed position
- Department
- Team
- Reports to
- Positions reporting the new position
- Proposed start date
- What business challenges does the position solve?
- Top business benefits of the position
- A brief job description for the new position, including how this administrative job title will support a team, paying specific attention to bolstering progress toward identified business goals
- Specific qualifications and skills required for the position and some mention of how you don’t have these necessary skills or resources on the team
- Estimated cost of the new position, including hiring, training and compensation
- ROI metrics that help show the positive value of this position
In-demand administrative job titles
These are the top 50 most common administrative jobs posted on Indeed in 2023.¹
1. Administrative assistant
Administrative assistant makes up 9.30% of all administrative jobs posted on Indeed.
An administrative assistant supports team members, clients and processes by handling organizational and other tasks, such as scheduling, data and file management and communications.
Challenges that might indicate an administrative assistant is warranted for a team include:
- Frequently missed project milestones or deadlines
- Inefficient or ineffective communication
- Team members spending time on tedious clerical tasks instead of customer-facing work
Skills required include:
- Excellent time management and organizational skills
- Attention to detail
- Proficiency with office-based software. Include specific software and technology tools your team uses
Detail how you’ll measure the success of this role. Some KPIs might include timely completion of tasks, improved customer experience and better team morale.
2. Receptionist
Receptionist makes up 4.59% of all administrative jobs posted on Indeed.
Receptionist job duties can vary by organization, but they typically handle incoming calls, provide clerical support to the organization and team, and may greet in-person visitors. A receptionist position can fill in gaps, such as frequently missed calls, critical delays in message delivery and an unorganized or unpleasant visitor experience.
Challenges that might indicate a receptionist is warranted for a team include:
- Frequently missed calls
- Critical delays in message delivery
- An unorganized or unpleasant visitor experience
Skills required include:
- Multitasking
- Organizational skills and proficiency with common office software programs
- Experience with multi-line phone systems
- Ability to effectively handle incoming calls and greet visitors
3. Front desk receptionist
Front desk receptionist makes up 3.62% of all administrative jobs posted on Indeed.
Front desk receptionists provide administrative support specifically in locations where visitors enter a building or department. They manage incoming calls, greet visitors, and may provide the initial instructions necessary for visitors.
Challenges that might indicate a front desk receptionist is warranted for a team include:
- Disorganized reception areas
- Unprofessional initial visitor experiences
- Missed calls
Skills required include:
- Basic customer service skills
- Strong communication
- Ability to manage phone systems and office software
4. Operations associate
Operations associate makes up 3.28% of all administrative jobs posted on Indeed.
The exact nature of an operations associate position depends on your industry and team. Typically, these roles provide support with day-to-day functions, helping to manage workflows and ensure optimal outputs.
Challenges that might indicate an operations associate is warranted for a team include:
- Frequent process bottlenecks impacting customer experience or productivity
- Consistently missed deadlines
- Workflow frustrations due to communication issues
Skills required include:
- Strong analytical, problem-solving, and communication skills
- Project management knowledge or experience
5. Office assistant
Office assistant makes up 2.78% of all administrative jobs posted on Indeed.
An office assistant performs administrative and clerical tasks to support the operation of an office. The specific nature of those tasks depends on your niche and what type of team you’re hiring for. Some indications you might need an office assistant include staff that is overwhelmed with clerical duties and overall organizational challenges for the team.
Challenges that might indicate an office assistant is warranted for a team include:
- Staff overwhelmed with clerical duties
- Organizational challenges
Skills required include:
- Strong written and verbal communication
- Attention to detail
- Proficiency in office software, such as word processing and spreadsheet programs
6. Office manager
Office manager makes up 2.74% of all administrative jobs posted on Indeed.
Office managers oversee the administrative functions within an office. This might include supervising other administrative roles, such as receptionists, but it could also involve overseeing processes only.
Challenges that might indicate an office manager is warranted for a team include:
- Inefficient use of office resources
- Disorganized office operations
- Administrative issues
Skills required include:
- Strong leadership and communication skills
- Ability to multitask and organize complex processes and resources
7. Clerk
Clerk makes up 2.63% of all administrative jobs posted on Indeed.
Clerks tend to perform routine administrative tasks, such as paperwork, filing and data entry.
Challenges that might indicate a clerk is warranted for a team include:
- Constant paperwork backlogs
- Unorganized data and records
- Delayed data entry
Skills required include:
- Data entry skills
- Spreadsheet proficiency
- Effective communication skills
8. Medical receptionist
Medical receptionist makes up 2.62% of all administrative jobs posted on Indeed.
Medical receptionists handle front-desk duties and phone lines in healthcare settings. They typically greet patients, help set appointments, and provide instructions to help patients handle admissions processes.
Challenges that might indicate a medical receptionist is warranted for a team include:
- Long phone or reception area wait times
- Unprofessional patient experience in the waiting room
- General disorganization in the front office
Skills required include:
- Phone line management
- Knowledge of medical scheduling software
- Pleasant customer service demeanor
9. Operations assistant
Operations assistant makes up 2.50% of all administrative jobs posted on Indeed.
Operations assistants typically work to support ops teams by managing clerical workflows, helping to optimize processes and coordinating tasks and communication.
Challenges that might indicate an operations assistant is warranted for a team include:
- Frequent workflow disruptions
- Slow response times to operational issues
Skills required include:
- Strong organizational skills
- Proficiency in project management tools
- Good problem-solving abilities
10. Scheduler
Scheduler makes up 2.22% of all administrative jobs posted on Indeed.
A scheduler plans and manages appointments, staff work shifts and other events, ensuring efficient time management and resource coordination. Some gaps that can indicate you need a scheduler include consistent scheduling conflicts, inefficient use of staff time or problems coordinating meetings.
Challenges that might indicate a scheduler is warranted for a team include:
- Consistent scheduling conflicts
- Inefficient use of staff time
- Problems coordinating meetings
Skills required include:
- Time management and organizational skills
- Knowledge of scheduling software
- Strong communication skills
11. Administrator
Administrator makes up 1.99% of all administrative jobs posted on Indeed.
The role of an administrator will vary depending on your business and needs but typically includes supporting office functions, such as correspondence and records maintenance.
Challenges that might indicate an administrator is warranted for a team include:
- Employees overwhelmed with clerical duties
- Disorganized workflows
- Frequent clerical errors
Skills required include:
- Proficiency in office software
- Communication capability
- Time-management and problem-solving skills
12. Front desk manager
Front desk manager makes up 1.92% of all administrative jobs posted on Indeed.
Front desk managers oversee front desk office and reception areas to ensure efficient and pleasant customer service and effective management of clerical resources.
Challenges that might indicate a front desk manager is warranted for a team include:
- High employee attrition in reception areas
- Problems with high call volumes
- Customer complaints about front office efficiency
Skills required include:
- Leadership skills
- Clerical and communication skills
13. Office administrator
Office administrator makes up 1.69% of all administrative jobs posted on Indeed.
Office administrators help coordinate clerical and other tasks, support communication and workflows and manage office systems and equipment.
Challenges that might indicate an office administrator is warranted for a team include:
- Mismanagement of resources
- Constant problems with equipment
- Tasks falling through the cracks
Skills required include:
- Proficiency in office software
- Good communication skills
- Leadership experience
14. Service coordinator
Service coordinator makes up 1.49% of all administrative jobs posted on Indeed.
A service coordinator manages and schedules service requests, ensuring timely and efficient delivery of services.
Challenges that might indicate a service coordinator is warranted for a team include:
- Delayed service responses
- Miscommunication between clients and service teams
- Problems with scheduling
Skills required include:
- Strong organizational skills
- Excellent communication abilities
- Proficiency in scheduling and CRM software
15. Executive assistant
Executive assistant makes up 1.43% of all administrative jobs posted on Indeed.
Executive assistants provide administrative support to executives by managing schedules, coordinating communications and handling other clerical tasks.
Challenges that might indicate an executive assistant is warranted for a team include:
- Inefficient communication flow
- Frequent administrative errors
- Senior staff overwhelmed with managing routine tasks
Skills required include:
- Strong organizational and multitasking skills
- Excellent communication abilities
- Problem-solving capabilities
- Ability to maintain confidentiality
Other top administrative jobs in demand
Here are an additional 35 administrative jobs that are commonly posted on Indeed:
- Expediter makes up 1.25% of all administrative jobs posted on Indeed
- Planner makes up 1.24% of all administrative jobs posted on Indeed
- Center manager makes up 1.07% of all administrative jobs posted on Indeed
- Data entry clerk makes up 0.96% of all administrative jobs posted on Indeed
- Merchandising assistant makes up 0.92% of all administrative jobs posted on Indeed
- Administrative coordinator makes up 0.82% of all administrative jobs posted on Indeed
- Dental receptionist makes up 0.78% of all administrative jobs posted on Indeed
- Billing specialist makes up 0.75% of all administrative jobs posted on Indeed
- Processor makes up 0.75% of all administrative jobs posted on Indeed
- Office coordinator makes up 0.73% of all administrative jobs posted on Indeed
- Program assistant makes up 0.73% of all administrative jobs posted on Indeed
- Personal assistant makes up 0.73% of all administrative jobs posted on Indeed
- Scheduling coordinator makes up 0.72% of all administrative jobs posted on Indeed
- Veterinary receptionist makes up 0.71% of all administrative jobs posted on Indeed
- E-commerce specialist makes up 0.70% of all administrative jobs posted on Indeed
- Receptionist/administrative assistant makes up 0.70% of all administrative jobs posted on Indeed
- Office specialist makes up 0.69% of all administrative jobs posted on Indeed
- Front office manager makes up 0.69% of all administrative jobs posted on Indeed
- Service writer makes up 0.66% of all administrative jobs posted on Indeed
- Administrative specialist makes up 0.64% of all administrative jobs posted on Indeed
- Operations coordinator makes up 0.63% of all administrative jobs posted on Indeed
- Event coordinator makes up 0.60% of all administrative jobs posted on Indeed
- Secretary makes up 0.58% of all administrative jobs posted on Indeed
- Inventory control specialist makes up 0.58% of all administrative jobs posted on Indeed
- Student worker makes up 0.56% of all administrative jobs posted on Indeed
- Registrar makes up 0.53% of all administrative jobs posted on Indeed
- Staffing coordinator makes up 0.51% of all administrative jobs posted on Indeed
- Delivery specialist makes up 0.47% of all administrative jobs posted on Indeed
- Legal secretary makes up 0.44% of all administrative jobs posted on Indeed
- Intake specialist makes up 0.44% of all administrative jobs posted on Indeed
- Contract specialist makes up 0.41% of all administrative jobs posted on Indeed
- Document specialist makes up 0.41% of all administrative jobs posted on Indeed
- Operations intern makes up 0.39% of all administrative jobs posted on Indeed
- Office clerk makes up 0.39% of all administrative jobs posted on Indeed
- Records specialist makes up 0.38% of all administrative jobs posted on Indeed
¹Indeed data (US), January 2023 – Dec 2023
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