Administrative Assistant Job Description: Top Duties and Qualifications

An Administrative Assistant, or Administrative Aide, is responsible for supporting an administrative professional to help them stay organized and complete tasks that allow them to focus on more advanced responsibilities. Their duties organizing meetings for Administrators, greeting office visitors and composing documents on behalf of Administrators.

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Administrative Assistant Duties and Responsibilities

The core duties and responsibilities of an Administrative Assistant revolve around supporting others. Their job duties can vary widely, not just from job to job, but from day to day at the same job. On any given day, they may perform a variety of tasks, such as:

  • Answer phones and greet visitors

  • Schedule appointments and maintain calendars

  • Schedule and coordinate staff and other meetings

  • Collate and distribute mail

  • Prepare communications, such as memos, emails, invoices, reports and other correspondence

  • Write and edit documents from letters to reports and instructional documents

  • Create and maintain filing systems, both electronic and physical

  • Manage accounts and perform bookkeeping

Administrative Assistant Job Description Examples:

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Administrative Assistant

The United States Navy is looking for individuals to perform clerical duties in a military environment. Administrative assistants may work in the legal department of the Navy. Most administrative assistant duties will revolve around managing and distributing information within an office. This generally includes answering phones, taking memos and maintaining files. Administrative assistants may also be in charge of sending and receiving correspondence, as well as greeting government officials and service members.

Job Types: Full-time, Part-time

Salary: $65,000.00 to $85,000.00 /year

Experience:

  • data entry: 1 year (Preferred)

  • administrative: 1 year (Preferred)

  • bookkeeping: 1 year (Preferred)

  • customer service: 1 year (Preferred)

  • administrative assistant: 1 year (Preferred)

    Additional Compensation:

  • Bonuses

  • Store Discounts

    Work Location:

  • One location

  • Multiple locations

  • Fully Remote

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Signing bonus

  • Paid time off

  • Flexible schedule

  • Parental leave

  • Relocation assistance

  • Professional development assistance

  • Tuition reimbursement

    Hours per week:

  • 30-39

    Typical start time:

  • 9AM

    Typical end time:

  • 5PM

    Setting:

  • Other

    Ergonomic Workspace:

  • Yes

    This Company Describes Its Culture as:

  • Detail-oriented -- quality and precision-focused

  • People-oriented -- supportive and fairness-focused

  • Team-oriented -- cooperative and collaborative

    This Job Is:

  • A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more

  • A good job for someone just entering the workforce or returning to the workforce with limited experience and Open to applicants who do not have a college Monday to Friday
  • ×

    Administrative Assistant

    Online Retailer looking for a personal assistant for home office. You must be punctual, detail oriented, and must be available to work on a ongoing basis.

    Pay is $20/Hour. 30-40 hours a week. Paid vacations.

    Job Tasks and Responsibilities:

    -Email customer service

    -Warranty mailings to post office

    -Data Entry

    -Assist in online business tasks(eg: internet research)

    -Business/Personal Errands - Must have a drivers license and own a car

    -Home Office organization

    Requirements:

    Basic Proficiency in Microsoft Office, Word, and Email

    If interested, reply with your resume.

    Job Type: Full-time

    Salary: $19.00 to $21.00 /hour

    Experience:

  • administrative: 1 year (Preferred)

  • customer service: 1 year (Preferred)

    Work Location:

  • One location

  • On the road

    Benefits:

  • Paid time off

    Typical start time:

  • 12PM

    Typical end time:

  • 8PM

    This Job Is:

  • Open to applicants who do not have a college diploma

    Schedule:

  • Monday to Friday

  • 8 hour Only full-time employees eligible
  • ×

    Administrative Assistant

    Job Description

    Real Estate Company is seeking a detail-oriented and dynamic administrative assistant for an entry level position to join our team in our office in Downtown Brooklyn.

    Responsibilities and Duties

    -Conducting property research

    - Contacting property owners

    - Facilitating communications between Real Estate Agent and homeowners.

    - Helping close deals

    - Developing and maintaining a data base

    - Coordinating meetings

    Qualifications and Skills

    - Excellent written and verbal communication skills

    - Proficiency in Microsoft Word/Excel- Proficiency in internet browsing.

    - Attention to detail, team mentality and a positive attitude-

    -Possession of professional Spanish language, spoken, read & written is a must for Spanish Speaking applicants.

    Full Time Office hours are Monday through Thursdays from 10 am - 6:00 pm/ Fridays 10 am - 4:30 pm

    Job Type: Full-time

    Salary: $18.00 /hour

    Job Type: Full-time

    Salary: $17.00 to $18.00 /hour

    Experience:

  • data entry: 1 year (Preferred)

  • administrative: 1 year (Preferred)

  • customer service: 1 year (Preferred)

  • administrative assistant: 1 year (Preferred)

    Additional Compensation:

  • Commission

    Work Location:

  • One location

    Benefits:

  • None

    Setting:

  • Education

    Ergonomic Workspace:

  • Yes

    This Job Is Ideal for Someone Who Is:

  • People-oriented -- enjoys interacting with people and working on group projects

  • Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction

  • Detail-oriented -- would rather focus on the details of work than the bigger picture

  • Achievement-oriented -- enjoys taking on challenges, even if they might fail

  • High stress tolerance -- thrives in a high-pressure environment

    This Job Is:

  • Open to applicants under 18 years old, provided it is legally allowed for the job and location

    Schedule:

  • Monday to Only full-time employees eligible
  • What Does an Administrative Assistant do?

    Administrative Assistants typically work for organizations to oversee routine and advanced duties for other professionals. They work closely with Administrators and other employees to organize files, create correspondence and prepare reports or documents. Their job is to complete a range of clerical tasks including manage calendars, sorting mail, or preparing invoices. They may also be responsible for engaging in event planning and meeting setup and implementation.

    Administrative Assistant Skills and Qualifications

    In order to perform their various duties, an Administrative Assistant must exhibit many varied skills and qualifications. At the core, the Administrative Assistant is a support position, meaning that communications and decision-making are paramount. A few of the specific skills that all administrative assistants should possess include:

    • Decision-making: Administrative Assistants have to make independent decisions on a daily basis, addressing the best way to handle specific tasks.

    • Communications and collaboration: An Administrative Assistant must collaborate with other administrators and support personnel, management and clients on a regular basis.

    • Organizational skills: Organization and prioritization are the core elements of the Administrative Assistant’s responsibilities. You must know how to keep yourself and others organized and how to determine which tasks are the most important in a given list.

    • Writing: Spelling, punctuation, sentence structure and writing are essential to an Administrative Assistant, who must be proficient in a variety of styles, from creative to professional to technical to education and more.

    Salary expectations

    Administrative Assistants can make a fairly good living, especially as they advance in their job. While the starting salary for a brand-new secretary-level Administrative Assistant can be as low as $7.25 an hour, on average an Administrative Assistant in the United States makes about $15.42 per hour. At the highest end of the range, executive Administrative Assistants with a great deal of education and experience can earn as much as $30.25 an hour. 

    Administrative Assistant Education and Training Requirements

    The minimum level of education for an Administrative Assistant is a high school diploma or GED. Temporary agencies may also provide training in these areas. For those straight out of high school, courses in word processing and general office procedures are offered at vocational schools and community colleges and can be very helpful. Administrative Assistants with a bachelor’s degree are more marketable, as they are seen to have a more well-rounded education that includes writing and mathematics, which can be useful to the job.

    Administrative Assistant Experience Requirements

    While prior experience is not strictly required for work as an Administrative Assistant, many employers value prior work in the field. This is because many office professionals learn their major skills through on-the-job training, and a strong history of long-term work with other organizations can show reliability, responsibility and that you possess the skills you need. Starting as a secretary and working up through the ranks also shows increasing skill development and dedication.

    Job Description Samples for Similar Positions

    If this sample description doesn’t work or cannot be modified for your specific position, you may want to look at a few other Indeed job descriptions for related positions.

    Frequently asked questions about Administrative Assistants

     

    What are the daily duties of an Administrative Assistant?

    On a typical day, an Administrative Assistant starts by checking their email and voicemail to respond to missed messages from clients, employees or Administrators. They greet Administrators upon their arrival, give them their messages and review their schedule with them. Throughout the day, Administrative Assistants answer phone calls and add appointments to calendars. They also sit in on meetings with Administrators, company Executives and business partners to take notes and help Administrators prepare presentations.

    After each meeting, Administrative Assistants use their notes to compose meeting minutes. These documents help meeting participants remember what they discussed and actions to take moving forward. They check the document for errors before sending it to authorized individuals.

     

    How can you use a resume to determine a candidate's Administrative Assistant qualifications?

    To determine if a candidate is a good fit for your Administrative Assistant position, follow these steps:

    1. Make a list of the responsibilities your Administrative Assistant needs to be able to take on.
    2. Review your job description and highlighted skills for the position.
    3. Compare the skills included on their resume to that of your job description to determine compatibility.
    4. Look at their work experience section. Previous work experience as an Administrative Assistant or in a related role like a Receptionist or Office Assistant can be helpful. Their relevant work experience could determine whether they’re fit for the job.
    5. See if their educational background could contribute to their role as an Administrative Assistant. For example, a candidate with an associate degree in business administration and certifications in Outlook, Excel and professional support suggests their eligibility.

     

    Is there a difference between Receptionists and Administrative Assistants?

    Although both roles have clerical duties in an office setting, their focus is much different. Receptionists answer phone calls, transfer calls to particular employees and departments and welcome visitors to the office. In contrast, an Administrative Assistant supports a specific manager or administrative officer, taking messages for them, scheduling their meetings and appointments and performing clerical duties on their behalf.

     

    What are the most common industries that employ Administrative Assistants?

    According to the United States Bureau of Labor Statistics, the most common industry for Administrative Assistants is health care and social assistance, followed by educational services, professional services, government and religious/non-profit services. In addition, most Administrative Assistants work in an office setting, but some can work remotely as Virtual Assistants.

    Job Description Examples

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      Last updated: Apr 28, 2021