How to write an Assistant Administrator job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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A great job title typically includes a general term, level of experience and any special requirements. The general term will optimize your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialized, consider including the specialization in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Administrative Support Specialist
Office Assistant
Administrative Assistant (IAAP CAP Certification)
Assistant Administrator (Part-Time)
Executive Assistant

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

We’re a prominent real estate brokerage seeking an assistant administrator with experience working in the real estate industry. Your duties include assisting administrative staff with answering phones, responding to emails, printing documents, sending and processing invoices, and scheduling meetings. The ideal candidate has worked in a real estate office for two years or more, enjoys taking on any task that comes their way, can work on multiple projects at once and has the people skills necessary to communicate with clients and employees professionally. The position is Monday through Friday, from 7 a.m. to 3 p.m., and offers a competitive salary, paid time off, health benefits and training in the real estate industry.

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the job reports to.

Schedules meetings based on staff and room availability
Assists administrators and executives with duties on an as-needed basis
Answers phone calls and email messages promptly and notifies staff members of important information
Screens incoming email and sorts it into categorized folders
Verifies invoices and orders to reduce errors
Copy, digitize and file office documents

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Proficiency with Microsoft Office Suite
Ability to create schedules without overbooking personnel
Comfortable communicating on the phone, instant messenger, email and intranet
Experience working with contact management platforms
Proficiency with QuickBooks
Attention to detail and ability to multitask tasks from multiple administrators

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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How to write an Assistant Administrator job description

Assistant Administrator job title

Examples of Assistant Administrator job titles

Assistant Administrator job summary

Example of an Assistant Administrator job summary

Assistant Administrator responsibilities and duties

Examples of Assistant Administrator responsibilities

Assistant Administrator qualifications and skills

Examples of Assistant Administrator skills