Administrative Assistant Job Description

The Administrative Assistant job description will consist of the role, Administrative Assistant duties and responsibilities, qualifications, and technical or soft skills required.



Degree in the field of Business Administration, Communications, or Public Administration. High School Diploma/General Educational Development (GED) certificate. Working knowledge of Microsoft Office, Google Suite, and other office productivity tools. Knowledge of email management systems.


The Administrative Assistant's duties and responsibilities include

  • Providing administrative support to the team by handling correspondence, managing calendars, scheduling meetings, and making travel arrangements
  • One of the most important Administrative Assistant duties and responsibilities is to maintain organized files and databases, ensuring that all documents are properly labeled and easily accessible
  • You shall assist in preparing reports, presentations, and other documents by gathering information, conducting research, and proofreading for accuracy and clarity
  • Photocopy, fax, and scan documents are part of Administrative Assistant duties and responsibilities
  • Your Administrative Assistant tasks will include processing and tracking invoices and expenses and managing accounts payable and receivable
  • As your Administrative Assistant duties and responsibilities, you will have to organize and maintain electronic and hard copy filing systems
  • Your responsibilities include answering phone calls, taking messages, and responding to inquiries in a professional and timely manner
  • We expect you to coordinate office activities and events, such as team meetings, training, and conferences, including arranging logistics and providing necessary materials
  • You shall manage the inventory of office supplies and place orders when needed, ensuring that all items are available and in proper working condition
  • Your other significant duty as an Administrative Assistant is to greet visitors and clients, direct them to the appropriate staff members, and ensure they have a positive experience during their visit
  • We expect you to handle confidential and sensitive information with utmost discretion and maintain strict confidentiality at all times
  • Assist in preparing budget estimates, company presentations, and other documents
  • Implement internal office procedures to streamline workflow
  • At times, you will be assisting with special projects, as requested
  • Providing frontline customer service and resolving customer inquiries efficiently


  • You must have profound organizational and time management skills
  • You must have the ability to prioritize multiple tasks and meet deadlines
  • We expect you to have strong written and verbal communication skills, as you will be responsible for drafting emails, memos, and other correspondence
  • You should be proficient in using various software programs such as Microsoft Office Suite (Word, Excel, PowerPoint) and able to quickly learn new tools and technologies
  • You must have a high level of attention to detail to ensure accurate data entry and document preparation
  • Professional, tactful, and able to engage with colleagues at all levels in the firm
  • We require you to have exceptional problem-solving abilities, demonstrating resourcefulness and creativity in finding solutions to challenges that may arise
  • You should possess a professional and friendly demeanor, as you will frequently interact with internal and external stakeholders, including executives and customers
  • We value your ability to maintain confidentiality and handle sensitive information with utmost discretion and professionalism
  • You must be a proactive team player, willing to collaborate with colleagues across different departments and provide support whenever necessary
  • You should have a strong service focus and should be dedicated to meeting the expectations of our staff through securing effective relationships with clients and executing deliverables to the highest standards
  • Maturity, poise, and judgment
  • You should be capable of taking constructive feedback in stride and incorporating feedback quickly
  • Finally, we are looking for someone who will be dedicated to the company and add to the life and culture we have

Soft Skills

  • Organizational skills
  • Time management
  • Attention to detail
  • Communication skills
  • Problem-solving
  • Multitasking
  • Teamwork


  • Previous experience as an administrative assistant
  • Familiarity with basic bookkeeping and accounting tasks
  • Knowledge of CRM systems (Microsoft Dynamics), Google Drive, and SharePoint

Promotion Stage

  • Senior Administrative Assistant
  • Administrative Assistant IV

Salary Range (in USD)

$31,200 - $49,481 per year


  • Degree in the field of Business Administration, Communications, or Public Administration
  • High School Diploma/General Educational Development (GED) certificate
  • Working knowledge of Microsoft Office, Google Suite, and other office productivity tools
  • Knowledge of email management systems

Reports To

Senior Administrative Assistant, Administrative Assistant IV, Department Head or Team Leader, Human Resources Manager, Project Manager/Operations Manager

Key Skills

Computer literacy, Management of multiple tasks with tight deadlines

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