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Administrative Assistant Job Description: Top Duties and Requirements

An Administrative Assistant, or Administrative Support Assistant, is someone who helps with office administration functions within an organization. The main responsibilities of an Administrative Assistant include filing paperwork, answering phone calls, directing them to the right contact, helping with any travel arrangements for company executives, and restocking office supplies.

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Administrative Assistant duties and responsibilities

When writing a job description for an Administrative Assistant, it is important to specify the main functions of the role. Some of these important duties and responsibilities may include: 

  • Handling and assisting with document distribution and other administrative projects and responsibilities
  • Returning phone calls and emails on behalf of the company or a company executive
  • Researching travel options, presenting itineraries to CEO, and booking itineraries with travel agency contact
  • Arranging and attending meetings as required
  • Preparing and submitting purchase orders and expense reports
  • Managing manufacturer representative application forms and project registrations
  • Helping company employees with internal and external research projects
  • Performing basic data entry as required
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Administration Assistant Job Description Examples:

Example 1

Who are we?

Nature's Touch is one of the largest suppliers of frozen fruit to retailers in North America, Australia, Taiwan and Japan. We offer a full range of products and support multiple private label programs in addition to our own brands. We are one of the largest fruit buyers globally each year and continue to enjoy strong growth in this emerging retail category.

Summary of duties

Responsible for keeping internal and external technical documentation up to date accurately and thoroughly. Reports to the Director of Product Research and Development.

The role

  • Accurately documents technical information in internal and external (client) portals�
  • Participates in the verification of technical, internal, supplier and customer information
  • Ensures the compliance of the technical information of the various portals, internal and external
  • Communicates relevant technical information clearly and effectively with internal departments, such as sales, quality assurance etc., as well as customers and suppliers
  • Keep dashboards up to date
  • Participates in the physico-chemical evaluation of products.
  • Coordinates organoleptic tastings
  • Work respecting the food safety environment in place (HACCP, SQF ...) as well as other certifications (Organic, Kosher, non-GMO etc.)
  • Perform other duties as required.

    What you will bring

  • At least 3 years of experience as a documentation or data entry specialist
  • 3 to 5 years of relevant experience in the food manufacturing sector or equivalent;
  • Excellent knowledge of Microsoft Office tools (especially Excel)
  • Basic knowledge of HACCP and SQF (or equivalent);
  • Professional oral and written communication skills in English and French
  • Qualities sought: Quality of work impeccable, rigorous, autonomous, organized, structured, methodical, confidentiality, sense of customer service, initiative; analysis; Collaborator, priority management.


    #NPTL1

    Job Types: Full-time, Permanent

    Salary: From $45,000.00 per year

    Benefits:
  • Dental care
  • Disability insurance
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • RRSP match
  • Vision care
    Schedule:
  • 8 hour shift
  • Monday to Friday



    Ability to commute/relocate:
  • Saint-Laurent, QC: reliably commute or plan to relocate before starting work (required)

    Education:
  • DCS / DEC (preferred)

    Experience:
  • Data entry: 3 years (required)
  • Document management systems: 3 years (preferred)
  • SAP: 3 years (preferred)

    Language:
  • English (preferred)

    • Example 2

    Credence Construction Ltd. specializes in industrial mechanics, welding, carpentry / concrete, scaffolding and other like trade related fields. We provide ongoing facility maintenance, shutdowns, small to mid-sized capital construction projects, as well as breakdown and emergency services to client facilities primarily in the agricultural and industrial mining industries.

    We are currently looking for an experienced Administration Assistant to help ensure the efficient and smooth day to day operations of the company. This position will be based out of our Yorkton, SK office.

    The successful candidate will be hired under a Part-Time status with the possibility of moving to a Full-Time following a three (3) month probation period or as the workload allows. We offer competitive wages along with benefits for full-time staff.

    The wage for this position will be based on previous experience and training where applicable.

    Key Accountabilities / Responsibilities / Competencies:

    � Administrative / clerical experience is a requirement.

    � Basic Accounting knowledge and experience would be an asset.

    � Capable of following safe work practices and promoting safety in general.

    � Proficient at using a computer.

    � Working knowledge of office procedures and equipment, like printers and fax machines, would be an asset.

    � Proficient in MS Office (Outlook, Excel, Word, Powerpoint) is a requirement.

    � Working knowledge using accounting software (ie. QuickBooks) would be an asset.

    � Capable of working alone or in a team setting.

    � Excellent written and verbal communication skills and be capable of communicating regularly with field staff

    � Excellent record keeping, organizational skills, and attention to detail

    � Capable of multi-tasking and meeting time sensitive deadlines.

    � Must possess a strong work-ethic.

    � Must maintain an extremely high level of confidentiality as it relates to sharing sensitive company information.

    Job Type: Part-time
    Part-time hours: 20-30 per week

    Salary: $18.00-$24.00 per hour

    Schedule:
  • Monday to Friday



    Experience:
  • Administrative experience: 2 years (preferred)
  • Accounting: 1 year Location: In person

    • What does an Administrative Assistant do?

    An Administrative Assistant typically works at the front desk of an organization to greet clients and employees or for an individual. The role of the Administrative Assistant is to help make an office run smoothly by taking care of miscellaneous office duties. An Administrative Assistant is typically responsible for filing and organizing company paperwork. When working for a company executive, an Administrative Assistant may also be responsible for keeping up the individual’s calendar and ensuring they are attending meetings on time.

    Administrative Assistant skills and qualifications

    A successful Administrative Assistant candidate possesses various prerequisite skills and qualifications for the duties of this job. Some of these may include: 

    • Ability to work independently and as part of a team
    • Ability to complete a high volume of work within deadlines
    • Excellent organizational and time management skills
    • Excellent interpersonal, oral, and written communication skills
    • Good problem-solving skills
    • Experience writing and delivering communications to other departments
    • Ability to work with little supervision and the ability to take initiative
    • Strong attention to detail

    Administrative Assistant experience requirements

    Most Administrative Assistant positions are entry-level and don’t require any prerequisite experience as on the job training can be provided. However, other positions may require one or two years of previous experience as an Administrative Assistant or another related role. For more senior roles, such as being the Administrative Assistant to an Executive, five or more years of experience in a related role is required. It is best to look for a candidate who has experience working in a similar sized company or similar industry to ensure an easy transition.

    Administrative Assistant education and training requirements

    When reviewing resumes for an Administrative Assistant, look for someone who has obtained at least a high school diploma. A good Administrative Assistant candidate may also have a four-year college diploma in secretarial studies, administrative assistance, or a related field. Some candidates may also have additional training in particular computer software programs related to the position such as Microsoft Office, JIRA, or other data entry programs.

    Administrative Assistant salary expectations

    According to Indeed Salaries, the average salary for an Administrative Assistant in Canada is $20.45 per hour. The salary can vary depending on many factors including experience, location, or the company that is hiring.

    Job description samples for similar positions

    If an Administrative Assistant role is not quite what you are looking for, other related job descriptions include: 

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    Administrative Assistant job description FAQs

    What qualities make a good Administrative Assistant?

    When looking for an Administrative Assistant, look for someone who has a lot of initiative and a desire to be helpful. A good Administrative Assistant should also be an expert with email programs, Microsoft Office, scheduling, and data entry. Administrative Assistants should also have a pleasant demeanor and maintain their composure while under pressure. A good Administrative Assistant candidate will also have a willingness to learn new skills, programs, or projects. Lastly, an Administrative Assistant should be able to prioritize competing responsibilities.

    What makes a good Administrative Assistant job description?

    A good Administrative Assistant job description will go into detail about whether the candidate will be responsible for providing administrative duties on behalf of an organization or individual. Since the role of an Administrative Assistant can over many different jobs and duties, be as specific as possible with the day to day responsibilities such as answering phone calls, setting up meeting rooms, or taking meeting notes. Another good way to help your job description stand out is to specify if the role has any additional company benefits such as an RRSP-matching program or health spending account.

    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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