What does an administrative assistant do?

An administrative assistant typically provides essential support by managing office tasks, keeping records organized, and assisting with communication. They often handle scheduling, draft reports, and ensure documents are easily accessible. Many also act as a point of contact for internal teams and external clients. Depending on the workplace, they may assist with bookkeeping, coordinate travel arrangements, or help manage office supplies to keep daily operations running smoothly.

Administrative assistant skills and qualifications

Administrative assistants typically require a mix of hard and soft skills to support daily operations effectively, including:

• Proficiency in office software like Microsoft Office, Google Workspace, and scheduling tools to manage tasks efficiently
• Strong written and verbal communication to draft emails, prepare reports, and interact with clients and team members
• Organization and time management to handle multiple tasks, prioritize work, and meet deadlines
• Attention to detail for accurate data entry, proofreading documents, and maintaining records
• Problem solving to address scheduling conflicts, office supply shortages, or other unexpected challenges
• Ability to work independently and adapt to change in a fast-paced environment
• Customer service to assist clients, visitors, and team members professionally and courteously
• Discretion and confidentiality when handling sensitive information, such as financial records or employee documents

Administrative assistant experience requirements

Administrative assistants typically need prior experience in clerical, office administration, or customer service roles. Many employers look for candidates with at least one year of administrative experience, including managing correspondence, scheduling meetings, and handling data entry. Experience using office software like Microsoft Office or Google Workspace is frequently a requirement. In some cases, formal education in office administration can substitute for direct work experience.

Administrative assistant education and training requirements

Most administrative assistant roles in Canada require a secondary school diploma, but many employers prefer candidates who have completed a one- or two-year college program in office administration, business administration, or a related field. Courses in bookkeeping, customer service, and office technology can be beneficial. Certifications in administrative support, such as those issued by the IAAP (International Association of Administrative Professionals), may enhance a candidate’s qualifications.

Administrative assistant salary expectations

According to Indeed Salaries, the average salary for an administrative assistant in Canada is $59,062 per year. Salaries may be contingent on location, experience, and company.

Job description samples for similar positions

If an administrative assistant is not exactly what your business needs, consider these relevant job descriptions:

• Administrative Manager
• Administrative Clerk
• Administrative Officer
• Office Manager

Administrative assistant job description FAQs

What should you include in an administrative assistant job description?

You might want to highlight key tasks like scheduling, document management, and customer support to give candidates a clear picture of the role. Mentioning organization, communication, and office software skills could help set expectations. If you prefer specific education or experience, including that information may attract stronger applicants. Adding details about training or career growth can make the position more appealing.

How can you make an administrative assistant job description stand out?

Focus on what makes your company a great place to work. Highlight perks like flexible hours, career development programs, or a supportive team environment. Use clear, engaging language to describe the role and responsibilities. Adding details about your company’s culture and mission can also help attract candidates who align with your values.

What should you look for in an administrative assistant resume?

Look for experience in scheduling, data entry, and office coordination. Strong communication skills, proficiency in office software like Microsoft Office or Google Workspace, and multitasking abilities can be necessary. Candidates with problem-solving skills and attention to detail can handle tasks efficiently. Depending on the role, office administration or bookkeeping certifications may also add value.

What’s the difference between an administrative assistant and an office manager?

An administrative assistant typically performs clerical tasks like scheduling, document preparation, and communication support. An office manager often takes on broader responsibilities, such as overseeing office operations, managing budgets, and handling vendor relationships. While both roles keep the office running smoothly, an office manager generally has more decision-making authority and leadership responsibilities.