Resources
Post a Job
 Special offer 

Jumpstart your hiring with a $100 CAD credit to sponsor your first job.*

Sponsored jobs are 4.5X more likely to result in a hire.**
  • Invite matched candidates to apply
  • Increase your visibility in job search results
  • Appear to more candidates longer
*The $100 CAD Sponsored Job credit offer is only available for new accounts in Canada that post a job and expires one year after account creation. Upon expiration of the credit, users are charged based on Sponsored Job budget. Terms, conditions, and quality standards apply **Indeed data (worldwide)

Administrative Assistant Job Description: Top Duties and Qualifications

An Administrative Assistant, or Office Administrator, provides support to other employees and coordinates business communication. Their key duties include directing phone calls, responding to inquiries, and managing meeting schedules. Administrative Assistants perform general clerical work for their department, create and maintain recordkeeping systems, schedule appointments, take messages for staff, and facilitate communication with clients.

Build a Job Description
Are you a Job Seeker? Find Jobs

What does an Administrative Assistant do?

Administrative Assistants are in charge of maintaining the overall flow of workplace operations. They are the central point of contact for clients and employees alike and generally keep track of employee directories, essential contact information, all staff schedules, and the structure of an organization. When clients call the company number, Administrative Assistants make sure they reach the right person who can help them with their inquiry.

Small companies may have a single Administrative Assistant handling all of the recordkeeping and incoming messages, while larger businesses need multiple Administrative Assistants to support various departments. Administrative Assistants can specialize in a niche field to provide high-level support in skilled fields like law and medicine.

Build a Job Description
Are you a Job Seeker? Find Jobs

Administrative Assistant Job Description Examples:

Example 1

SIGIS Child Care Society is a large, non-profit child care society located in St. Albert with 22 different child care locations. SIGIS is requiring a full-time employee to assist with the following administrative tasks:

  • Greeting families
  • Answering phones, responding to emails
  • Answer general inquiries, resolve requests or redirect to the appropriate person
  • General office duties (printing, scanning, photocopying, filing)
  • Assisting with data entry, invoices/deposits (using Excel, Quick Books, CAFT)
  • Managing income and receivables
  • Creating monthly newsletters using Publisher and sending information on MailChimp

    Job Requirements:

  • Minimum of a High School Diploma
  • One (1) year of related experience in a comparable position
  • Strong computer skills (Word, Excel, Outlook, Publisher)
  • General knowledge of any accounting program is an asset
  • Effective communication skills (verbal & written)
  • Must have a vehicle and a valid drivers license

    Position commences September 5th, 2023.

    Job Types: Full-time, Temporary
    Contract length: 12 months

    Benefits:
  • Casual dress
  • Dental care
  • Extended health care
  • Life insurance
  • On-site parking
  • RRSP match
  • Vision care
    Schedule:
  • 8 hour shift
  • Monday to Friday

    Work Location: In person


    Application deadline: start date: 2023-09-11

    • Example 2

    We aspire to be and are led by Waldorf trained teachers. Please look up this philosophy and the idea of working at a nature based alternative school. We have garden work, hen care, and forest time and our Admin lead would be responsible for truly honouring and sharing this reverence for childhood, and Mother Earth to new families and our best community.

    When applying please also send us a message on Instagram to really get noticed by us.



    We are seeking a person who has excellent technological, interpersonal and communication skills and demonstrated ability to successfully engage with staff and all families and members of the TFCI community. A background in administration and office management with a desire to nurture your love for nature, homesteading and alternative education is necessary.

    Responsibilities

  • Direct oversight and management of all school administrative duties virtually and/or on site
  • Must own and be able and willing to use your own technological device to complete job requirements either virtually or on site
  • Proficiency in using Google Drive (Google Docs & Google Sheets) GMail, Facebook, Instagram and Canva is necessary
  • Willingness and ability to be on site 2-3 days per week or on on-call basis
  • Participate in on site meetings with staff, attend school events, assist in day programming when required
  • Approachable, patient, empathetic, and communicative to relate to/work with both students and other staff at TFCI
  • Organize and conduct morning tours with families interested in TFCI
  • Works closely with and acts as a liaison for staff and TFCI families by communicating and managing registrations, attendance notifications, inquiries and general school matters
  • Ability to set priorities and manage own tasks to ensure timely communication and to meet deadlines
  • Promote TFCI offerings using various marketing avenues
  • Develop, recommend and administer guidelines, policies and procedures related to administrative tasks

    Hours

  • Approx 21 hours / week
  • potential for more as knowledge for the Waldorf and alternative nature focused education programming grows and with proven capability of managing new student registrations, outreach and marketing

    Salary

  • Starting wage is $20-$25 / hour depending on experience

    LocationTottenham, Ontario

    Job Type: Part-time
    Part-time hours: 21 per week

    Salary: $20.00-$25.00 per hour

    Benefits:
  • Work from home
    Flexible Language Requirement:
  • French not required
    Schedule:
  • 4 hour shift
  • 8 hour shift
  • Day shift



    Ability to commute/relocate:
  • Tottenham, ON L0G 1W0: reliably commute or plan to relocate before starting work (required)

    Education:
  • Bachelor's Degree (preferred)

    Experience:
  • Front desk: 1 year (preferred)
  • Administrative experience: 1 year (preferred)


    Work In person

    • Example 3

    Administrative Assistant

    Griffith Homes is a full-service construction company specializing in design build, construction management and general contracting services. Our diverse scope of work includes high performance custom-built homes and substantial residential renovations. We are committed to superior craftmanship, exceptional client service and positive work environment. Our goal is to build lasting relationships with our clients during the process of planning and constructing their forever homes.

    As a valuable member of Griffith Homes team, the Administrative Assistant is responsible for a range of clerical tasks, including but not limited to; report writing, data entry, drafting contracts, creating and maintaining excel spreadsheets. The successful applicant will be enthusiastic and self motivated who exhibits professionalism with clients and coworkers. This individual must have a willingness to be a team player and bring ideas to the table but can also work independently with limited direction. Knowledge and experience of the construction industry is preferred, but willing to train the right person who is passionate and wants to learn more about this industry.

    Education Required:

  • Post-secondary education in business administration, marketing or other related studies
  • Construction Coordination or Management Program is considered an asset

    Required Qualifications & Qualities:

  • Proficient with Microsoft Office Suite (Specifically Word, Outlook, Excel and Teams)
  • Strong keyboarding and computer skills
  • Ability to learn new technology and software programs with ease
  • Exceptional attention to detail
  • Ability to work in a fast-paced environment and be flexible with everchanging priorities
  • Strong interpersonal, written, and verbal communication skills
  • Maintain accurate client files
  • Ability to handle confidential information in a responsible manner
  • Very organized and able to retain information
  • Proactively looks for opportunities to improve current processes and best practices

    Responsibilities:

  • Setting up and maintaining accurate business and client files
  • Report Writing
  • Drafting Contracts
  • Receiving information and entering data into spreadsheets, documents, and Project Management Software
  • Assisting with creating and defining necessary changes to existing and new processes and procedures
  • Manage sensitive information in an appropriate and confidential manner
  • Collaborating and bringing ideas to the table during office meetings
  • Assists accountants with bookkeeping and payroll tasks
  • Facilitates company benefit enrollments
  • Completing construction support documents
  • Assists with facilitating day to day business operations

    We offer competitive wages � DOE, extended health benefits and a work life balance. If you posses the qualifications listed above and looking for a long-term career with the potential for advancement, contact us today!

    Job Types: Full-time, Permanent

    Salary: From $25.00 per hour

    Benefits:
  • Casual dress
  • Dental care
  • Employee assistance program
  • Extended health care
  • Life insurance
  • On-site parking
  • Vision care
    Flexible Language Requirement:
  • French not required
    Schedule:
  • 8 hour shift

    Work Location: One deadline: 2023-04-28

    • Example 4

    Administrative Assistant

    About 369 Global

    369 Global is a rapidly growing business conglomerate with interests in education and training, financial services, creative industries, social impact, and more. With a strong leadership team experienced in building businesses in North America, Europe, South and Southeast Asia, the group continues to seek out opportunities that focus just not on the bottom line but also help shape meaningful global outcomes for our generation and the next

    Values

    At 369 Global we work together to make our conglomerate a top tier organization in Canada and around the world and ensure that we build a people-centered culture in which to work. We have strong and experienced team. Our spirit is entrepreneurial. We are nimble and flexible and we hope you can join us on our great adventure!

    We are looking for an exceptional Administrative Assistantto join our team.

    Duties:

  • Assist the Executive Assistant to the Executive Chairman with daily administrative tasks that include managing an active calendar of appointments, keeping track of tasks, screening and directing calls, arranging travel plans for the Executive Chairman, compiling documents for meetings, etc.
  • Arrange Board meetings and all required logistics including preparation and distribution of meeting materials and taking minutes in meetings.
  • Assist with managing the Chairman�s schedule and prioritizing competing demands.
  • Assist with establishing and managing Google Drives for the Chairman, 369 Global Inc., etc.
  • Order office supplies and maintain appropriate inventory.
  • Liaise with vendors, clients, and subcontractors, etc.
  • Assist Human Resources with special projects and training initiatives.
  • Research and prepare briefing materials, presentation, brochures, correspondence, reports, etc.
  • Participate in planning, coordinating, and executing both simple and complex projects as well as other projects as assigned.
  • Assist with conducting research on prospective business partners and clients.
  • Work in tandem with management team and staff across the organization.

    Qualifications:

  • Previous experience in a similar role as an Administrative Assistant preferred.
  • Post-secondary education in business administration or a related discipline.
  • Excellent planning, organization and coordinating skills.
  • Demonstrated experience and the ability to work with a diverse team.
  • Superior organizational and time management skills.
  • Excellent written and oral communications skills.
  • Ability to multitask and prioritize daily workload.
  • Ability to maintain discretion and confidentiality.
  • Demonstrated proficiency in Google Workspace tools, Microsoft Office (Word, Excel, Presentation, and Outlook).

    This position may require the candidate to travel to our other offices on occasion.

    How to apply: Please apply via Indeed with your resume and cover letter. Only those selected for an interview will be contacted.

    369 Global is an inclusive work environment and as such has a workplace accommodation policy in place. Accommodations are available, upon request, for the interview process and other selection stages for job applicants with accessibility needs.

    Job Types: Full-time, Permanent

    Benefits:
  • Dental care
  • Extended health care
  • Life insurance
  • On-site parking
  • Vision care
    Schedule:
  • Day shift
  • Monday to Friday

    Application question(s):
  • Do you have excellent written and oral communication skills
  • Do you have have demonstrated experience and the ability to work with a diverse team

    Education:
  • DCS / DEC (required)

    Experience:
  • Administrative: 1 year Location: One location

    • Example 5

    Responsibilities:

  • Provide recruitment support including coordination of interviews and travel arrangements, job postings, reference and background checks/drug screens, and prepare new hire paperwork to ensure compliance for file tracking and completion
  • Coordinates and conducts new hire orientation
  • Maintains employee requisition database that supports HR Business Partners by managing candidate's information through the recruiting/hiring process
  • Coordinates co-op recruitment and logistics for career fairs and other career events
  • Completes verification of employment and travel letters as required
  • Other misc. tasks and projects as needed

    JOB Requirements

  • Minimum High School Diploma/GED
  • 2-5 yrs of administrative experience
  • Strong computer skills in MS Office environment and Outlook.
  • Professional interpersonal and written/verbal communication skills required
  • Excellent customer service skills and attention to detail
  • Ability to work with minimal supervision and maintain strict confidentiality
  • Efficient time management skills, with the ability to balance numerous requirements
  • Ability to learn quickly and work independently as well as part of a team
  • Previous experience working in a corporate HR dept is preferred
  • Experience with HRIS and Applicant Tracking Systems is an asset
  • A certificate/Diploma in HR is also an asset

    Job Types: Full-time, Permanent

    Salary: $25.00-$26.00 per hour

    Schedule:
  • Monday to Friday

    Ability to commute/relocate:
  • Burnaby, BC: reliably commute or plan to relocate before starting work (required)

    Experience:
  • Administrative: 2 years (required)
  • HR: 1 year Location: One location

    • Administrative Assistant duties and responsibilities

    Administrative Assistants coordinate office activities and manage company information in a central location by completing a range of clerical tasks. They take care of basic customer service responsibilities, bookkeeping, and data reporting. On any day of the week they may perform the following tasks:

    • Greeting visitors and answering phones
    • Making adjustments to staff schedules and updating the master calendar
    • Coordinating staff meetings
    • Writing down minutes and meeting summaries
    • Running errands
    • Picking up supplies and office equipment
    • Filing forms and documents
    • Sending invoices and collecting receipts

    Administrative Assistant skills and qualifications

    Administrative Assistants candidates need to have a range of interpersonal skills, technical skills, and industry knowledge to perform their duties efficiently, share accurate information and help their team meet goals in a timely manner. Some of the key skills required include:

    • Proficiency in word processing software
    • Written and verbal communication
    • Organization skills
    • Problem-solving skills
    • Flexibility
    • Time management skills
    • Attention to detail
    • Resourcefulness

    Administrative Assistant experience requirements

    Some companies provide training for Administrative Assistants and do not require candidates to have prior administrative experience to qualify for entry-level positions. High-level Administrative Assistant positions that work with top executives or oversee large departments generally require several years of experience and proof that the candidate can meet deadlines and efficiently accomplish delegated tasks. Candidates with a background in customer service or other front-facing fields where they provide support to others often have the experience and skills to excel in an Administrative Assistant role.

    Administrative Assistant education and training requirements

    Administrative Assistants typically have at least a high school diploma, but this may vary from case to case. Administrative Assistants with post-secondary education often focus on office procedures, business management, and accounting. Community colleges and vocational schools often provide training courses in computers and general office administration. By completing a bachelor’s degree, Administrative Assistants show that they are well-rounded in writing, math, and computer skills. Professional certifications and a bachelor’s degree in business administration make candidates more competitive for top Administrative Assistant roles.

    Administrative Assistant salary expectations

    According to Indeed Salaries, the average pay for an administrative assistant is about $20.08 per hour, but can change based on location, company size and years of experience.

    Job description samples for similar positions:

    If an Administrative Assistant doesn’t match your specific job role needs, similar positions include: 

    Ready to Hire?Build a Job Description

    Administrative Assistant job description FAQs

    What are administrative roles?

    Administrative roles are the positions that support businesses, offices, and executives. Some specific administrative roles include Receptionist, Office Administrator, Office Assistant, Office Manager, Executive Assistant, Events Administrator, and Administrative Support Specialist.

    Is an Administrative Assistant the same as a Receptionist?

    Administrative Assistants are generally responsible for a wider range of more complex tasks than Receptionists. Administrative Assistants can act as Receptionists when answering and directing incoming calls, but they usually have additional responsibilities while Receptionists focus on coordinating the front desk of a department or company.

    How do you describe an Administrative Assistant on a resume?

    Administrative Assistants should have a good command of their communication skills, strong organizational skills, and a high degree of attention to detail. They should be energetic and flexible so as to provide professional administrative support to other office members.

    What are the three essential skill types of an Administrative Assistant?

    Administrative Assistants need to have skills in three main areas: human, technical, and conceptual. Human skills refer to the way that an Administrative Assistant interacts with others, makes others feel at ease, and encourages teamwork. Technical skills are based on proficiency in the specific processes, tools and methods a company uses. Conceptual skills are related to how the Administrative Assistant understands their role and contributes to the overall company mission.

    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.

    No search results found

      *Indeed provides this information as a courtesy to users of this site. Please note that we are not your recruiting or legal advisor, we are not responsible for the content of your job descriptions, and none of the information provided herein guarantees performance.