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.


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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.


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Administrative Assistant Job Description Examples:


Example 1

*General Posting Information* *Position: * Administrative Assistant *Department: * Patient Care *Conditions: * Full-time *HOURS: * Approximately 75.0 hrs Bi-weekly Hours *Shifts: * Days 7.5 Hours per shift (Subject to change) *WAGE RANGE: * SCALE Minimum Maximum NONU $26.15/hr $31.35/hr *Responsibilities: * * Provide effective and efficient administrative support and clerical services to the Patient Care Directors. This may include a variety of assigned duties including but is not limited to preparing and distributing documents, scheduling and coordinating meetings, managing office supplies, and providing support to other Social Work personnel as required. * Provide first point of contact for information and assistance to the department's internal/external customers - including redirecting phone/email inquiries to appropriate personnel. * Ensure material required to committees & meetings are identified and provided to the teams. * Assist in the development of reports/presentations including the development of illustrations (graphics) to support concepts. * Format all reports/presentations using professional report writing standards as guidelines including ensuring the accuracy of spelling, grammar and other structural elements. * Organize education and other events including scheduling, booking rooms, arranging catering, ordering and setting up audiovisual equipment. * Assist in data collection related to techincal reports. * Demonstrate the QCH values of respect, accountabilty and innovation. *Requirements: * * Undergraduate degree in Business Administration and 2 years experience in a health care setting. * Or Office or Business Administration from a recognized college program and 3 years experience in a health care setting. * Or in lieu of formal education, 5 years of Administrative Assistant experience of which 2 years are in a health care setting. * Ability to work as part of a team, to interrelate with all levels of staff in a professional manner, to work with minimal supervision to multitask, and continually prioritize duties. * Excellent interpersonal, communication (oral and written), and organizational skills. * Profeciency in the use of Microsoft Office suite including Word, Excel, Outlook, Power Point, and Access is essential. * Proven ability to work with data collection, produce reports and spreadsheets. *Please note that according to the Ontario Health and Queensway Carleton Hospital Vaccination Policy, all applicants must be fully vaccinated unless they can provide the proof of a valid medical or exemption on the basis of protected grounds under the Ontario Human Rights Code in order to be considered for any staff or volunteer opportunities. Upon hiring, applicants must provide the proof of either government issued documentation proving they have been fully vaccinated, or present supporting documentation of a valid medical or exemption under Ontario Human Rights Code.* _Thank you for your continued interest in the Queensway Carleton Hospital. We are committed to providing an environment which is respectful to all. If you have a disability which requires an accommodation during any stage of our recruitment process, please let us know how we can assist you._ Job Type: Full-time

Example 2

*Employment Requirements: * - Minimum 2 years bookkeeping experience - Post-secondary business or accounting diploma - Proficiency in Microsoft Office, specifically Outlook, Word, Excel - Strong organizational and scheduling skills - Outstanding attention to detail and ability to work independently - Deadline focused and driven personality - Experience using QuickBooks as an asset * - Manage accounts payable and accounts receivable - Prepare cheques for bill payment - Review approved employee hours and process payroll - Reconcile bank statements and credit cards - Prepare financial statements and other financial reports - Assist external accountant with income tax submission - Process GST/PST remittances - Maintain historical records by filing documents electronically and via hard copies - Administer the provision of benefits - Involvement with planning and organizing corporate social events - Collect on overdue accounts via email or phone call reminders, or other - Answer employee questions regarding payroll and benefits Job Types: Full-time, Permanent Salary: per year Benefits: * Casual dress * Dental care * Extended health care * On-site parking * Paid time off * Vision care Schedule: * 8 hour shift * Day shift * Monday to Friday COVID-19 considerations: - Masks mandatory for all customers over the age of 3. - Following government guidelines, starting October 1, proof of vaccination will be required for all guests over the age of 12. Experience: * QuickBooks: 1 year (preferred) * bookkeeping: 1 year (preferred) Work remotely: * No

Example 3

I am an evolving artist in Vancouver in the process of building my brand. Presently working and planning an art gallery exhibit that will display wonderful works of photography from [phone number]s-80s. I am looking for an artistic, creative and dynamic go-getter to support me with the administrative tasks essential to the planning of this event. *Hours* 20 hours/week with opportunity to increase *Job Description* Every day is going to look a little different, so this is a great opportunity for an adaptable individual to take initiative. Responsibilities include, but are not limited to: Communications: Writing and communicaiton skills are an absolute must have. * Calling, emailing and networking with potential partners * Galleries, local artists, photography labs, event venues, etc. Market Research: * Researching, inquiring about and hiring potential contractors * Website developers, videographers etc. * Defining trends in local and international photography exhibits * Artist collaboration Marketing: * Social media and website management * Content creation Event Planning: * Coordinating with stakeholders * Arranging calls, meetings and appointments * Helping in the “What to do next” procedure Administration: * Preparing files * Taking meeting minutes and writing comprehensive summaries * Updating documents and records As the gallery event approaches, will evolve into promotion, communication strategy and any duties. *What skills do you have?* * Ability to communicate effectively both verbally and written * Ability to work well with others and take initiative when unattended * Exceptional organizational skills and attention to detail and quality * Creative, passionate, motivated and curious by nature! * Resourceful, adaptable and flexible *Education: * - Accepting post-secondary students and graduates, preferably with Bachelor of Arts *Experience* * Admin assistant 1+ years (preferred) * Social Media experience 1+ years (preferred) * Event Planning 1+ years (preferred) * A passion for and knowledge in the Arts *Start date* December 6, [phone number]or as soon as possible Please send your resume with a cover letter including an introduction of yourself and why you feel you’d make a great fit for this role. Please note: due to the limited staff (we’re a two person team!) only applicants moving to the interview phase will be contacted back. Thank you for taking the time to apply, I am so excited to meet you! Part-time hours: 20 per week Application deadline: [phone number]11-28 Expected start date: [phone number]11-30 Job Type: Part-time Salary: $20.00 per hour Schedule: * Monday to Friday COVID-19 considerations: vaccine passport Work remotely: * No

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

At a minimum, an Administrative Assistant should have a high school diploma. 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.  


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


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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

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