Office Assistant duties and responsibilities

Office Assistants are tasked with ensuring the office runs smoothly and that the individual team members are supported. Key responsibilities and duties for an Office Assistant may include:

• Maintaining and updating files and records
• Answering calls, taking messages, and redirecting calls
• Sorting and distributing incoming mail and preparing outgoing mail
• Using office equipment like facsimile machines, printers, photocopiers, and computers
• Organizing travel for individuals or teams
• Arranging appointments and managing calendars
• Organizing conferences and trade shows
• Handling basic bookkeeping tasks like invoicing and issuing checks

Office Assistant skills and qualifications

Office Assistants have to be adaptable and possess many hard and soft skills to assist the office teams effectively. Successful Office Assistant candidates should have the following skills or qualifications:

• Proficiency with basic accounting and office procedures
• Oral and written communication skills
• Organizational skills
• Proficiency with office software like Microsoft Office Suite
• Efficient typing
• Diplomacy and tact with clients
• Knowledge of standard office equipment

Office Assistant experience requirements

An Office Assistant isn’t usually required to have any formal education. Sometimes, an Office Assistant is preferred to have two or more years of work experience in the position or a related position. Office Assistants should also have experience using office equipment, such as printers, fax machines, and photocopiers, and software programs like Microsoft Word and Excel. If the candidate has the appropriate work experience or on-the-job training, certifications in these skills aren’t usually necessary.

Office Assistant education and training requirements

Office Assistants are usually not required to have any formal education or degrees. A high school diploma or equivalent is often required, and an associate’s degree in business may be preferred. Office Assistants also need experience with various software systems and office equipment, which may be obtained from certificate programs, previous job experience, or on-the-job training.

Office Assistants may also be required to attain a certificate in basic accounting to handle the position’s bookkeeping task. Certification isn’t a requirement for an Office Assistant, though it may be preferable to hire a candidate with advanced qualifications or skill sets in the specific job tasks. If a candidate has the necessary soft skills, such as organizational skills and communication skills, the employer can provide training to develop technology or office equipment skills.

Office Assistant salary expectations

According to Indeed Salaries, the average salary for an Office Assistant $16.95 per hour. Bear in mind that salary may be dependent on the relevant experience, location, and company.

Job description samples for similar positions

If an Office Assistant isn’t the position you’re looking for, other job description samples are available for related or similar job positions:

• Office Coordinator
• Office Manager
• Office Clerk