Administrative assistant job description

Admin assistants keep your company running like clockwork. But the role involves a million tasks and demands a unique blend of hard and soft skills, making it hard to write a concise job description. Don’t worry, though. Below, we share an admin assistant job description template you can use. 

It provides candidates with the necessary details for the role without overwhelming them. We also take things up a notch by showing you how to assess applicants with a skills-based hiring approach so you can choose someone who fits your company like a glove.

Administrative assistant job description template

Job Title: Administrative Assistant

Location: [Insert Location]

Employment Type: [Full-Time/Part-Time]

Job Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to provide essential support to our team. The ideal candidate will have excellent communication skills, the ability to prioritize tasks, and a proactive approach to problem-solving. This role is crucial in ensuring smooth office operations and supporting our mission of skill-based excellence.

Key Responsibilities:

• Administrative Support: Provide comprehensive administrative support to ensure efficient office operations, including scheduling meetings, managing calendars, and handling correspondence.

• File Management: Maintain both physical and digital filing systems to ensure accurate record-keeping and easy retrieval of documents.

• Communication: Serve as the main point of contact for internal and external communications, including answering phone calls, responding to emails, and liaising with clients and stakeholders.

• Document Preparation: Draft, edit, and format letters, reports, and presentations using Microsoft Office Suite.

• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and ensuring all logistics are in place.

• Office Management: Oversee the management of office supplies and equipment, working with vendors and maintenance staff to ensure everything is in good working order.

• Event Planning: Assist with the planning and execution of company events, from small meetings to larger corporate gatherings.

• Data Management: Input, update, and maintain data in company databases and spreadsheets with a high degree of accuracy.

• Confidentiality: Handle sensitive information with discretion, ensuring compliance with company privacy policies and regulations.

Skills and Qualifications:

• Essential Skills:

  • Strong organizational skills and attention to detail.

  • Excellent verbal and written communication abilities.

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with office management software (e.g., QuickBooks, CRM systems).

  • Ability to multitask and manage time effectively in a fast-paced environment.

  • High level of professionalism and a positive attitude.

  • Ability to work both independently and as part of a team.

• Preferred Qualifications:

  • Previous experience in an administrative role or office management.

  • Certification in office administration or a related field (e.g., Certified Administrative Professional, Microsoft Office Specialist).

  • Experience with event planning or project management is a plus.

Educational Requirements:

• High school diploma or equivalent; Associate’s degree or higher is a plus.

Salary and Benefits:

• Competitive salary based on experience and qualifications.

• Benefits include [health insurance, paid time off, tuition reimbursement, etc.].

• Opportunities for professional development and career advancement.

Why Join Us? At [Your Company Name], we value the unique skills and experiences of every team member. We offer a supportive work environment where your contributions are recognized and rewarded. Join us to be part of a team that prioritizes growth, innovation, and skill-based success.

Application Process: Interested candidates are encouraged to apply by [Insert Application Instructions], including a cover letter and resume. We look forward to reviewing your application and potentially welcoming you to our team!

Why this admin assistant job description template works

One of the most challenging aspects of hiring an administrative assistant is the multifaceted nature of the role. This job description takes this fact into account, covering a wide range of key responsibilities. We’ve highlighted several specific ones, such as file management, meeting coordination, and event planning, while leaving room for flexibility in the day-to-day role. 

Highlighting a skills-based hiring approach here speaks to a fair, progressive, and inclusive culture, encouraging more applications. (In our latest survey of over 1,000 employees, 68% preferred a skills-based hiring process.)  

Administrative assistants are an essential part of smooth office operations too,  so we've been sure to highlight essential skills like organization, communication, and multitasking right at the start.

Additionally, we emphasized the importance of confidentiality and professionalism, which are essential to the role administrative assistants play in maintaining trust and discretion within the organization.

Finally, the template outlines compensation and growth opportunities and provides applicants with a clear call-to-action – how to apply – so you get a healthy volume of good-quality applications for your role.

Next steps: Attracting and assessing admin assistant candidates 

A solid job description can attract suitable candidates. But once applications start rolling in, you need to quickly shortlist candidates for your admin assistant interview. 

That’s where TestGorilla’s talent assessments come in. Choose from our library of 400+ science-backed tests for a quick and objective way to find skilled applicants. 

You can combine up to five tests to create a custom assessment for your admin assistant position. Here’s what we recommend for assessing administrative assistant skills. 

Role-specific

• Administrative assistant test 

• Computer Literacy (PC) test

• Microsoft Windows test or Mac OS test

• Microsoft Excel (general) test or Google Sheets test

• Email Skills (Microsoft Outlook) test or Email Skills (Gmail) test

• Typing speed tests

Cognitive ability 

• Problem Solving test

• Attention to Detail (textual) test 

Situational judgment / soft skills

• Communication test

• Time Management test

Personality and culture

• DISC test or other personality assessments 

• Culture Add test

• Motivation test

While job descriptions are key to accurately representing your position, online tests are the most effective way to screen incoming applicants. 

Explore TestGorilla’s admin assistant tests for a mix of technical, soft skills, personality, and culture assessments to get a holistic view of your candidates. This way, you can hire an admin assistant who can handle the demanding nature of the job without dropping the ball. 

Schedule a free demo or Sign up for a free account with TestGorilla today.

FAQs

Looking for more information? Check out our answers to some frequently asked questions. 

What is the role of admin staff?

Admin staff keeps the office running smoothly by handling tasks like scheduling, organizing files, managing communications, and supporting team members with whatever they need to do their jobs efficiently.

What is another name for an administrative assistant? 

An administrative assistant can also be called an admin coordinator, office assistant, or secretary, depending on the role and responsibilities. Senior admin assistants are often called executive assistants. 

Looking to hire an executive assistant? Use our Executive Assistant test to evaluate your candidates’ skills. 

What is the top salary for an administrative assistant? 

Admin assistant salaries vary by location, seniority, and nature of the role. At the upper end, they can earn up to $73,000 per year, according to Indeed.