Administrative assistant job description

List of top 5 administrative assistant job description samples

This post includes contents of job profile/title such as: job purpose/role, job functions, key duties/responsibilities/tasks list and other documents related to Administrative assistant position.

You also ref top job materials for Administrative assistant as below (at the end of this post):

• Top 16 administrative job descriptions
• Top 64 administrative forms
• 74 administrative interview questions and answers
• Top 9 skills for administrative positions
• Top 12 books for administrative positions

Key duties/responsibilities of top 5 administrative assistant job descriptions

You can ref some job descriptions for Administrative assistant as follow:

Job description sample 1

1. Receive and file incoming letters, documents.

2. Supply and manage office equipments, machines or properties to office and manufactures, kitchen utilities.

3. Schedule meeting if any.

4. Welcome/Receive visitors relating to work.

5. Meal, water for Employees.

6. Manage administrative department, maintain a safe and secure work environment.

7. Develop and maintain good working relationships with all relevant local governmental bureaus, agencies and authorities.

8. Maintain office efficiency, plan and implement office systems, layouts, and equipment procurement.

9. Ensure rules and procedures in place regarding working hours, lunch, office closure and communications about security.

10. Create, control, and monitor all administrative requirements of other departments.

11. Prepare financial plans, budgets and forecasts.

12. Record, monitor expenses, raise monthly invoices.

13. Monitor on-going activities and revise contracts.

14. Maintain stationary supplies and coordinating deliveries.

15. Manage supply chain and resource requirements.

16. Other duties as assigned.

17. Telephone operator, guest receiving…

18. Agenda management: booking, travels, meeting, arrange hotel for VIP, morning assembly…

19. Supplier managements: photo, printing, furniture, mail & post…

20. Office management: stationery, cleaning services, taxi card, telephone, mobile phone…

21. Office expense: water, electricity, logistic support for experts.

22. Settle visa, work permit, residence card, etc…

23. Other task assignment.

Job description sample 2

1. Administrative Assistant will be experienced in handling a wide range of administrative and support-related tasks, and should be able to work independently with little or no supervision.
2. The person in this role must be extremely well-organized and detail oriented.
3. The ideal candidate will have a high energy level and effectively build relationships with team members, across other business areas, and with external partners at all levels.
4. As an Administrative Assistant you must be comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient.
5. A high level of professionalism and confidentiality is crucial in this role. This is a TEMPORARY position (3-4 months)
6. Some or all of the following may be performed:
7. Support Managers and Supervision, as needed, in performing their key job elements and responsibilities.
8. Organize and maintain files (computerized and hard files).
9. Generating and sending correspondence, quotes, purchase orders, shippers, reports, etc.
10. Report preparation and generation (computerized and hard copy).
11. Scheduling appointments.
12. Send and deliver messages and faxes.
13. Coordinate local purchasing activity and information.
14. Update and maintain templates.
15. Provide backup to receptionist, including all receptionist duties.
16. Responsible for performance of Quality System procedures related to this job description.
17. Working knowledge of phone system.
18. Perform other duties as assigned.

Administrative assistant job description sample 3

1. Operating office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications
2. Answering telephones and giving information to callers, take messages and transfer calls to appropriate individuals
3. Setting up and maintaining paper and electronic filing systems for records, correspondence, and other material
4. Locating and attaching appropriate files to incoming correspondence requiring replies
5. Making copies of correspondence or other printed material
6. Reviewing work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions
7. Composing, typing, and distributing meeting notes, routine correspondence, and reports

Administrative assistant job description sample 4

1. Assist in new hire process by setting interviews, coordinating pre-employment testing and job offers, performs new hire orientations and creates personnel files
2. Process terminal payroll and first point of contact for pay questions
3. Assist with coordinating safety documents, such DOT physicals, Drivers License renewals, and safety training
4. Assist with Workers Compensation reporting
5. Provide other HR support such as maintain confidential files and information, drug testing coordination, lodge cards and fuel cards for drivers
6. Act as first point of contact for insurance and benefits questions
7. Prepares reports, memos and information for terminal and regional management as required.
8. Performs other duties as required.

Administrative assistant job description sample 5

1. Asset Coordinator role including – laptop inventory management, receiving and processing laptops, tracking laptops.
2. Time Reporting management including – pulling reports, training new resources on time reporting, ensuring time reporting compliance.
3. Managing resource ID and Access badges.
4. Miscellaneous organizational support responsibilities as needed.
5. Support organizational personnel in the completion of their responsibilities.

Tips to write Administrative assistant job description

Top 7 job description forms.

5 steps to writer write an effective Administrative assistant job description.

12 tips to write Administrative assistant job description.

• Base on the above job description, you can set up: Administrative assistant daily tasks for job levels (such as entry level, junior, senior…), monthly tasks, weekly activities, Administrative assistant KPIs, Administrative assistant KRAs, Administrative assistant job objectives/goals, job standards/requirements, job specifications/qualifications.

Administrative assistant qualifications needed, job specification

You can use the KSA model (this model to identify key/core competencies/competency profile for Administrative assistant ) to determine job criteria for Administrative assistant position. Administrative assistant’s job standard includes the following elements:

1. Education, knowledge requirements (includes diplomat, degree, certification, training courses…)
2. Experience: (in KSA model, we use skills, not use experience).
3. Skills list/required (includes technical skills, soft skills, hard skills, management skills).
4. Abilities, attributes, traits, qualities:
5. Other characteristics: A general category for other personal như Factor personality, willingness, interest, motivation and licenses …

Below is list of Administrative assistant qualifications:

1. 3-5 years administrative experience, expert level in written and verbal communication skills and superior attention to detail.
2. Education: Bachelor’s degree preferred
3. High level of interpersonal skills
4. High level of organizational skills
5. Ability to handle multiple tasks in a dynamic work environment
6. Must be high intermediate to expert level in Word, PowerPoint, Outlook and Excel.

Administrative assistant career advice

Below are top useful guides for Administrative assistant career:

Top 9 skills for administrative management
Top 12 books for administrative positions
• Top 64 administrative forms
• Top 16 administrative job descriptions
• Top 12 tips for career development
• Top 9 career path tips
• Top 14 career objectives
• Top 12 career promotion tips

Job search tips for top 5 administrative assistant job descriptions

Below are top materials for Administrative assistant job application:

• Top 15 ways to search jobs
Top 7 cover letter samples
Top 8 resume samples
• 74 administrative interview questions and answers
74 interview questions and answers
• Job interview checklist 40 points
• 13 types of interview questions and how to solve them
• Top 8 interview thank you letter samples

Administrative assistant performance appraisal

• 40 administrative KPIs (this post includes metrics to measure Administrative assistant performance)
• 11 performance appraisal methods (includes appraisal templates and forms)
• Top 28 performance appraisal forms
• Administrative assistant KRAs/scorecard

Administrative assistant wages, salary

Below are useful materials for Administrative assistant wages, salary:

• Top 12 salary negotiation tips
• Top 9 tips to get high salary

Fields related:

The above job descriptions can be used for fields: accounting, business, construction, retail, sports, healthcare, hotel, event, it, non-profit, medical, property, school, sales, university, restaurant, hospital, database…

If you need more free Administrative assistant job description forms/templates/formats in details, please leave comments at the end of this post. You also can save as this free file as pdf/doc or download free career, KPI ebooks at sidebar. Update: 2014.

Share This Post

Recent Articles

2 Responses to “Administrative assistant job description”

  1. Mikkyxluv says:

    lik to more to this duties and how to bcom a good administrative Officer.

  2. romeo t. atacador says:

    Thanks for the information. Very useful in the preparation of job description for certain positions of an organization like ours.

    Keep up the good work. Congratulations!


Leave a Reply

© 2015 4HRM. All rights reserved. Site Admin · Entries RSS · Comments RSS