Administrative Assistant Job Description Sample
The administrative assistant is the gatekeeper to your company, so this is an extremely important hire to get right. Hiring a great admin assistant or executive assistant starts with a great job description. Most administrative assistant job descriptions look and sound the same, which doesn’t do anything for candidates. Administrative assistant job descriptions should be informative, yet concise. All you really need to do is provide candidates with the information they need to know without keeping vital details hidden.
In the following section, you’ll find a sample job description for an administrative assistant / secretary. Of course, not all admin assistants will have the same set of responsibilities and experience requirements, but we’ve included the criteria that are most common for administrative assistants in the United States. There’s a lengthy list of responsibilities and skills included to give you an idea of what works best for the position you’re trying to fill. However, we don’t recommend including more than 8-10 of each.
Administrative Assistant / Executive Assistant Sample Job Description
YOUR COMPANY is hiring an Administrative Assistant
A Day in the Life of an Admin Assistant
- Handle scheduling.
- Manage calendars.
- Travel coordination.
- Event planning.
- Answer and forward phone calls.
- Assist with office tasks.
- Take meeting notes.
- Prepare documents.
- Process incoming and outgoing mail.
- Stock office and kitchen supplies.
- Greet guests and visitors.
- Validate parking.
- Assist with onboarding.
Skills and Experience Desired for an Executive Assistant
- Bachelor’s Degree in Business or a related field preferred.
- Highly organized with good time management skills.
- Exceptional written and oral communication skills.
- Great computer skills, especially typing.
- Strong attention to detail.
- Great active-listening skills.
- Experience with Microsoft Office.
- Experience collaborating with internal and cross-functional teams.
- Excellent customer service skills.
- Patient and able to practice good phone etiquette.
- Self-starter who works well independently.
- Ability to multi-task.
- Strong people skills.
- Great problem-solving ability.
How This Role Contributes to the Future of the Company
[Example] As an administrative assistant, you will serve as the gatekeeper to the company, keep different departments and people connected, and help the office run smoothly. Successful admin assistants can advance into more senior roles like Office Manager, Senior Administrative Assistant, or Executive Administrative Assistant. It is also common for admin assistants to move into other departments within the same company as well.
The Administrative Assistant Reports to [ Executive Director / CEO / President / etc.]
What to Expect from Our Hiring Process
- Within 1 week of applying, we’ll let you know if you’ve been selected for an interview.
- Complete our pre-employment assessment.
- 15-minute phone interview with our hiring team.
- 1:1 video interview with the manager you will report to.
- Final in-person interview with department heads and the hiring manager.
What to Look for in an Administrative Assistant
While most admin assistants won’t have much experience in the business world, there is still a wide range of personality traits that you can look for in the hiring process. For instance, admin assistant candidates should be highly organized since they will be responsible for managing calendars, scheduling meetings, taking notes, and keeping the office in order. Administrative assistants should also have excellent verbal and written communication skills since they’ll be the gatekeeper for your organization. Here are some other traits you should value in an executive assistant.
Valuable Admin Assistant Personality Traits
- High Integrity
- Detail Oriented
- Quick Learner
What Salary Range to Offer an Administrative Assistant
Like all careers, the salary range for an Administrative Assistant relies on factors like experience, industry, and location. Of course, experienced candidates should be compensated more than a candidate with little or no experience, which is why DOE (depending on experience) is included in the salary range for many admin assistant job postings. Administrative assistant salaries also tend to be higher in heavily populated cities compared to smaller ones due to the higher cost of living. Taking all of that into consideration, here are some salary averages for administrative assistants around the nation.
Annual Average Admin Assistant Salary by Experience
- 0-1 Years: $37,914
- 1-3 Years: $42,807
- 4-6 Years: $43,674
- 7-9 Years: $46,106
- 10-14 Years: $47,336
- 15+ Years: $49,701
U.S. Annual Average Admin Assistant Salaries
- San Francisco: $56,337
- Boston: $49,846
- New York City: $49,418
- Seattle: $48,670
- Los Angeles: $48,036
- Minneapolis: $46,229
- Chicago: $45,901
- Dallas: $43,008
- Miami: $42,094
- Atlanta: $41,87
International Admin Assistant Average Salaries
- Toronto: $44,000 CAD
- Vancouver: $43,000 CAD
- London: £22,584
- Paris: €33,850
- Dublin: €27,973
- Berlin: €20,000
- Madrid: €18,016
- Sydney: $54,912 AUD
- Auckland: $51,000 NZD
- Shanghai: ¥136,296
Source: 2020 hiring data provided by Glassdoor