An administrative assistant job description describes both the employer and the position, in addition to defining a highly qualified candidate. It should be descriptive and informative, and filter out candidates who can and want to do the job.
If the job responsibilities and qualifications sections are unclear, you will attract unqualified candidates and push away ideal candidates. A poor job description can also increase turnover, as employees will leave if you sell them a job and give them something other than what was described.
Your job description should include a brief informative job description, followed by a descriptive list of responsibilities and qualifications (required and preferred). Finally, don’t forget to add any legally required language.
Presentation of the position
A job description provides job seekers with high-level details about the job, as well as a sample of the tasks and expectations that come with it. This is where you’ll list the job title, who the AA reports to, day-to-day responsibilities, skills and qualifications, location (hybrid, remote or in-person), travel and accommodation requirements. other unique job details.
For those offering remote work, you should mention the number of days workers are expected to work from home versus the office.
The Job Responsibilities section should provide applicants with a comprehensive list of the duties they are expected to perform. Something simple like “provides administrative support” can be interpreted in many ways. But “providing administrative support, such as entering data into the CRM, copying contracts and keeping meeting notes” doesn’t leave much to the imagination. Candidates do not have to wonder if this position is right for them.
Examples of common responsibilities for administrative assistants include:
- Maintain, organize and order general office supplies including paper, pens, ink/toner, etc. to ensure teams have everything they need to be successful
- Greet and register visitors, guide them to the appropriate location and make them feel at home
- Manage and organize team schedule using Google Calendar
- Book travel arrangements for management staff
- Keep detailed meeting notes
- Answer and direct phone calls
Skills and Qualifications
The goal of your skills and qualifications sections is to filter out candidates who possess most, if not all, of the skills and qualifications required for the job. It must be thorough, with little room for interpretation; someone should be able to quickly determine if they are qualified for the job. You should limit this section to only skills and qualifications relevant to the position, as a long list can be daunting and drive away good candidates.
- High school diploma or equivalent
- Valid driver’s license and passport
- X years of experience as an executive level administrative assistant in the [industry of choice]
- Experience working with multi-function printers, including the ability to scan documents and send them as an email attachment, configure copy settings, and perform light maintenance tasks such as replacing cartridges toner
- Experience with office productivity suites such as Microsoft 365 and Google Workspace
- Experience with CRM platforms such as Salesforce
- Strong multitasking and organizational skills
It is important to distinguish between the skills and qualifications candidates should have and those that are good to have. If you lump them together, an otherwise qualified candidate might think they are unqualified and decline to apply.
- Type at least 65 words per minute
- Bachelor’s degree in finance, business administration or equivalent
- Multilingual candidates preferred
- A first experience as an administrative assistant is a plus
Other things you want to include in the job description include details on compensation and benefits, how and where to apply, and supporting documents to attach. You also need to add some company details. Depending on your geography, you may need to add an equal opportunity statement from the employer and other legal details required by governments.