Administrative Assistant Job Description

To make sure your professional resume will support your goals, use this administrative assistant aide job description to inform what you should highlight on your resume.

By reviewing job description examples, job seekers will be able to identify which technical and soft skills, credentials and work experience matter most to an employer in your target area.

Administrative Assistant Job Description:

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient running of the office. Supports managers and employees through various functions related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material. Familiar with the various concepts, practices and processes of the field.

The ability to communicate effectively via phone and email ensures that all administrative assistant duties are carried out accurately and delivered in high quality and on time. Can direct and lead the work of others. Rely on experience and judgment to plan and meet goals and a broad level of creativity and latitude is expected. Usually reports to the manager or head of a unit/department.

Administrative Assistant Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule appointments and meetings
  • maintain contact list
  • Prepare and distribute correspondence memos, letters, faxes and forms
  • Assist in preparing regularly scheduled reports
  • Filing system development and maintenance
  • order office supplies
  • book travel arrangements
  • Submit and tally expense reports
  • Provide general assistance to visitors
  • Provide information by answering questions and requests
  • take dictation
  • Research and makes presentations
  • generate report
  • handle multiple projects
  • Generate and monitor invoices
  • Developing administrative staff by providing opportunities for information, educational opportunities and experiential development
  • Ensuring the operation of equipment by meeting preventive maintenance requirements; calling for repairs; maintaining equipment inventory; Evaluation of new tools and techniques
  • Maintain supply inventory by checking stock to determine inventory levels; the expectation of essential supplies; placing and expediting orders for supplies; Confirmation of receipt of supply
  • Maintain professional and technical knowledge by participating in educational workshops; reviewing professional publications; setting up personal networks; participating in professional societies
  • Contribute to the team effort by achieving relevant results as needed
  • Carrying out administrative duties like filing, typing, copying, binding, scanning etc.
  • Organize travel arrangements for senior managers
  • Write letters and emails on behalf of other office workers
  • Book conference calls, rooms, taxis, couriers, hotels etc.
  • Cover the reception desk if necessary
  • Maintain a computer and manual filing system
  • Handle sensitive information confidentially
  • Take the exact minutes of the meeting
  • Coordinating Office Processes
  • Respond to inquiries by email, telephone, or face-to-face
  • Develop and update administrative systems to make them more efficient
  • solving administrative problems
  • Receive, sort and deliver mail
  • Answer and forward telephone calls
  • Manage staff appointments
  • Supervise and supervise the work of junior employees
  • Maintain up-to-date employee leave records
  • Coordinate repair of office equipment
  • Greet and help office visitors
  • Photocopy and print out of documents on behalf of other associates
  • Provide courteous and professional communication
  • Implement clerical duties and administrative procedures
  • perform data entry
  • Confirm restaurant reservations for senior employees

A well-crafted resume skills section, highlighting your relevant skills for an administrative assistant position, will help your resume beat the Applicant Tracking System (ATS), which provides attention to your application. is the first step. Use the administrative assistant top skills and competencies listed below to help you write your resume effectively.

Administrative Assistant Requirements:

  • Proven administrator or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize tasks
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 7 years experience in the field or in related field
  • High school diploma or equivalent; college degree preferred

Administrative Assistant Skills and Competencies:

  • reporting skills
  • administrative writing skills
  • Proficiency in Microsoft Office
  • Analysis
  • professionalism
  • problem solving
  • accumulation policy
  • inventory control
  • oral communication
  • office administration procedures
  • typing
  • attention to detail
  • Accuracy
  • multitasking
  • telephone skills
  • team work
  • discretion and judgment
  • Patience
  • resourcefulness
  • anticipates needs
  • emotional intelligence
  • Editing and Proofreading
  • microsoft office skills
  • typing skills

Not sure how to include it all in your resume? See how we helped this executive assistant craft her resume. By initially drafting the resume to include a strong qualification summary that highlights the skills called for in the job description, this admin assistant professional will stand up to hiring managers from the start.

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