Administrative Assistant job description template

An Administrative Assistant is an integral part of any office team. They manage daily office tasks, provide support to staff, and ensure that office operations run smoothly. The role involves a great deal of multitasking. They will handle office schedules, coordinate meetings, and provide administrative support to your team.

Scroll down for our free Administrative Assistant job ad template!

What is in a Administrative Assistant’s job description?

An Administrative Assistant is responsible for supporting the office by performing a variety of tasks. This includes answering calls, scheduling meetings, and supporting visitors. They are often the first point of contact for clients and visitors, and thus, they play a key role in creating a positive first impression.

Key aspects of an Administrative Assistant’s job:

Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
Screening phone calls and routing callers to the appropriate party.
Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.

Administrative Assistant Job Description Example

Be clear in your description. Know the tasks of the role and ideally who the candidate should be.
This means you won’t need to read through too many CVs to find your superstar.
You might be tempted to use bullet points in this section, but resist the urge! Tell a story, show off all the cool things they would be responsible for, and get them excited to apply.
You should be more focused on your company culture and what your mission is, instead of their daily tasks.

About the role

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Deutsch

[Company Name] is on the lookout for an organised and dependable Administrative Assistant to join our team. In this role, you will provide administrative support, ensuring efficient operation of the office. You will be supporting our managers and employees through a variety of tasks related to organization and communication.

As an Administrative Assistant, you will be the force that keeps our team on track, organized, and well-informed. Your role will be integral to the success of our team and [Company Name].

Does this sound like you? Then please don’t hesitate to apply for this position. We look forward to hearing from you!

[Unternehmensname] sucht eine:n organisierte:n und zuverlässige:n Verwaltungsassistent:in, um unser Team zu verstärken. In dieser Rolle werden Sie administrative Unterstützung bieten und einen effizienten Betrieb des Büros sicherstellen. Sie unterstützen unsere Manager:innen und Mitarbeiter:innen bei verschiedenen Aufgaben im Bereich Organisation und Kommunikation.

Als Verwaltungsassistent:in sind Sie die treibende Kraft, die unser Team auf Kurs, organisiert und gut informiert hält. Ihre Rolle ist für den Erfolg unseres Teams und [Unternehmensname] unerlässlich.

Klingt das nach Ihnen? Dann zögern Sie bitte nicht, sich auf diese Stelle zu bewerben. Wir freuen uns darauf, von Ihnen zu hören!

This section is all about your candidate's experience and responsibilities. You should outline very clearly what they should expect from the job role, not from the company itself.
You should use language that speaks to the candidate directly, use of “you”, “we” and “our” are all positives.
Hard skills in this section are important, but don’t overlook the significance of soft skills, like communication and being a team player, these can make a huge difference to the way people work alongside each other and gel professionally.
What do you believe in, and what are your core values?

Administrative Assistant Responsibilities

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Deutsch

Remember these are example responsibilities, not all of these will be relevant to your specific Administrative Assistant job ad. Please edit the text to match your company’s needs.

• Answer and direct phone calls.
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Write and distribute email, correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Provide general support to visitors.

Denken Sie daran, dass dies beispielhafte Aufgaben sind und nicht alle für Ihre spezifische Stellenanzeige für eine:n Verwaltungsassistent:in relevant sein werden. Bitte passen Sie den Text an die Bedürfnisse Ihres Unternehmens an.

• Anrufe entgegennehmen und weiterleiten.
• Termine organisieren und planen.
• Meetings vorbereiten und detaillierte Protokolle führen.
• E-Mails, Korrespondenznotizen, Briefe, Faxe und Formulare schreiben und verteilen.
• Bei der Vorbereitung regelmäßiger Berichte assistieren.
• Ein Ablagesystem entwickeln und pflegen.
• Büro-Richtlinien und -Verfahren aktualisieren und pflegen.
• Büromaterial bestellen und nach neuen Angeboten und Lieferanten recherchieren.
• Besucher:innen allgemeine Unterstützung bieten.

This section is essential to finding the candidate with the skills and qualifications that will help them in their job role.
This should be clear and concise and set boundaries for submissions.
The more information you add to your skills section, the less candidates you’ll have to sift through to find the right one.
This would waste both your time and the potential candidate so avoid being wordy as much as possible. Think about what would be an essential part of this role, and what would the applicant need to be successful in the job?

Administrative Assistant Requirements

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Deutsch

Remember these are example requirements, not all of these will be relevant to your specific job ad. Please edit the text to match your company’s needs.

• Proven experience as an administrative assistant, virtual assistant, or office admin assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.
• High School degree; additional qualification as an administrative assistant or secretary will be a plus.

Need inspiration?

Your job description will not attract talent all on its own. So when putting together your job post, be sure to show what it's like working at your company not just textually but visually!

Remember, attracting a candidate is just as much about your company culture as the job role itself. Make sure to include points that make you seem desirable too!
Add photos that show off your office space, team events and your team having a great time.
Maybe you could include a video of some team members explaining why they love coming to work, or why they like their role.
Include a grid of attractive perks with some nice illustrations. Maybe you have unlimited holidays, or you have an attractive parental leave cover - show off!
Why not embed your company's Instagram feed to give a IRL overview of the day-to-day.