A knowledgeable and hardworking administrative assistant can be a real asset to an organization. The ability to free up the superior’s precious time to make strategic decisions is not the only advantage. Assistants can also devote time to vendor and customer relations, research, data entry, talent acquisition, project management and many other crucial responsibilities needed for business progress.
However, finding the right candidates for the assistant position is not a walk in the park. You would think that the unemployment rate is high so it should not be a problem. Yet, the percentage of people with illiteracy and doubtful numeracy skills is astoundingly high.
Do we still need administrative assistants?
In the era of generative Artificial Intelligence and the progressing automation of multiple processes, one can be tempted to doubt the need for employing administrative assistants. After all, there are indeed, many tasks that can be automated thanks to the smart software available on the market. However, even though automation has reduced the demand for administrative assistants, plenty of organizations or managers still decide to hire them.
Why? As much as automation is helpful, there is still the need to program or oversee it. Let’s face it, often the superiors do not even know how many tasks must be performed, so their jobs can be made significantly easier. Not to mention, that there are many extracurricular clerical tasks that a machine cannot do. A good administrative assistant, on the other hand, can do the job perfectly. However, it must be the appropriate candidate to make hiring the assistant instead of using software profitable. Attracting qualified candidates who can take care of administrative assistant duties distracting you from crucial tasks for growing your business, calls for a comprehensive administrative assistant job description.
What does an administrative assistant do?
Administrative Assistants not only ‘deal with paperwork’ and administrative tasks as many may think. Their skills and responsibilities are far more advanced and require good organization, knowledge, flexibility, and the ability to successfully communicate and cooperate with others. What the position entails is hugely dependent on the industry and the needs of the superior. However, we can list several basic responsibilities that a good administrative assistant does without hesitation.
Administrative Assistant responsibilities
A good Administrative Assistant will cover the following responsibilities:
- greeting and signing in visitors, giving them directions or guiding them, and making them feel welcome;
- answering and directing phone calls;
- managing and organizing schedules using a digital calendar;
- making and keeping detailed meeting notes;
- taking care and ordering office supplies, and stationery (paper, pens, ink, etc.);
- making travel arrangements for superiors.
How to create an appropriate administrative assistant job description
Clerical errors may not only expose the organization to financial costs but most importantly may cause damage to their reputation and image. To avoid such unpleasant surprises administrative assistant roles should be filled with individuals who are capable of understanding and adhering to complex policies, industry standards, and regulations.
The possession of basic budgeting skills, computer skills, and knowledge of office management systems are also not without significance. All these and other administrative assistant requirements should be included in the right job post description. What should such a description look like and what else should it contain? We have prepared a comprehensive plan below, to help you remember the most crucial elements.
Introduction
If you’re starting to write a job description remember that the the introduction should contain a brief overview of the role you are looking to fill. Furthermore, it should also describe an individual who would perfectly match the requirements.
Example: ‘We are looking for a driven administrative assistant to join our fast-developing, and friendly company. The ideal candidate is well-organized, attentive to details, and easily develops and maintains workplace and customer relationships.’
Workplace description
Many employers forget that not only do they have to make a choice, but also the potential employees choose their places of work. This section highlights your workplace features. Describe what makes you stand out among other organizations, and lay out your company mission and values.
If you are unsure what the greatest assets are from the employee’s point of view, ask your current administrative staff members to describe what they like the most about working for your organization. Use these descriptions to attract applicants and they will be more likely to stay and succeed within your company.
Administrative Assistant responsibilities
We have already listed the basic responsibilities of a good Administrative Assistant, however, the role entails plenty more duties, that you might not even know about. They also differ depending on the industry, the nature of your business and its size, as well as organizational needs. Depending on these factors, you may be looking for someone who:
- ensures efficient office operation by providing administrative support;
- organizes and maintains filing systems (physical and/or digital);
- can operate a busy switchboard (answering phone calls and directing them to the appropriate department);
- has basic reception duties (booking appointments, signing in for incoming packages, and assisting clients and other visitors);
- can manage busy email inbox (responding to emails, digital queries, and correspondence);
- manages calendars for executives (making travel arrangements included);
- drafts and edits letters, and other documents;
- updates information in spreadsheets and databases;
- maintains confidentiality, security and discretion while working with sensitive information;
- puts together meeting agendas and takes meeting minutes.
- coordinates appointment booking, room setups, and catering.
- uses software skills (word processing, presentation creation, etc.) to produce and edit documents;
- meets deadlines, and adapts to changing priorities;
- can operate and maintain office equipment;
- cooperates with maintenance staff and outside vendors to ensure good working order of the office equipment;
- orders stationery supplies making sure the office is always properly stocked up;
- cooperates and communicates effectively with other administrative staff and supports colleagues when in need;
- ensures compliance with privacy policies and regulations;
- is the face of the organization and maintains its positive and professional image.
Working hours and benefits
This section speaks about the position’s required hours of work, remuneration, and benefits that come with the position. Ensure that you stay within the salary range and benefit choice of other offerings. It would be an asset to make your organization stand out, however, it is not a necessity. Make sure that you stress the benefits that are the most attractive to your prospective employee, such as the annual number of paid holidays, additional health insurance, free or discounted training, and extra professional development opportunities.
Administrative Assistant skills
Except for the responsibilities you are looking to assign, you are looking for specific skills such a person has. Thanks to listing them in the job description, you can narrow the search by explicitly stating ‘what the person you are looking for is like’. However, be mindful of listing too many skills. Good assistants have a very important characteristic, which is ‘a quick learner’. Put a note ‘optional’ next to some less important skills, as your potential employee can catch up quickly, and will be less likely to get apprehensive about applying for the position.
Education and experience
List any official qualifications needed for the job here, such as a high school diploma or equivalent, specific degree type, and certain certification types (CAP, MOS, etc.). Also, list how many years and what type of experience is required or say that it ‘will be an asset’.
Call to action
Encourage qualified applicants to complete an online application form by hitting the ‘apply now’ button
Administrative Assistant job description template
As a bonus, we have prepared an example of an administrative assistant job description you can use for your search for the perfect administrative assistant to join your organization.
- Administrative assistant job description template – Download PDF
- Administrative assistant job description template – Download Word
- Administrative assistant job description template – Download Google Docs
Takeaway
While looking for an administrative assistant, it is crucial to prepare a well-structured and extensive job description. It should contain several sections, such as the company description, position’s responsibilities, candidate’s skills, experience, education, and qualifications as well as the list of benefits the company offers. A comprehensive administrative job description will simplify and shorten the process of selecting the perfect candidate. One of the portals that makes searching for the right candidates even easier is Useme.
If you are looking for a contractor, who would provide you with admin support, you can post a job offer on our portal, or choose a specific freelancer and outsource administrative jobs. Useme helps you sign contracts, oversees the documentation and procedures, as well as makes your settlements significantly easier.
