What does an administrative assistant do?

Administrative assistants are versatile professionals who provide organisational and administrative support to keep an office running smoothly and efficiently. They assist with communications, document preparation, diary management, and external stakeholder coordination, and they can work across a wide range of industries, including corporate offices, financial institutions, legal firms, government agencies, educational institutions, medical facilities, construction companies, and manufacturing firms.

Many administrative assistants can perform their role remotely, and some may work part-time or on an ad-hoc basis. In smaller companies, an administrative assistant typically handles a broad range of duties, while larger organisations may assign them to specific departments. An administrative assistant’s duties can vary considerably from one company to another. In large companies, they may work as part of a wider admin team.

Administrative assistant skills and qualifications

Due to the broad scope of this role, administrative assistant candidates are often asked for a diverse combination of technical (hard) skills and interpersonal (soft) skills. Key skills and qualifications can include:

• Clerical and office skills, including typing, data entry, note-taking and proficiency in relevant software
• Familiarity with office hardware, such as phone systems, printers and copiers
• Excellent communication and organisational skills
• Attention to detail, accuracy and the ability to multitask
• Professional telephone and email etiquette
• Effective communication and the ability to take direction and work in a team environment
• Basic bookkeeping and financial record-keeping skills (role-dependent)
• Confidence in interacting with various stakeholders, including coworkers, clients and executives

Administrative assistant experience requirements

The level of experience required for an administrative assistant depends on the complexity of the role. Entry-level positions may be suitable for candidates with minimal experience, provided they receive on-the-job training. Senior or more complex administrative assistant roles (e.g. executive personal assistants), typically require prior experience in fields like administrative support, customer service, personal assistance or office management. Alternatively, candidates who have worked different roles in the same industry may possess valuable transferable skills, along with industry-specific knowledge of the field.

Administrative assistant education and training requirements

There are no set educational or training requirements for an administrative assistant. However, administrative assistants typically hold GCSEs and either A-levels or further qualifications, such as a Level 2 or Level 3 Diploma in Business Administration. If your company relies on specialised software, consider seeking candidates who are already familiar with it, have completed relevant certifications or will be provided on-the-job training to ensure a smoother transition into the role.

Administrative assistant salary expectations

Compensation for administrative assistants varies based on experience, company size, location and industry. Find current salary data for administrative assistant roles on Indeed Salaries to help benchmark competitive pay.

Job description samples for similar positions

If this job description is not quite what you’re looking for, here are job descriptions for similar positions:

• Receptionist
• Office administrator
• Personal assistant