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Administrative Assistant Job Description: Top Duties and Qualifications

An Administrative Assistant, sometimes referred to as a Clerical Assistant, is a position dedicated to helping professionals in a given industry. While the duties may change depending on the company, in general, Administrative Assistants perform clerical duties, manage workflow, schedule appointments and serve as the main point of contact for an office.

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Administrative Assistant duties and responsibilities

An Administrative Assistant usually performs tasks for the person they work directly under, such as:

  • Serving as the main point of contact
  • Scheduling meetings and travel
  • Answering calls and correspondences
  • Ensuring deadlines are met
  • Acting as a liaison between other professionals in the office
  • Creating a general workflow

An Administrative Assistant may also be responsible for tasks specific to office management, such as:

  • Maintaining office supplies
  • Enforcing office protocols and policies
  • Answering calls and other receptionist duties
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Administrative Assistant Job Description Examples:

Example 1

Global Insight Conferences, a market-leading conference, and exhibitions company, is on the hunt for office & sales support from a highly able individual.

Global Insight Conferences produces high-quality one-day, bespoke business conferences, both live and virtual, in the UK and abroad.

Personal Specification

  • Minimum grade B/6 in Maths and English Language at GCSE (or the equivalent IB). Strong A Levels.
  • 12 months+ minimum in work from Education exit.
  • Excellent verbal and written communication skills.
  • Experience working in an office environment.
  • Lastly, all we ask is for candidates to have ambition, drive and passion.

    Job Specification

    1. Database Management

    ·Running data requests from different departments.
    ·Managing the research directory - maintain a list of lists based on what data was researched/purchased for each event.
    ·Responsible for unsubscribing people from the database.
    ·Maintain the database to ensure that each contact is marked up based on
    the industry that they work in.
    ·Helping with the CRM system integration, prepping data, running selects, implementing reports.
    ·Ensuring all data from the relevant events are on the database

    2. Marketing TEAM Support

    ·Checking events are listed on relevant GIC conference websites, ensuring that websites are up to date.
    ·Responsible for the GIC site including updating site with new events.
    ·Media partnership directory - Maintain the media partner list – update it from marketing briefs.
    ·Add all events to diary listings.
    ·Supporting the marketing executives to send out campaigns, update websites when needed.
    ·Answer the phone and take bookings over the telephone.

    3. SupportING Senior Marketers

    3. SOME Selling Delegate Places (Commission ON ALL SALES!)

    Global Insight Conferences has a diverse and inclusive workforce. Our senior leadership team is over 80% female lead and we employee above the national average rates of people from ethnically diverse backgrounds. We go above and beyond to meet the needs of our employees, including through personal and professional development with bespoke training and promotional paths; accommodating hybrid and flexible work; offering holistic wellbeing programmes; donating to charity and environmental initiatives.

    Our Commitment

    We understand that there's no such thing as a 'perfect' candidate. We're looking for someone passionate, proactive, and ambitious, who is excited to face the challenges of a rapidly growing industry. GIC is the type of company where you can grow exponentially, and we encourage you to apply to us even if you don't 100% match the candidate description.

    GIC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all of our employees. GIC will give all qualified applicants consideration for employment without regard to age, ancestry, colour, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations, and ordinances.​

    If you are interested in applying for this exciting position, please get in touch!

    Thanks for taking the time to read this and we look forward to meeting you.

    Ben Kavanagh

    HR and Recruitment Lead

    By applying for this role, you hereby freely give your prospective employer consent to use, process and store your personal data relating to your job application in accordance with prevailing legislation.

    Job Types: Full-time, Permanent

    Salary: £24,000.00-£26,000.00 per year

    Benefits:
  • Additional leave
  • Casual dress
  • Company events
  • Company pension
  • Health & wellbeing programme
  • Referral programme
    Schedule:
  • Monday to Friday
    Supplemental pay types:
  • Performance bonus

    COVID-19 considerations:
    Fully Covid-safe Location: In person

    • Example 2

    We are seeking a highly-organized and motivated Administrative Assistant to join our dynamic team. The successful candidate will be tasked with overseeing day-to-day operations, ensuring that the office is well maintained, supplies are ordered and distributed, and that all project documents are filed and stored correctly. The right candidate will have strong communication skills, trustworthy character, attention to detail and knowledge of current office procedures.

    Responsibilities:

    · Understand prospective students’ education level, commitments, and motivations so as to advise them on the most appropriate course for them
    · Deliver a tailored presentation of Osborne Training, its courses and services, application requirements, enrolment procedure and payment plans to prospective students via inbound and outbound calling, face to face meeting, email and scheduled phone appointments
    · Maximise student enrolments to meet enrolment targets and achieve the key performance indicators set by the business
    · Develop and maintain an up-to date knowledge of all Osborne Training courses and services, and those of our competitors
    · Take shared responsibility for your own professional development and self-improvement, and complete all relevant training
    · Ensuring the work place is tidy.
    · Scheduling courses, exams, invigilation of exams and any other admin and operational duties as required.
    Contracted Hours: 20 Hours

    Timing required as below

  • Monday: Off
  • Tuesday: 10:30 AM - 4:30 PM
  • Wednesday: 10:00 AM -2:00 PM
  • Thursday: 10:30 AM -1:30 PM
  • Friday: 10:30 AM- 1:30 PM
  • Saturday: 8.45 AM - 12:45 PM
  • Sunday: Off

    About Osborne Training

    Osborne Training delivers diverse range of academic and vocational courses in Accounting, IT, Business Administration and various management subjects. The Centre welcomes students of all ages and ethnic backgrounds who want to benefit from quality teaching & learning offered by qualified and experienced teaching staff. We recognise the importance of skills improvement, assistance in job search and related work placements. The mission of the Centre is to ensure that through high quality teaching and learning the diverse and wide range of students gain the desired qualifications, broad knowledge, skills and experience to allow them to achieve the well deserved career goals and participate in a competitive global economy.

    Job Type: Part-time
    Part-time hours: 20 per week

    Salary: £12.00 per hour

    Benefits:
  • Employee discount
    Schedule:
  • Day shift
  • Weekend availability
    Supplemental pay types:
  • Performance bonus



    Experience:
  • Administrative: 1 year (preferred)


    Work Location: In person


    Application deadline: start date: 18/09/2023

    • Example 3

    Feral Interactive is looking for a bright and diligent Administrative Assistant to help with the smooth running of our office.

    This position is ideal for someone who likes working with both people and information. Our preferred candidate will be personable and courteous and relish the challenge of keeping a busy office organised and efficient.

    Feral is currently a team of around a hundred people, so you’ll quickly get to know your colleagues and will work directly with many of them. Daily duties comprise general office management, including reception, ordering supplies, answering the phone, data entry, filing, and helping with recruitment.

    You will need to be a proficient communicator with the ability to work independently on a wide range of tasks, and be open to learning new skills and taking on new responsibilities.

    This is a permanent, full-time position at our studios in Wandsworth, southwest London.

    Required Skills and Experience

    · Excellent knowledge of Microsoft Office (particularly Word and Excel)

    · Good written and verbal English

    · Excellent manner and presentation

    Desired Skills and Experience

    · A highly organised approach and attention to detail

    · Significant experience of office administration

    · A determination to do your best work all of the time

    Benefits

    · £24-30k annual salary, dependent upon skills and experience

    · Relaxed small company atmosphere

    About Feral

    Feral Interactive is a leading publisher and developer of AAA Mac, Linux, Switch and mobile games. We take great pride in developing excellent ports for new platforms and audiences. Recent hit titles include Total War: ROME Remasterd (Windows, macOS and Linux), Rise of the Tomb Raider (macOS and Linux), Alien Isolation (Switch and mobile), Grid Autosport (iOS, Android and Switch), Company of Heroes (mobile) and XCOM 2 (mobile).

    How to Apply

    Send your CV and a covering letter. Applications without a covering letter will not be reviewed.

    Job Types: Full-time, Permanent

    Salary: £24,000.00-£30,000.00 per year

    Benefits:
  • Casual dress
  • Company events
  • Company pension
  • Cycle to work scheme
  • Flexitime
  • Housing allowance
    Schedule:
  • Monday to Friday

    Ability to commute/relocate:
  • London, SW18 4PP: reliably commute or plan to relocate before starting work (preferred)

    Willingness to (preferred)

    • Example 4

    Private Tours Administrative Assistant

    Lindsay’s Highland Tours – Edinburgh/Glasgow

    About us

    Lindsay’s Highland Tours operates one of the fastest growing selections of private tours in Scotland with a vision to become the industry leading private tour operator in the UK.

    We are a family business who specialize in private tours of the Scottish Highlands. We aim to provide unique experiences and itineraries for guests which they would not be able to get from other travel companies. We arrange full itineraries including our private tours, accommodation, dinner, and all activities in between and create a full event around the guests’ expectations. Our exceptional customer experience and numerous five-star reviews have allowed us to partner up with a globally renowned travel company who refer international clientele.

    Job title

    Private Tours Administration Assistant

    Reportable to: Sales Manager

    Job purpose

    Working as part of our sales team you’ll be helping Lindsay’s Highland Tours to continue to develop and produce experiences that last a lifetime. The Private Tours Administration Assistant is responsible for supporting the team with administrative duties relating to private tour bookings and confirmations. An eye for detail is essential as well as excellent communication skills.

    The desired candidate would be ambitious and have a good knowledge and passion for Scotland.
    Excellent customer service and communication skills are a must as they will be dealing with guests from across the globe.

    Duties and responsibilities:
  • Sourcing accommodation and other services such as entrance fees relating to private tours
  • Knowledge of each stage of the private tour process from enquiry, to ing to confirmation
  • Responding with tour drivers before approving itinerary
  • Handling private tour requests and general enquiries and providing es
  • Delivering exceptional customer experiences with outstanding attention to detail
  • Creating and monitoring social media content.
  • Display a pride and real passion for the country and what it has to offer
  • Process payments and undertake general ad hoc administrative duties
  • To enjoy working in a team as well as on your own and to be confident to think on your feet to solve problems

    Types: Full-time, Part Time and Fixed Term Contract

    Contract length: 6 months

    Salary: From £20,000.00 per year (pro-rata)

    Benefits:
  • Flexible schedule
  • Work from home
  • Experience our tours first hand!
  • Discretionary performance bonus
  • Competitive annual leave package
  • Sick Pay

    Schedule:
  • Flexible
  • Monday to Friday

    Some weekend work may be required

    Application deadline: 06/07/2022

    About the Company

    Company: Lindsay’s Highland Tours Ltd.

    Company Location: Edinburgh/Glasgow

    Contact number: [phone number]6

    Website: [website]

    Job Types: Full-time, Part-time, Fixed term contract
    Contract length: 6 months
    Part-time hours: 20-35 per week

    Salary: From £20,000.00 per year

    Additional pay:
  • Performance bonus
    Benefits:
  • Flexible schedule
  • Flexitime
  • Work from home
    Schedule:
  • Monday to Friday

    Application deadline: 06/07/2022
    Reference ID: start date: 25/07/2022

    • Example 5

    We are very excited, due to internal promotion, to be able to offer a full-time Administrative Assistant job opportunity.

    Joining our team, you will be responsible for providing general and administrative duties as well as answering the phones and greeting visitors at our Sanctuary. You will be assisting with sorting and distributing the post and updating databases. In addition, you will be undertaking routine financial processes and help with other duties as directed.

    Key Requirements:

    You will need to have good and accurate literacy, numeracy and administrative skills and the ability to analyse information to solve general queries. You will also need good keyboard skills.

    It is important that you have good communication skills, are able to multitask in a quick and changing and sometimes challenging environment and are confident and comfortable around animals.

    The vacancy is based at the main sanctuary office in Woodrising and is a full-time office vacancy working alternate weekends 9-5 pm and hours to be agreed in the week.

    Wage: NMW + 50p per hour

    Job Type: Full-time

    Salary: £7.33-£10.00 per hour

    Benefits:
  • Company pension
  • On-site parking
  • Referral programme
    Schedule:
  • 8 hour shift

    Ability to NR9 4PJ: reliably commute or plan to relocate before starting work (required)

    • Example 6

    Company description

    We are a case management company specialising in the review of divorce financial settlements, based in Send, Guildford. We are easily accessible by the A3 with ample free parking on site and bus routes nearby.

    We are seeking a full-time, permanent member of staff to join our expanding team of Case Managers. Your job title would be Personal Case Manager and full training is provided by our team.

    Despite the pandemic, we are finding that our case load is still increasing hence the requirement for an additional member to join our team. Due to the nature of our work, we cannot offer full-time working from home

    Job description

    This role is varied and covers a wide range of responsibilities including, but not limited to:

    - Telephone and email consultations with new prospective clients

    - Handling incoming and outgoing correspondence with all clients

    - Reviewing client files and producing case reports

    - Liaising with Panel Solicitors regarding client cases

    - Chasing and updating clients regarding documentation and needs of their case – as and when required

    - Organising and filing of paperwork

    - General admin duties (scanning, photocopying and post etc – as and when required)

    About You:

    - Organised

    - Adaptable

    - Good written and verbal communication skills

    - Computer literate

    - Great attention to detail

    - Ability to work well as part of a team

    Experience within the industry and prior use of Proclaim software is desirable but not essential as full training and support is provided.

    Job Types: Full-time, Permanent

    Salary: £18,000.00-£20,000.00 per year

    Benefits:
  • Casual dress
  • Company pension
  • On-site parking
    Schedule:
  • 8 hour shift
  • Monday to Friday
  • No weekends

    COVID-19 considerations:
    We have installed dividers between desks and hand sanitiser is available. Surfaces are cleaned 1 year (preferred)

    • Example 7

    Job Title: Administrative Assistant

    Reporting To:Senior Management

    Location:Rowley Drive, Stonebridge Trading Estate, Coventry, West Midlands, CV3 4FG

    Futura Design are an automotive prototype manufacturer based in Coventry, West Midlands. We are an SME business circa £12 million turnover founded in 1987, operating from a 15,000 square foot purpose-built design and engineering centre. As a result of a sustained period of growth, Futura Design are seeking a motivated and forward-thinking Administrator to join their current team. Our industry is fast-paced and going through a period of rapid change, we are looking for the right person to join us on that journey. The ideal candidate will have some previous experience in administration roles, with a friendly and approachable personality.

    WHY WORK FOR Futura Design?

    Futura believe in empowering employees to allow them to work autonomously. They have created an enthusiastic team who want to grow with the company, have a real impact on the processes and overall success of the business.
  • 25 days holiday + bank holidays
  • Company funded wellness programme
  • Government auto enrolment pension
  • Friendly, modern working environment
  • Flexible working patterns

    JOB Description
  • Assist senior managers with daily organisational tasks
  • Produce ations, contracts and offer letters for our recruitment division
  • Keep up to date the company CRM system with any candidate communications
  • Assist with travel arrangements and diary management where appropriate
  • Make regular contact with candidates from our recruitment division using the telephone, E-mails, and our company CRM system.
  • Help with our social media channels to promote engagement with clients and candidates
  • Meet with visitors and assist with general support

    The person:

  • High attention to detail
  • Effective communicator
  • Strong Microsoft Office skills
  • Problem solver and ability to work to deadlines
  • Ability to present data effectively to senior management
  • Highly energetic and have a passion for teamwork
  • Strong experience using CRM software is preferred
  • Experience working in a family business and SME is ideal

    Job Types: Full-time, Permanent

    Salary: £20,000.00-£24,000.00 per year

    Benefits:
  • Company events
  • Flexible schedule
  • On-site parking
  • Wellness to Friday

    • Example 8

    Overview

    To provide general secretarial and administrative support to the whole PCN team involving word processing and audio typing skills with general adminsitrative work.

    MAIN JOB Duties
    *
  • Provide administrative support to members of the primary health care teams ensuring appropriate practice records are kept up to date
  • Support the PCN to deliver on, QOF, KPIs and locally commissioned enhanced services
  • To update and maintain accurate patient medication records on the practice clinical computer system, including advice given and action taken
  • Work collaboratively with the PCN team. This includes typing of letters, reports, patient referrals, minutes, memorandums, etc. in an accurate and quality manner
  • Develop relationships and work closely with community, hospital and the wider health system
  • Participate in practice meetings, patient participation groups and other meetings to improve engagement with the role
  • Administration and booking for specialist clinics
  • Supporting the Reception and Rota teams with rescheduling patients
  • Answering emails and tasks
  • Answering and dealing with telephone enquiries
  • Medical Records Requests
  • Insurance and Medical Reports

    · Applicants should also have:
  • A full UK driving License or suitable access to transport to be able to travel to sites within the PCN area
    DBS check (will be conducted by PCN upon job offer

    Job Type: Full-time

    Salary: £10.50 per hour

    Benefits:
  • Company pension
  • Flexitime
    Schedule:
  • Monday to Friday

    COVID-19 considerations:
    Usual Covid-19 precautions in line with guidance for a health care or equivalent (required)

    • What does an Administrative Assistant do?

    In general, an Administrative Assistant deals with any and all tasks needed by the professional they directly work for. For this reason, an Administrative Assistant’s responsibilities will vary depending on the industry and the title of their direct supervisor. In addition, an Administrative Assistant’s duties may change day-to-day depending on the working environment and work ethic of the person they are assisting. In some offices, there may be a team of Administrative Assistants that work together. These responsibilities require potential candidates to have strong collaboration and people skills.

    Administrative Assistant skills and qualifications

    A good Administrative Assistant should have exceptional professionalism and communication skills to help the person they are assisting succeed in their given industry. Such skills may include:

    • Thorough attention to detail
    • Excellent verbal and written communication
    • Ability to work in a group and on their own
    • Strong organisational skills
    • Confidence in decision making
    • Positive attitude for greeting clients
    • Familiarity with scheduling and organisational software

    Administrative Assistant experience requirements

    An Administrative Assistant’s experience requirements will vary based on the scope of responsibilities needed by the office and director supervisor. A position that is one of many Administrative Assistants for a given professional or office may require a candidate with little experience who will be excited to work and grow with the company if this is a possibility. If however, if the position is for an employee to assist a high-level professional immediately, potential candidates may require more than four years experience and familiarity with the industry.

    Administrative Assistant education and training requirements

    Training and education requirements change depending on the level of the exact role, but in general, an Administrative Assistant requires the following:

    • GCSEs at grades 9 to 4 including English and maths
    • Telephone, typing and general IT skills

    However, this position can also be available to a candidate who has completed an apprenticeship in business administration as well as some GCSEs, including English and maths.

    Administrative Assistant salary expectations

    According to Indeed Salaries, the average salary for an Administrative Assistant is £18,691 per year. Deviations may be dependent upon experience, location and company. The typical number of hours expected of an Administrative Assistant during a regular working week might vary as well.

    Job description samples for similar positions

    If an Administrative Assistant isn’t exactly the role being advertised, here are similar positions and their job descriptions:

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    Administrative Assistant job description FAQs

    Who does an Administrative Assistant report to?

    This will depend on the organisation of a company. Some companies will require each professional to have one Administrative Assistant who handles their scheduling and communication. Alternatively, an office may have more of a shared organisational structure where there are a number of Administrative Assistants who provide assistance to all the professionals in the office.

    Do Administrative Assistants have different responsibilities in different industries?

    Absolutely. The more general tasks like answering phone calls and scheduling remain the same. However, an Administrative Assistant in a law firm needs to be familiar with different types of protocols and industry language than, say, an assistant working in an energy company.

    What is the difference between an Administrative Assistant and an Executive Secretary?

    An Executive Secretary works directly with the highest-level employees of a company. The responsibilities are similar to that of an Administrative Assistant but usually require a higher level of autonomy, professionalism and familiarity with the executive corporate communications. There is also a higher level of education needed, usually 1 or 2 A levels, or a business-related foundation degree.

    What makes a good Administrative Assistant job description?

    A good job description is always clear, concise and makes the company sound like an appealing place to work. Be clear about the requirements an employee needs to succeed and focus on how an Administrative Assistant is crucial to making the office or company run smoothly.

    Job Description Examples

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