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

*Company description* We are a garden room construction company based in Denmead, Hampshire. Our main focus is client satisfaction, our rooms are built to a very high standard and we aim to make the whole process as stress free as possible. The second most important focus for South Downs Garden Rooms is employee satisfaction, creating a healthy working environment is beneficial to everyone and we believe keeping our employees happy is key to a successful business. We are currently a small company with a big vision and looking forward to an exciting future. *Job description* South Downs Garden Rooms is a fast growing business that started trading in June 2019. We are a small team of carpenters with over 20 years of experience in the carpentry and building industry. We specialise in the designing and building of garden rooms in order to develop outdoor space in residential properties across the South Downs area. We are looking for an administrative assistant to join our conscientious team. Your main will be constructing quotations, creating CAD drawings, managing social media and communicating with suppliers and potential customers. You must be confident in using Microsoft Word. It is not essential for applicants to have experience in the programme ‘Sketch-Up’ (to create CAD drawings), as training will be offered, however it is ideal that they would have some knowledge in this area. *Your role will include: * · Construction quotations for customers · Responding to emails and phonecalls · Updating the company website and social media · Sourcing building materials · Creating CAD drawings of new projects · Organising meetings · Sending invoices *A successful candiadate will: * · Be an effective communicator · Be computer literate · Be polite and well-mannered · Be well organised · Be able to follow instructions · Be educated to at least GCSE level in English and Maths · Have some interest in marketing and design This is a great opportunity for someone who has a busy lifestyle and is looking for flexible hours. You would be able to work remotely for the majority of the time, however you would be expected to attending meetings when necessary. As a successful candidate you would be offered training to start with and initially we would work closely with you to ensure you are confident in all aspects of the job. If you are interested in marketing and design then this would be an excellent opportunity for you as you would have the chance to build your skills through promoting our business on social media and other medium. The pay initially would be £10-£12 P/H depending on your qualifications and previous experience. The hours are flexible and could range from 10 – 15 hours a week. We are looking for someone to start straight away. Contract length: 6 months Job Types: Part-time, Contract Salary: £10.00-£12.00 per hour Work remotely: * Yes

Example 2

Overview: Due to the continued success and expansion of the Markerstudy Group, we are now looking to recruit a TP Admin Support Assistant to join our dynamic and forward thinking teams. They key focus of this role is to complete admin tasks on behalf of the third Party Claims Teams. Contribute to the department in delivering the Third Party Claims Operational business plan to meet business growth targets and contribute to the monitoring and reporting of own teams performance and progress against the plan. * Work within agreed processes in order to deliver the business plan in line with the Claims policy * Work within the parameters of the agreed business plan for Third Party Claims * Provide support to the Third Party Teams by ensuring delivery of own performance against agreed objectives, KPI’s and SLA’s * Carry out daily activities of data entry, claims system administration and web portal administration along with other admin tasks such as filing * Additional administration duties as required * To adhere to Company processes with regard to FCA compliance and Treating Customers Fairly; * To ensure that DPA, FCA & TCF and other regulatory requirements are met. Qualifications: * Demonstrates a good understanding of office procedures * Well organised and demonstrating attention to detail * Good numeracy and accuracy skills * Demonstrates ability to prioritise workflow volumes * Good computer skills to include Microsoft Office * Ability to adopt flexible working practices Location: Chelmsford, Chelmsford CM1 Job Types: Full-time, Permanent

Example 3

An exciting opportunity has arisen for an Administration Assistant to join our team at our Exeter Willand depot to assist in the safe, smooth and efficient day to day running of the depot, while working flexibly as a member of the team, providing a customer-focused service. Reporting to: Assistant Manager Health AND Safety * Complying with all Health & Safety policies and procedures relating to the welfare of others and myself at all times in the depot and on site. * Complying with the depot and site Risk assessments & Method statements [website] * Comply with and uphold company policies and procedures. Customers * Liaising with our customers and suppliers, as and when required. * Providing the customer with a professional service. * Deal appropriately with any queries that arise: [website] - purchase ledger, invoices Operations * Use all relevant aspects of the Insphire hire system. This includes the raising of hire contracts, purchase orders, transfers, goods inwards and all associated paperwork in line with company policies and procedures. * Undertake a full range of administration duties, including word processing, dealing with telephone enquiries, photocopying and filing, completing reports as requested. * Ensure all company documentation is completed correctly, in line with company policies and in a timely manner. * Maintain company records ensuring complicity with Data Protection Act (2018). * Implement and maintain administrative processes. * Raise purchase orders & use the correct nominal codes. * Place supplier orders either over the telephone or via email. * Chase supplier orders where necessary. * Assist and support the Hire Controller and complete some of their key duties in their absence. * Send the drivers timesheets and transports logs to Transport and Compliance administrator each week to comply with Working Time Directive legislation. * Update and maintain the generator service board as required. * Will source equipment that is needed within an agreed timescale. * Work collaboratively with other depots, sharing stock and passing orders on for their areas and providing assistance as and when required, either in person or over the phone. * Attend and participate in meetings and training sessions that may be necessary in the performance of my duties. * May be required to undertake any additional tasks as may reasonably be required from time to time. It is a requirement of Pickerings that all colleagues work in a flexible manner compatible with their job and in line with the objectives of the company. Please note that the job description for this position may be reviewed and amended to incorporate the future needs of the business. Benefits * Competitive Salary * Holiday buy back scheme * 25 days holiday per year plus statutory bank holidays * Company pension scheme * Cycle to work scheme Job Type: Full time Pickerings is an equal opportunities employer. We do not discriminate against any employee or job applicant because of race, colour, religion, gender, national origin, sex, age, physical or mental disability. Important Notice TO Recruitment Agencies: Any unsolicited CV’s will be sent at the recruitment agency’s own risk and will be interpreted as ‘gifts’ and we have no liability to you for any fee or otherwise. We reserve the right to engage with candidates directly having not, in any way, entered into your terms and conditions for this vacancy. By submitting an unsolicited CV to us, or to any member of our staff, you accept these terms as the default position. If we require your assistance with any vacancy we will contact you. Reference ID: Admin Assistant - Exeter Job Types: Full-time, Permanent Salary: per year Benefits: * Bike to work scheme * Life insurance * On-site parking * Wellness programmes Schedule: * Monday to Friday Application question(s): * Have you any prior experience within the Modular Buildings and/or Hire industry? Work remotely: * No

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. 

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