An administrative assistant job description includes handling clerical and organizational tasks to ensure an office runs smoothly, such as answering phones, scheduling appointments, managing correspondence, and maintaining files. Key duties also involve preparing reports and documents, using software for data entry and presentations, and coordinating meetings and travel arrangements. The role requires multitasking, strong communication skills, and the ability to support management and staff.  

Core duties and responsibilities

• Communication: Answer and direct phone calls, respond to emails, greet visitors, and handle incoming and outgoing mail. 
• Scheduling and coordination: Schedule meetings, manage calendars, and book conference rooms for staff. 
• Document and record management: Prepare, edit, and proofread documents like memos, reports, and invoices. Maintain and organize both physical and electronic filing systems. 
• Administrative support: Assist with basic bookkeeping, process expense reports, and perform data entry. 
• Office management: Order and maintain office supplies, and liaise with vendors. 
• Travel arrangements: Coordinate travel schedules and make necessary reservations for staff. 

Skills and qualifications

• Proficiency in using office software, including word processors, spreadsheets, and presentation tools. 
• Excellent organizational skills to manage multiple tasks and maintain accurate records. 
• Strong written and verbal communication skills. 
• Ability to multitask and work efficiently in a fast-paced environment. 
• Attention to detail to ensure accuracy in documents and data. 

Variations in the role

• Industry-specific tasks: The specific duties can vary depending on the industry. For example, some may have additional responsibilities related to client support or specific project management. 
• Seniority level: As administrative assistants gain experience, their responsibilities may expand to include more complex tasks, and they may be considered for roles like executive assistant or office manager. 
• Virtual assistants: The role can also be performed remotely, with virtual administrative assistants providing support to businesses from a distance.