Administrative Assistant Job Description 2025

Administrative Assistant Job Description 2025

Job Title: Administrative Assistant
Job Type: Full-Time or Part-Time
Department: Administration / Office Support
Reports To: Executive Manager, HR Manager, or Department Head
Location: On-site or Hybrid (depending on company policy)

Job Overview

• The Administrative Assistant provides essential support to executives, managers, and departments.

• This role ensures the smooth operation of office tasks, manages schedules, maintains documentation, and handles client or internal communication.

• Ideal for a highly organized, proactive, and tech-savvy individual who thrives in a fast-paced environment.

Key Duties and Responsibilities

• Greet and assist clients, visitors, and staff in a friendly and professional manner.

• Answer phone calls, take messages, and manage incoming/outgoing correspondence.

• Schedule meetings, appointments, and maintain calendars.

• Prepare reports, memos, invoices, letters, and other documents.

• Maintain physical and digital filing systems.

• Support the coordination of events, training sessions, and office meetings.

• Order and monitor office supplies and equipment.

• Perform data entry and help with bookkeeping or budgeting tasks.

• Assist with travel arrangements and expense reports.

• Coordinate with vendors, partners, and other departments when needed.

Required Qualifications

• High school diploma or GED (minimum).

• At least 1 year of experience in a similar administrative role.

• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Suite.

• Excellent communication and interpersonal skills.

• Ability to multitask, prioritize, and stay organized.

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Office Management, or related field.

• Knowledge of basic bookkeeping, HR tasks, or customer service.

• Familiarity with office software and scheduling tools (e.g., Zoom, Trello, Slack).

• Strong written communication and editing skills.

Core Skills & Competencies

• Time management and attention to detail.

• Friendly, professional customer service.

• Adaptability and problem-solving mindset.

• Confidentiality and ethical conduct.

• Team player with the ability to work independently.

Tools & Technology Used

• Office suite software (MS Office, Google Docs, Sheets)

• Office hardware (printers, fax machines, phones)

• CRM or HRIS software (if applicable)

• Calendar and task management platforms

Salary & Compensation

• Hourly Rate: $18 – $25/hour (varies by experience & location)

• Monthly Range: $2,500 – $4,000 (full-time basis)

• Annual Bonuses or incentive packages (where applicable)

Benefits (May Vary by Employer)

• Paid Time Off (PTO), sick days, and holidays

• Health, Dental, and Vision Insurance

• 401(k) or pension scheme

• Remote/hybrid flexibility (if available)

• Learning & development opportunities

Career Growth Opportunities

With experience and additional training, Administrative Assistants can grow into:

• Office Manager

• Executive Assistant

• HR Assistant

• Project Coordinator

• Operations Officer

Application Requirements

• Updated Resume/CV

• Short cover letter (optional)

• References or previous employer contact (if requested)

• Certificates or diplomas (if required)

Final Note
The Administrative Assistant plays a vital role in supporting daily operations and maintaining the smooth flow of tasks across departments. If you are detail-oriented, friendly, and ready to support a dynamic team — this is your chance!