Administrative Assistant - Job Description Template

Position Summary

The Administrative Assistant provides high-level administrative and clerical support to ensure efficient operation of the office. This role is responsible for managing daily administrative tasks, coordinating schedules, handling correspondence, and assisting leadership and staff with a variety of organizational needs. The Administrative Assistant maintains confidentiality, demonstrates professionalism, and ensures smooth day-to-day operations.

Essential Duties and Responsibilities

• Manages calendars, schedules meetings, and coordinates appointments for executives and staff.
• Prepares, edits, and formats documents, reports, presentations, and correspondence.
• Handles incoming and outgoing communications, including phone calls, emails, and mail.
• Organizes and maintains physical and electronic filing systems.
• Assists with travel arrangements, itineraries, and expense reports.
• Coordinates logistics for meetings, events, and conferences.
• Maintains office supplies and equipment; coordinates vendor relationships as needed.
• Supports data entry, recordkeeping, and database management.
• Assists with onboarding of new employees and internal communication processes.
• Provides general administrative support across departments as assigned.

Supervisory Responsibilities

This position does not have direct supervisory responsibilities but may provide guidance to interns, temporary staff, or junior administrative personnel.

Education and Experience

• High school diploma or equivalent required; associate’s or bachelor’s degree in Business Administration or related field preferred.
• 2–4 years of administrative or office support experience required.
• Experience supporting executives or senior leadership preferred.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in work.
• Ability to handle confidential information with discretion.
• Professional demeanor and strong interpersonal skills.
• Ability to adapt to changing priorities and work independently or as part of a team.

Working Conditions and Physical Requirements

• Standard office environment; hybrid or remote work flexibility may apply.
• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing, lifting, or moving office supplies up to 20 pounds.