Administrative Assistant Job Description Template
A starting point for a Administrative Assistant job description, in a consistent structure: essential functions, qualifications, and classification. Customize it for your organization and download it as a formatted Word document or PDF.
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Administrative Assistant
ClassificationNon-Exempt
Reports ToOffice Manager
DepartmentAdministration
Job Summary
Provides administrative support to keep the office running smoothly, including scheduling, correspondence, records, and front-line communication.
Essential Functions
- Manage calendars, schedule meetings, and coordinate conference rooms
- Prepare, format, and proofread correspondence, reports, and presentations
- Answer and route phone calls, emails, and visitor inquiries
- Maintain organized physical and electronic filing systems
- Order office supplies and track inventory levels
- Process invoices and expense reports for approval
Qualifications
Required:
- High school diploma or equivalent
- 1+ years of administrative or office support experience
- Proficiency with standard office and scheduling software
Preferred:
- Associate degree or coursework in business administration
Before you post it
- Confirm the classification. This template is marked non-exempt. Whether a specific Administrative Assistant role is exempt depends on its actual duties and pay, so check it against the FLSA duties and salary tests (and any stricter state rules) before you finalize it.
- Add pay details if your state requires them. A growing number of states require a pay range, and sometimes benefits or an application deadline, in job postings. Check a posting for free.
- Tailor the essential functions. They should describe what this role does at your organization. Generic duties are harder to defend when a job description is used for accommodation, classification, or performance decisions.
Make this Administrative Assistant job description your own
Edit any field, add your pay range and posting state, and download a formatted Word doc or PDF.
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