Administrative Assistant job description template
An administrative assistant keeps the paperwork, calendars and day-to-day details of a small business under control so the owner can focus on the work. The best posts list the actual tasks the job covers, such as scheduling, invoicing or ordering supplies, along with the software you use.
Administrative Assistant
Full-timeYour Company is looking for an organized, dependable administrative assistant to keep our office running smoothly. You'll manage calendars, handle documents and email, keep records up to date and help the team with whatever comes up during the day. You'll work closely with our owner and staff, so clear communication and good judgment matter as much as computer skills. We'll show you how we do things.
What you’ll do
- Manage calendars, schedule meetings and send reminders to staff and clients
- Draft, proofread and send emails, letters and simple reports
- Maintain digital and paper filing systems so documents are easy to find
- Enter information into spreadsheets, our CRM or accounting software accurately
- Prepare and send invoices, and flag overdue ones for follow-up
- Order office supplies and keep track of what's running low
- Coordinate deliveries, repairs and appointments with outside vendors
- Cover phones and email when the front desk needs backup
What we’re looking for
- Strong skills in Microsoft 365 or Google Workspace, especially email, documents and spreadsheets
- Careful attention to detail, with accurate spelling and grammar
- Able to manage several tasks and deadlines and keep them all moving
- Comfortable handling confidential information with discretion
- Clear, courteous communication with coworkers, clients and vendors
Nice to have
- Previous office or administrative experience
- Experience with QuickBooks or another bookkeeping tool
- Familiarity with a CRM or project tool such as HubSpot, Asana or Trello
Schedule
Full-time, Monday through Friday during regular business hours. Some flexibility may be needed around deadlines or events.
What we offer
- Paid vacation and sick time
- Health insurance contribution for full-time employees
- Retirement plan with an employer match
- Room to take on bigger projects as you learn the business
Add your pay, location and schedule when you post. Jobs that show pay get noticeably more applicants.
Administrative Assistant our company is looking for an organized, dependable administrative assistant to keep our office running smoothly. You'll manage calendars, handle documents and email, keep records up to date and help the team with whatever comes up during the day. You'll work closely with our owner and staff, so clear communication and good judgment matter as much as computer skills. We'll show you how we do things. What you’ll do • Manage calendars, schedule meetings and send reminders to staff and clients • Draft, proofread and send emails, letters and simple reports • Maintain digital and paper filing systems so documents are easy to find • Enter information into spreadsheets, our CRM or accounting software accurately • Prepare and send invoices, and flag overdue ones for follow-up • Order office supplies and keep track of what's running low • Coordinate deliveries, repairs and appointments with outside vendors • Cover phones and email when the front desk needs backup What we’re looking for • Strong skills in Microsoft 365 or Google Workspace, especially email, documents and spreadsheets • Careful attention to detail, with accurate spelling and grammar • Able to manage several tasks and deadlines and keep them all moving • Comfortable handling confidential information with discretion • Clear, courteous communication with coworkers, clients and vendors Nice to have • Previous office or administrative experience • Experience with QuickBooks or another bookkeeping tool • Familiarity with a CRM or project tool such as HubSpot, Asana or Trello Schedule Full-time, Monday through Friday during regular business hours. Some flexibility may be needed around deadlines or events. What we offer • Paid vacation and sick time • Health insurance contribution for full-time employees • Retirement plan with an employer match • Room to take on bigger projects as you learn the business
Screening questions for an administrative assistant
Ask these on the application form to sort applicants quickly. They’re added automatically when you post this template.
- Are you comfortable working in Microsoft 365 or Google Workspace every day?Yes / No · required
- Which office tasks have you handled in past jobs, such as scheduling, invoicing or filing?Short answer · required
- Describe a time you kept several deadlines on track at once.Paragraph
Administrative Assistant interview questions
- Walk me through how you organize your day when you have more tasks than time.
- How do you set up a filing system, digital or paper, so other people can find things?
- Two coworkers ask for urgent help at the same time. How do you decide what comes first?
- Which spreadsheet tasks are you comfortable with, such as sorting, formulas or simple charts?
- Tell me about a mistake you caught before it turned into a problem.
- What do you do when instructions for a task are unclear?
- Which tasks would you want to take off the owner's plate in your first month?
Tips for hiring an administrative assistant
- Give finalists a short paid task, like cleaning up a messy spreadsheet or drafting a reply to a customer email.
- Write down the tasks you actually want to hand off before you post. A clear list attracts candidates who fit.
- Pay attention to spelling and grammar in each application. It's a preview of the emails they'll send for you.
- Ask references how the candidate handled competing priorities and confidential information.