How to Write a Job Description That Finds You the Best Administrative Assistant (+ Free Templates)

Good administrative staff helps your executives (or any employee) do their job better.

And honestly? That’s not always easy.

Executives have hectic schedules and high-priority needs — assisting them often requires a certain personality or a specific set of skills.

To ensure you’re hiring admins that will stand the test of time, you’ll need to attract the best candidates.

And that starts with a strong job description.

Want to learn how much your new admin should make — for FREE?


Register to try Payfactors Free, our free 100% HR-sourced compensation benchmarking solution.

Free resources AND free market data with Payfactors Free


Why are job descriptions so important?

Job descriptions are crucial.

Think of them as your company’s first impression to everyone who scrolls by!

You have an opportunity to give a glimpse into your organization’s culture — and it has to leave your reader wanting more.

What’s more, the quality of your job description could determine whether or not the best people apply for a role.

The better the picture you paint, the more you’ll hear from top tier talent. (And the less you’ll hear from confused candidates who aren’t actually qualified for the job.)

But, as important as they are, who has time to write and rewrite job descriptions all day? (Probably not you!)

That goes double for hot jobs you’re always looking to fill.

And considering how stressful the role of an administrative assistant can be, you’d better believe this is one of those hot jobs.

What do you need to include in an administrative assistant job description?

For starters, all the standard information needs to be mentioned. That includes:

  • Basic information about the role: This should include job title, salary or pay range, who this individual would report to, hours or shifts, and any overtime or weekend work.
  • Responsibilities of the job: Sum up what the objective of this role is. Then list the general responsibilities and descriptions of key tasks. (No need to list every little assignment they may have. Try to stick to the tasks that will comprise 95 percent of their day-to-day.)
  • Qualifications: State the education, experience, training, and technical skills necessary for entry into this job.
  • Special demands: Any extraordinary conditions applicable to the job (for example, heavy lifting, exposure to temperature extremes, prolonged standing, or travel).

Then there are the role-specific details. In the case of an administrative assistant, that might include:

    • Any industry-specific experience that would make their transition into the role smoother
    • Proficiencies they need to have, like Microsoft products or QuickBooks
    • Potentially managing confidential information, something they may need to handle on a daily basis
  • General skills every admin needs to have, like being:
      • Extremely organized
      • Flexible
      • Comfortable working in fast-paced environments
      • High-energy
    • Excellent at multitasking

Now that you have an idea of what goes into an administrative assistant’s job description, here are two free templates to get you started!

I’ve included a formal and an informal option, which you should customize depending on your company culture.

In need of other job descriptions? Check out our project manager job description templates here.

ADMINISTRATION ASSISTANT JOB DESCRIPTION (FORMAL)

[Brief description about what the company does — consider this your elevator pitch to a potential candidate.]

[Company Name] is seeking an Administrative Assistant to join our team in [Office Location.] In this role, you will perform general office administrative duties and support the executives or senior leaders you are assigned to.

With minimal supervision, you will be expected to keep the schedule of executives, book internal and external meetings, manage travel arrangements, and analyze important memos. You will manage highly confidential and critical information and must demonstrate an ability to juggle multiple projects at once.

QUALIFICATIONS

    • Bachelor’s degree preferred
    • [Number of Years] of Administrative Assistant experience, preferably in the [Company’s Industry] space
    • [Number of Years] of experience supporting C-Level executives
    • Strong problem solving and analytical skills
    • Self-motivated and high-energy disposition
    • Extremely organized
    • Proficiency in Microsoft Office products and [Any Other Software/Platforms Your Company Uses]
    • Strong customer service skills, including verbal/written communication and problem-solving skills
    • Great attention to detail
    • Proficient at multitasking
  • Ability to handle confidential information and raise issues when appropriate

DUTIES

    • Manage and maintain the busy daily schedule of assigned executive and senior leaders, ensuring that he/she is knowledgeable of his/her schedule 24 hours in advance
    • Responsible for running on-time appointments and meetings, changing schedules when necessary
    • Analyze and anticipate the needs of the executive and his/her team — take dedicated steps to foster smooth day-to-day operation of the department
    • Attend meetings and transcribe notes for executive reference
    • Manage travel arrangements for conferences and industry events
    • Work with cross-functional partners and departments on key initiatives, events, meetings, and/or programs
    • Process and maintain corporate and personal expenses
    • Read and analyze incoming memos and reports to determine their significance
    • Support development and modification of presentations
  • Attend training classes to increase knowledge of software programs, company information, time management, and other skills as required

BENEFITS

    • Competitive base [Include Salary or Range, if Known] and bonus packages
    • Performance-based rewards and recognition
    • Benefits package including medical, dental, and vision
    • [Number of Days] PTO
  • [Any Other Company-Specific Benefits]

HOW TO APPLY

To apply for the role, please send a resume, cover letter, and list of references to [Email Address/Other Method of Application.]

U.S. EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION INFORMATION

Individuals seeking employment at [Company Name] are considered without regards to race, color, creed, religion, gender, gender identity, national origin, citizenship, age, sex, marital status, ancestry, physical or mental disability, veteran status, sexual orientation, or any other protected classification. You are being given the opportunity to provide the following information in order to help us align with federal and state Equal Employment Opportunity/Affirmative Action record keeping, reporting, and other legal requirements.

ADMINISTRATION ASSISTANT JOB DESCRIPTION (INFORMAL)

[Brief description about what the company does — consider this your elevator pitch to a potential candidate.]

[Company Name] is seeking an Administrative Assistant to join our fast-paced and growing team in [Office Location.] Are you a go-getter with phenomenal organizational skills and experience in an administrative role? Then read on!

QUALIFICATIONS

    • Bachelor’s degree preferred
    • [Number of Years] of Administrative Assistant experience, preferably in the [Company’s Industry] space
    • [Number of Years] of experience supporting C-Level executives
    • Strong problem solving and analytical skills
    • Self-motivated and high-energy disposition
    • Extremely organized
    • Proficiency in Microsoft Office products and [Any Other Software/Platforms Your Company Uses]
    • Strong customer service skills, including verbal/written communication and problem-solving skills
    • Great attention to detail
    • Proficient at multitasking
  • Ability to handle confidential information and raise issues when appropriate

DUTIES

    • Manage the busy daily schedule of assigned executive or senior leader
    • Coordinate appointments and meetings, changing schedules when necessary
    • Attend meetings and transcribe notes
    • Manage travel arrangements for conferences and industry events
    • Work with partners from other departments on key initiatives, events, meetings, and/or programs
    • Process and maintain corporate and personal expenses
    • Receive incoming memos
    • Support development and modification of presentations
  • Attend training classes to increase knowledge of software programs, company information, time management, and other relevant skills

BENEFITS

    • Competitive base [Include Salary if Known] and bonus packages
    • Performance-based rewards and recognition
    • Benefits package including medical, dental, and vision
    • [Number of Days] PTO
  • [Any Other Company-Specific Benefits]

HOW TO APPLY

To apply for the role, please send a resume, cover letter, and list of references to [Email Address/Other Method of Application.]

U.S. EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION INFORMATION

Individuals seeking employment at [Company Name] are considered without regards to race, color, creed, religion, gender, gender identity, national origin, citizenship, age, sex, marital status, ancestry, physical or mental disability, veteran status, sexual orientation, or any other protected classification. You are being given the opportunity to provide the following information in order to help us align with federal and state Equal Employment Opportunity/Affirmative Action record keeping, reporting, and other legal requirements.

Want to find out how much your next administrative assistant should make? Check here.