Administrative Assistant Position Description
What Is an Administrative Assistant?
An administrative assistant is someone who helps an office run smoothly. You handle basic tasks that support the team and keep things organized. This role is common in many industries and can be full-time or part-time. It’s a good fit if you like working in an office setting and want a steady job. The work is often routine, but it’s important for keeping things moving each day.
What Does an Administrative Assistant Do?
As an administrative assistant, you handle a variety of office tasks each day. You may answer phones, schedule appointments, manage files, and prepare documents. You might also enter data, respond to emails, and help with reports. In some offices, you greet visitors or help with billing. Your job is to keep things organized and support the team so work can move forward without delays or confusion.
Administrative Assistant Responsibilities
- Answer phones and direct calls to the right person.
- Schedule meetings and manage calendars.
- Organize and maintain paper and digital files.
- Prepare and edit letters, reports, and other documents.
- Handle data entry and update records.
- Greet visitors and manage front desk tasks.
Administrative Assistant Duties
- Keep office supplies stocked and organized.
- Track and submit timecards or attendance records.
- Help prepare materials for meetings or presentations.
- Support basic bookkeeping or invoice processing.
- Send out company mail or packages.
- Follow up on tasks or requests from team members.
Administrative Assistant Certification, and Training
Administrative Assistant Skills
To do well as an administrative assistant, you need a mix of organization, communication, and time management skills. You often work with different people and handle many tasks at once, so it helps to stay focused and flexible. Here are some of the top skills employers look for:
- Strong attention to detail
- Clear and professional communication
- Good time management
- Basic computer knowledge
- Ability to stay organized
- Problem-solving mindset
Administrative Assistant Training
Most administrative assistant jobs don’t require a college degree, but you will need a high school diploma and some basic office knowledge. Some employers may offer on-the-job training, while others may expect you to already know certain tools or systems. Training can help you feel more confident and prepared for daily tasks. Common training areas include:
- Microsoft Office programs
- Office phone and email systems
- Filing and recordkeeping
- Business writing and grammar
- Customer service basics
- Timekeeping or scheduling software
Administrative Assistant Certification
You don’t need a certification to become an administrative assistant, but having one can help you stand out. Some employers prefer candidates who show they’re serious about office work. Certifications can also help you learn new skills or refresh what you already know. Here are a few common options:
- Certified Administrative Professional (CAP)
- Microsoft Office Specialist (MOS)
- Professional Administrative Certification of Excellence (PACE)
- QuickBooks Certification
- Google Workspace Certification
- Medical Administrative Assistant Certification (for healthcare settings)
Administrative Assistant Salary and Benefits
Administrative Assistant Salary
Administrative assistants earn between $17 and $23 per hour, depending on experience and industry. Entry-level positions may start around $16 per hour, while those with more advanced skills or specialized knowledge may earn over $24. Pay can also vary by company size and location, with larger employers offering higher rates or room for growth.
Benefits of an Administrative Assistant Position:
- Steady, full-time or part-time work
- Regular weekday hours
- On-the-job training and growth opportunities
- Access to health insurance and retirement plans
- Paid holidays and vacation time
- A comfortable, indoor work environment
Administrative Assistant Interview Questions
If you’re applying for an administrative assistant role, expect questions about how you stay organized and manage daily tasks. Employers may ask about your computer skills, your communication style, and how you handle pressure. They want to know if you can keep things running smoothly.
- How do you stay organized?
- What office software have you used?
- How do you handle interruptions?
- Describe a time you solved a problem at work.
- What do you do when meetings overlap?
- Why are you interested in this job?
Administrative Assistant Job Roles We Place
Healthcare
Medical Office Assistant: Supports a clinic or doctor’s office by checking in patients, answering calls, and handling records.
Patient Services Representative: Works at the front desk to schedule appointments and help patients with paperwork.
Manufacturing
Plant Office Assistant: Keeps records for production teams and helps track inventory or shipments.
Maintenance Department Assistant: Handles service requests and updates repair logs for facility teams.
Education
School Secretary: Manages attendance records, greets visitors, and supports staff with daily tasks.
Administrative Aide: Prepares documents, updates student files, and helps organize events or schedules.
Corporate Offices
Executive Assistant: Manages a leader’s calendar, sets meetings, and prepares reports or presentations.
Receptionist: Answers phones, greets guests, and keeps the front office organized and running.
Government
Clerical Support Assistant: Helps process forms, maintain records, and support public-facing services.
Permit Office Assistant: Answers questions, collects paperwork, and enters data for permits or licenses.
Looking for Administrative Assistant Jobs?
Find office jobs that match your skills and schedule. The Advance Group partners with trusted employers hiring for full-time and part-time administrative roles.
Whether you’re experienced or just starting out, we can help you take the next step. Browse current openings and apply today.
Looking to Recruit Administrative Assistants?
The Advance Group connects you with skilled administrative assistants ready to support your office. We handle the screening and placement, so you can stay focused on your business. Whether you need short-term help or a long-term hire, we’ll help you find the right fit. Reach out to start your search.