Administrative assistant job description template
A good administrative assistant job description lists the routines the person will actually own, such as document control, data entry, finance support and supplier contact, instead of a generic line about supporting the office. The template below is ready to copy and adjust to your company.
Ready-to-copy template
Replace what is in square brackets and delete the items that do not apply to your job. Nice-to-haves and benefits are suggestions: keep only what your company looks for and offers. For a job form, copy each part into its own field.
About the job
[Company name] is looking for an administrative assistant to support office routines in [city]. You will handle documents, records, controls and contact with customers and suppliers, keeping the operation organized.
Responsibilities
- Organize, scan and file documents
- Register customers, suppliers and products in the system
- Support finance with entries, invoices and bill checks
- Handle customer and supplier contact by phone and email
- Maintain spreadsheets and simple reports for the area
Requirements
- High school diploma
- Working knowledge of spreadsheets and word processing
- Organization and attention to deadlines
- Good written communication
Nice to have
- Technical course or degree in progress in Business Administration or a related field
- Experience with a business management system (ERP)
- Experience with finance or payroll routines
Employment type, schedule and pay
- Employment type: [full-time, part-time, temporary or other]
- Schedule: [days, hours and days off]
- Pay: [salary or pay range]
Benefits
- Commuter benefit
- Meal allowance
- Health insurance
- Support for courses and training
How to adapt this template
- Write down the real routines. Administrative assistant is a broad title, and a specific list attracts people who already do what you need.
- Name the system the company uses, if any. People who know it adapt faster.
- If the role focuses on one area (finance, purchasing, payroll), say so in the summary.
- State whether the role is on site, hybrid or remote. For office roles it weighs on the decision.
In HireTree, you can save this text as a job template and reuse it whenever you open a job for the same role, at any location.
Frequently asked questions
What does an administrative assistant do?
They support office routines: documents, records, data entry, controls and contact with customers and suppliers. The focus changes with the company and the area.
What skills should I ask for in an administrative assistant?
Spreadsheets, word processing and organization are the basics. Experience with a management system and finance routines are usually nice-to-haves.
Is an administrative assistant the same as an office clerk?
The titles overlap and vary by company. Describe the tasks clearly so candidates understand the level of autonomy and responsibility.
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