Administrative AssistantJob Description, Salary, Career Path, and Trends

Administrative assistants work in office environments and provide administrative support to ensure efficient operation of the office. Typically, administrative assistants handle phones, emails, set up meetings, distribute company correspondence, maintain files, track office inventory and order supplies when needed, and support managers in a variety of administrative duties. Administrative assistants must have strong office skills, such as typing, filing, copying, and more. They must be competent in relevant computer software. 

Administrative assistants are required to communicate effectively via phone, email, or in person. They deliver reports and letters in a timely manner and ensure the confidentiality of sensitive information. Strong knowledge of office management systems and procedures, exceptional time management skills, and good multitask skills are also required. Some administrative assistants work with customers or for multiple department managers. They may also be involved in assisting customers or consumers as well as providing reports for various department managers and staff. 

Sample job description #1

Position summary details

The Administrative Assistant will have the ability to work diligently to help maintain smooth office operations. You will undertake a variety of activities in the office ranging from filing and answering the phone to basic bookkeeping. You must be reliable and hardworking with great communication skills. The ideal candidate will be familiar with office equipment and procedures.

Responsibilities

  • Maintain files and records so they remain updated and easily accessible
  • Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.)
  • Answer the phone to take messages or redirect calls to appropriate colleagues
  • Utilize office appliances such as photocopier, printers etc. and computers for word processing, spreadsheet creation etc.
  • Update reports as needed on Excel spreadsheets
  • Monitor stocks of office supplies (paper clips, stationery etc.) and report when there are shortages
  • Perform other office duties as assigned

Qualifications

  • Must be 18 years of age or older.
  • Proven experience as office clerk or other clerical position
  • Familiarity with office procedures
  • Working knowledge of office devices and processes
  • Knowledge of MS Office
  • Knowledge of Excel program
  • Excellent communication skills
  • Must be Bilingual-English/Spanish
  • Very good organizational and multitasking abilities
  • High school diploma

Sample job description #2

ABC Company is seeking an Administrative Assistant to join our Administrative team.

Position responsibilities

  • Provide administrative support for ABC Company’s sales office
  • Manage the sales team’s emails and phone calls
  • Generate and distribute schedules, presentations, reports, and scorecards
  • Schedule and coordinate meetings, training, and travel arrangements
  • Maintain and update various documentation, meeting minutes, contact lists, training materials, and internal communications platform
  • Coordinate departmental human resource activities and the maintenance of relevant documentation
  • Plan department lunches and events
  • Submit and reconcile expense reports as necessary

Minimum requirements

  • High School diploma or equivalent. Bachelor’s degree preferred
  • 2+ years administrative experience
  • Proficient in Microsoft Word, Excel, PowerPoint, and Access
  • Ability to write, speak, and interact clearly and professionally
  • Extremely organized. Strong multitasking and time-management skills
  • Can handle sensitive information with the highest degree of integrity and confidentiality

Sample job description #3

General purpose

Responsible for administrative and operational support for the retail store including creating the sales schedule, processing HR paperwork, and miscellaneous duties that support the store and store management. Respond to internal and external customer needs in a timely, accurate, and professional manner.

Essential duties and responsibilities

  • Create and maintain the monthly sales schedule
  • Complete and submit necessary Human Resources forms for new hires and terminations
  • Submit time sheets to payroll (including any necessary absentee forms) and distribute paychecks
  • Order breakfasts and/or lunches for employee meetings, events, and holidays based on corporate approval
  • Assist the Marketing Department with local events, charities, photoshoots, etc.
  • Reconcile petty cash fund & check requests
  • Assists the sales team in setting out merchandise in display cases
  • Provides back-up phone support and transfers calls/assists clients as needed

Job qualifications

  • Ability to plan, organize, and carry out assignments.
  • Ability to communicate effectively, both orally and in writing
  • Ability to analyze information accesses situations and arrive at decisions
  • Ability to exercise attention to detail

Education or formal training

  • High school diploma and some office skills training
  • Microsoft Office Suite

Experience

  • Two years of experience in a secretarial or administrative position

Average salary and compensation

The average salary for an administrative assistant is $45,000 per year in the United States with a potential $800 cash bonus per year. Your salary will depend on your level of experience, education, and where you are located. 

LocationSalary for 1 Year of ExperienceSalary for 5 Years of Experience
Phoenix, Arizona$41,535$44,526
Los Angeles, California$47,553$50,977
Denver, Colorado$42,521$45,583
Washington, DC$46,806$50,176
Jacksonville, Florida$39,851$42,720
Miami, Florida$40,932$43,879
Orlando, Florida$39,998$42,878
Tampa, Florida$40,019$42,901
Atlanta, Georgia$41,592$44,586
Chicago, Illinois$44,606$47,722
Boston, Massachusetts$47,373$50,784
Minneapolis-St. Paul, Minnesota$44,769$48,021
New York City, New York$50,581$54,223
Philadelphia, Pennsylvania$45,040$48,282
Dallas, Texas$41,773$44,780
Houston, Texas$43,097$46,200
Seattle, Washington$45,973$49,283
Overall$42,046$45,073

Sample interview questions

  • What interests you about being an administrative assistant for our industry?
  • Are you comfortable with Microsoft Office?
  • Do you possess the ability to plan travel and manage communications for multiple executives?
  • What software tools do you use on a daily basis?
  • Are you a quick learner?
  • Have you received any certifications related to being an administrative assistant?
  • Describe a time you received negative criticism from your employer. How did you handle it?
  • Describe a time you received constructive criticism from your employer. Why was it helpful?
  • What guidelines or materials are you typically given to begin a project like [this work sample]?
  • What role did you play in developing [this work sample]?
  • Describe a time you assisted in a project with a cross-functional team. Who else did you work with on this project? What were their roles?
  • How much time did it take to complete this project?
  • Describe one of your more successful encounters. How do you define success?

Administrative Assistant Jobs in Ashburn

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