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.
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
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.
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
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
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
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
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.
Salary for 1 Year of Experience
Salary for 5 Years of Experience
Los Angeles, California
Minneapolis-St. Paul, Minnesota
New York City, New York
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?
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