Office Assistant Sample Job Descriptions

A helping hand is key to a successful company, and a well-trained office assistant is the helping hand we need. Our company represents many individuals, which comes with a load of clerical needs, and we need an office assistant to help keep organized and provide support to staff and executives.

If you’re looking to become an assistant, you must have a desire to explain and break down information gathered and turn it into an accessible and understandable version. An office assistant with a charming and pleasing personality, with strong communication skills, is precisely who we need.

Your duties will be to handle all incoming phone calls, direct visitors to the right offices, greet clients, manage files, and update paperwork and documents. Your ability to write legibly and work proficiently with Microsoft Office is essential.

Typical duties and responsibilities

• Update paperwork, maintain documents, and word processing
• Manage the organization’s filing system
• Record information as needed, especially during meetings
• Help organize and maintain all offices’ common areas
• Perform the necessary general office clerk duties and see to all errands
• Coordinate events
• Organize travel by booking accommodations and reservations when required
• Greet and direct clients and visitors
• Handle all incoming calls and other communications
• Schedule meetings and send invites for meetings to attendees
• Oversee all clerical tasks, such as sorting and distributing mail
• Maintain the supply inventory of the organization

Education and experience

• High school diploma or equivalent
• Less than 2 years experience
• No typical on-the-job training needed

Required skills and qualifications

• Great computer skills
• Knowledgeable in Excel basics (formatting, copy, paste, sort, etc.)
• Experience in QuickBooks 
• Exceptional phone skills
• Outstanding customer service
• Quick learner and ability to multitask

Preferred qualifications

• Certified Microsoft Office Specialist
• Top-notch experience in computer skills and ability to operate general office equipment
• Excellent skills to prioritize and organize 
• Comfortable working independently
• Excellent oral and written communication skills
• Excellent interpersonal skills and outstanding customer service
• Must be committed to details

This role includes answering phones, preparing correspondence, taking meeting minutes, processing invoices, and other administrative functions. Additionally, this individual will assist in coordinating numerous events throughout the year.

Responsibilities

• Handle filing of records and type correspondence
• Create territorial award certificates and congratulatory letters
• Work with the Media Specialist to keep information on the website up to date that relates to the various youth programs and special events
• Participate in event planning meetings and provide administrative support and assistance with logistics as assigned

Qualifications

• High School Diploma or GED
• 2-5 years of related experience
• Proficient in Microsoft Word, PowerPoint, Excel, Publisher, Outlook, Teams
• Excellent time management skills and ability to multi-task and prioritize work
• Detail-oriented and comfortable working in a fast-paced office environment
• Good organization and planning skills and dedication to completing projects in a timely manner
• Excellent written and verbal communication skills

We’re seeking a Senior Office Assistant who will serve as a cornerstone of our administrative functions. In this role, you’ll oversee junior staff, streamline office procedures, and manage high-level administrative projects. If you’re a seasoned administrative professional looking for an impactful role, this position offers the chance to be a key player in our continued growth.

Responsibilities

• Supervise and mentor junior office staff, delegating administrative tasks as necessary
• Manage executive schedules, including setting up high-level meetings and coordinating travel arrangements
• Take charge of complex documentation and correspondence, including drafting memos and preparing presentations
• Liaise with internal departments and external organizations at a senior-level
• Organize and maintain digital and physical filing systems to ensure swift document retrieval
• Analyze operational processes and recommend efficiency improvements
• Lead the preparation and analysis of reports using advanced Excel functions
• Handle confidential materials and information with discretion
• Review, prioritize, and manage incoming communications, including emails and phone calls
• Evaluate and renew office contracts and services, including suppliers and service providers

Qualifications and Experience

• Associate’s or Bachelor’s degree in Business Administration or related field
• Minimum of 5 years experience in an administrative role, preferably within the insurance industry
• Advanced proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook
• Proven ability to manage and prioritize multiple tasks and projects simultaneously
• Strong leadership skills with experience supervising staff
• Experience with CRM software like Salesforce is an advantage
• Proficiency in document management software such as Adobe Acrobat
• Knowledge of basic financial reporting and bookkeeping

Education

• Required: Associate’s degree in Business Administration or related field
• Preferred: Bachelor’s degree in Business Administration
• Certifications: Executive Administrative Professional (CEAP) certification is a plus

An Office Assistant is part of a team that provides various administrative support to our clients, including copy, print, mail, hospitality, facilities, and receptionist services.

Job responsibilities

• Mail Services include metering, sorting, and distributing mail and accountable packages per schedule
• Copy Services includes accurately producing copy, print, and scan projects per written instructions
• Reception includes answering incoming telephone calls and routing to the appropriate person, will greet and announce visitors in a friendly and professional manner
• Hospitality Services include coordinator and upkeep of client conference rooms, common areas and kitchens. Inspect and ensure that all rooms are clean, stocked with supplies and ready for continual use. Organize and distribute client kitchen supplies. Maintain inventory control and order supplies as needed
• Floor Coordination includes the upkeep of copy rooms and stocking of general supplies, delivery of paper, and basic daily maintenance
• Facilities Services may include hanging pictures, small office moves, cleaning services, and communication with key client contacts regarding building/equipment concerns

Qualifications and requirements

• High School Diploma or GED
• Minimum of 1 year work experience in a customer services field
• Ability to multitask with attention to detail
• Ability to resolve issues with professionalism and tact
• Ability to lift or move 40 lbs. or greater
• Ability to grasp, lift, or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
• Ability to walk, bend, kneel, stand or sit for an extended period of time.

Duties include

• Manage the reception desk
• Perform opening and closing duties, including light cleaning in common areas
• Local deliveries and pickups on an as-needed basis in and around Travis County
• Provide administrative support to firm management and paralegals
• Maintain library of publications and legal books
• Meter and log outgoing mail, sort, and route incoming mail
• Learn and practice the ancient art of anticipating your team’s snack likes and dislikes
• Perform large scale copy and scan jobs
• Maintain/update case database and physical files
• Open and close matters
• Maintain clean and organized kitchen, reception area, copy room, and conference room
• Manage offsite storage inventory
• Track expenses (copies/postage)
• Special projects and legal research as assigned
• Become well versed at operating all office equipment (copiers, postage machine, phones)
• Set up and break down conference room for meetings
• General administrative support and troubleshooting
• The occasional use of an animated gif may be required

Desired skills and characteristics

• Qualified candidates will be professional, positive, friendly, fun, dynamic, and able to multitask and take initiative in a fast-paced environment
• Must be able to work autonomously as well as in a team environment with a variety of constituencies, including clients, partners/attorneys, associates, legal assistants, and staff
• Detail-oriented, never satisfied with the status quo, eager to learn, and exceed expectations

Requirements

• Excellent written and oral communication and interpersonal skills, both internally and client-facing
• High-motor work ethic in a fast-paced, growing firm
• Must be proficient in Microsoft Office, including Outlook, Word, and Excel
• Possess a valid driver’s license, a good driving record, and reliable transportation (other than an electric scooter)
• This job may include lifting items up to 50 pounds