Admin Assistant Job Description

Admin Assistant Job Description

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Admin assistant provides administrative support for the department including word processing, presentation preparation, database administration, and calendar coordination and maintenance.

Admin Assistant Duties & Responsibilities

To write an effective admin assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included admin assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Utilize Microsoft Office programs (Excel, Word, PowerPoint) to create and maintain correspondence, spreadsheets, presentations
Assist team members in creating PowerPoint and other presentations for training purposes, best-practice sharing, client presentations
Processing statements that arrive via email, mail and fax
Supporting the performance and data reconciliation analysts
Reaching out to client advisors for transactional information
Analyzing accounts to determine if all data has arrived to complete reconciliation
Saving custodian statements from online log-ins for reconciliation purposes
Requesting missing custodial statements
Scanning statements and notating the date of receipt in our proprietary portfolio accounting system
Providing front desk coverage for one hour daily

Admin Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Admin Assistant

List any licenses or certifications required by the position: CPR, DOC, CE, GS1, HR, CFA, DMV, CAP, NAFTA, PCP

Education for Admin Assistant

Typically a job would require a certain level of education.

Employers hiring for the admin assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Associates, Education, Business, Management, Business/Administration, Computer, English, Communication, Science, Administrative Assistant

Skills for Admin Assistant

Desired skills for admin assistant include:

Business processes and procedures
Spreadsheet
Presentation
Word processing
Electronic mail/calendar
Excel
Database software
Basic accounting and financial principles and functions
Word
PowerPoint

Desired experience for admin assistant includes:

Prepare travel itinerary together with printed travel documents (ensure have valid travel visa) for countries before travel
Full co-ordination of division events, customer training sessions internal training sessions
Assist with audio and video conferences set up with multiple parties (On-and off-site, including meals, room reservations, audio-visual needs , where applicable)
Raise requisition via on line tool, work with managers to define job specs, interviews scheduling
Ensure all work is carried out to the highest standards
Grammatically and accurately communicate in writing using plain English

Admin Assistant Examples

1

Admin Assistant Job Description

Job Description Example
Our innovative and growing company is looking for an admin assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for admin assistant
  • Answer external calls when reception is busy in a professional and courteous manner
  • Accurately log and distribute all incoming/outgoing mail
  • Provide administrative support to team members as and when required
  • Assist with refreshments & catering for meetings
  • Covering other assistants’ roles when they are out of the office
  • Generate and update monthly reports on petty cash, attendance, night patrol
  • Set up matters and process invoice transactions in Counsel Link and SAP
  • Set up, manage, and insure integrity of team files and team Intranet sites (i.e., for Global Procurement Legal Practice Group and M&A Practice Group)
  • As the voice of Client, answer phones and route calls provide general information to clients refer questions and issues to appropriate staff or department for further information and problem resolution
  • As an Associated Person, process clients forms and checks process mail and incoming correspondence maintain various files, logs and tracking systems in accordance with Client regulations
Qualifications for admin assistant
  • Minimum of 2 years experience in a similar role within an Investment Bank
  • Strong conflict management skills - both face to face and via telephone or email
  • High energy, mature with positive and can-do attitude
  • Detail-oriented, always aim flawless and timely deliverables
  • Has financial industry knowledge, ideally with exposure to regional/global work environments
  • Assist senior managers in meeting schedules, travel plans, visitor assistance
2

Admin Assistant Job Description

Job Description Example
Our growing company is looking to fill the role of admin assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for admin assistant
  • May process data through an automated administrative system
  • May identify areas where new administrative policies and procedures may be necessary within a department
  • Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature
  • Reconciles departmental expense accounts as reflected on the distribution summary or operating statement
  • May perform data entry into a mainframe application
  • Schedules, prioritizes and follows up on meetings and appointments
  • Screens correspondence
  • Prepares reports, presentations, documents, based on specific instructions
  • Processes expense reports and monitors incoming invoices
  • Makes necessary travel arrangements, including ground transportation and hotel accommodations
Qualifications for admin assistant
  • Single Point of Contact (SPoC) for coordinating various logistics and general services related activities, such as employee transportation, dining services, mail-room, medical room with relevant teams
  • Support the hiring managers in recruitment drives, internal referral kiosks, diversity campaigns
  • 3-5 years Receptionist /Administration support experience
  • Be able to read, write and speak English and Chinese fluently
  • Ethical and honest
  • Patient and details oriented
3

Admin Assistant Job Description

Job Description Example
Our growing company is looking for an admin assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for admin assistant
  • Outlook and PowerPoint
  • Professional demeanor and presentation and previous administrative support experience is needed
  • Oversees office environment by preparing and submitting requests for new equipment, office furniture and/or equipment maintenance and repair
  • Act as an environmental protection surveyor, monitoring the situation of power, water, paper and telephone cost saving
  • Organize meeting/conference calls, offsite
  • Works under broad supervision
  • Supports Department lease administration which includes document tracking
  • Assists with airport lease database reconciliation between Sr
  • Supports invoice processing team for timely payments
  • Assists with statement reconciliation with airports
Qualifications for admin assistant
  • Energetic to work
  • ADP electronic parts system (or similar) preferred
  • Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of their department and division and a general knowledge of those pertaining to the Company
  • You are fluent in English both spoken and written, functional in French
  • With positive behavior and attitude
  • Graduate in any discipline, (upto 2 years experience)
4

Admin Assistant Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of admin assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for admin assistant
  • Assists with small scale department projects and cultural activities
  • Order and maintain office supplies and sundries, such as business cards, letterheads
  • Reception Desk Management
  • A) Greeting/answer phone calls professionally and transfer to right person correctly
  • B) Maintain company phone list by regular base
  • A) Greeting visitors/answer questions in polite manners and connect to the right owner for pick-up
  • B) Ensure the visitor registration process and the regular report
  • C) Ensure safety instruction to each visitor
  • F&B/Stationary/Fruit Management
  • A) Monthly purchase planning which bases on the actual stock level and budget
Qualifications for admin assistant
  • Managing office Supplies/Printer Supplies
  • Vacation Tracking/Modified Schedules
  • Invoice Sorting
  • Facilitate Meeting Agendas/Arrangements
  • Process P-Card Documentation
  • Other duties/assignments
5

Admin Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of admin assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for admin assistant
  • B) ‘Purchase Process’ and ‘Good Receiving Process’ management
  • C) Supervise the ‘Using’, ‘Stock’ and ‘Database’ management
  • D) Regular vendor review and market research to ensure the service quality and price at the reasonable level
  • A) Office Shipment (Implementation Level)
  • B) ‘Chu Men Tiao’ management
  • C) Pigeonhole management
  • D) Support on office maintenance
  • Collect and record employees’ maintenance requirements
  • Maintenance requirements distribution and progress tracking
  • Other tasks assigned by Mgr
Qualifications for admin assistant
  • Local to Dorking/Reigate/Redhill area
  • Answer incoming calls into the Facility
  • Skills here
  • Must have the ability to occasionally lift 10-25 lbs
  • Good at math
  • Knowledge of/Skills and Abilities

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