Administrative Assistant Job Description

Administrative Assistant Job Description

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Administrative assistant provides word processing and data input support; format, draft, compose letters, memos, communique, detailed records, spreadsheet, and reports.
Administrative Assistant Job Description

Administrative Assistant Duties & Responsibilities

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

Sample responsibilities for this position include:

Maintain a busy calendar via Outlook
Maintain and manage client database including sorting and filing client business cards, inputting client contacts and maintaining client database up to date
Coordinate logistics for client activities, such as meals, travels, and events
Prepare agendas and arrangements for committee, board members, senior visitors, and sales team meetings/events
Prepare meeting materials, including formatting, printing and binding, for client meetings
Performing compliance required functions, including completing and submitting all necessary documentation for cross-border activities, clearing client activities as per compliance rules (pre and post), and
Performing clerical functions, such as preparing correspondence, greeting visitors, arranging conference calls and meeting arrangements
Open, sort and distribute incoming faxes and emails
Prepare and file correspondences, records and reports
Prepare responses to correspondences

Administrative Assistant Qualifications

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

Licensing or Certifications for Administrative Assistant

List any licenses or certifications required by the position: CPR, MRPT, AED, WPM, ISO, FDA, B&G, COR, ESD, US

Education for Administrative Assistant

Typically a job would require a certain level of education.

Employers hiring for the administrative assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Associates, Business, Administrative Assistant, Management, Communication, Technical, Office Administration, Communications, Marketing

Skills for Administrative Assistant

Desired skills for administrative assistant include:

Excel
PowerPoint
Word
Outlook
Microsoft Office
MS Word
Microsoft Word
Microsoft Office Suite
Word processing
Spreadsheet

Desired experience for administrative assistant includes:

Prior experience using Lotus Notes (email) and PeopleSoft (expense tracking) preferred
1- 5 years of experience working in a similar role at a law firm or in a legal and compliance department at a financial services company
Ability to work independently and calmly in a multi-task fast-paced environment whilst being self-motivated and flexible
Proactive, mature and professional approach
Proven team-player with a can-do approach who enjoys going the extra mile
Ability to deal calmly and diplomatically with variety of clients and senior personnel

Administrative Assistant Examples

1

Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is looking for an administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative assistant
  • Organize and schedule meetings and appointments (including arranging for facilities/equipment, preparing of agendas)
  • Compose and prepare various correspondences, typically in high-pressure situations and under tight deadlines
  • Handle telephone contact with all levels of internal and external executive management and employees
  • Organize and process expense reports
  • Work with the Senior Vice President to assist in all filmmaker/talent publicity needs
  • Interact and develop relationships with filmmakers, talent representatives, internal/external industry executives and members of the press
  • Collaborate with talent representatives and agencies to coordinate publicity interview requests and appearances
  • Coordinate and maintain ever-changing publicity schedules and itineraries including travel accommodations and logistics for filmmaker/talent appearances, press junkets and PA tours
  • Negotiate deal memos for hair, make-up and grooming rates for filmmakers/talent
  • Participation in execution of press events including junkets, screenings, set-visits and industry conventions such as San Diego Comic Con
Qualifications for administrative assistant
  • Coursework in accounting or business would be viewed favorably
  • Ideally proficiency in both written and spoken English and Chinese (Cantonese and Mandarin)
  • Willingness to work long hours if required by business
  • Provide advanced, diversified and confidential administrative support for the U.S. Capital Operations management team with specific coverage for the Head of U.S. Operations and several direct reports
  • Must be an enthusiastic, positive team player who is able to work well with colleagues
  • At least 3 year experience in an admin capacity
2

Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative assistant
  • Provide administrative and personal support
  • Schedule meeting requests
  • Interact with production personnel
  • Manage the distribution of office correspondence and incoming calls
  • Provide general support for other administrative duties, and execute professional and personal needs as assigned
  • May take dictation, prepare, transcribe, process and distribute correspondence, detailed reports, statistical analysis, status reports, forms of contracts, agreements, licenses, memoranda and other related matters of confidential and/or complex nature for the principal being served
  • Is responsible for telephone communication, screening and directing incoming and outgoing calls and maintaining proper logs connected therewith
  • Receives and directs incoming mail and memoranda, receives callers and visitors, keeps schedules of appointments and makes reservations for the principal and other department staff, including travel planning and arrangements
  • Makes computer entries of forms of agreements and contracts including changes, revisions, deletions, form and system changes
  • Prepares check requests and makes distribution thereof
Qualifications for administrative assistant
  • Ability to work well under pressure and ability to adapt to unexpected circumstances
  • 5 years or more in the hospitality industry
  • 3-5 years of corporate administrative experience preferablein roles that interfaced with external clients and executive management
  • High level experience supporting executives in a fast-paced high-tech environment
  • Ability to work in a team environment with a diverse group of staff essential
  • Minimum 1 year experience working in an administrative capacity
3

Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is looking for an administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative assistant
  • Answer telephone and give appropriate information to callers or route call
  • Arrange call schedule to efficiently manage MD’s time
  • Assist in internal/external meeting and conference presentations (prepare/coordinate media/materials)
  • Meeting preparation/participation
  • Arrange essential follow up/priority action order
  • Compose correspondence/reports
  • Proactively process replies from MD’s dictation/notes, or on own initiative
  • Administrative support for six to eight mid to senior level professionals
  • Serve as an Operations liaison on the floor for other BAAM teams
  • Extensive phone coverage and screening of external phone calls
Qualifications for administrative assistant
  • Demonstrated strong written and verbal communications skills in Spanish, English a must
  • Knowledge and understanding of employment regulations a plus
  • Minimum of 1 – 2 years of assistant experience, preferably at an entertainment company
  • Ability to efficiently handle and prioritize a high volume workload
  • Desire to provide high level of service to Branch staff (Sales Assistants and Investment Advisors)
  • Billingual (both spoken and written)
4

Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative assistant
  • Maintain contact information in Outlook
  • Assist team members in all areas of daily business including scheduling, phone calls, and research
  • Answer phones, make travel arrangements, and prepare expense reports
  • Serve as primary liaison with the office landlord
  • Attend education policy events
  • Manage Sr
  • Provide the needed administrative support to ensure effective and efficient meetings including necessary materials, audio visuals
  • Prepare market research reports, presentations, and competitive reviews for branded and corporate projects
  • Issue purchase orders, expedite deliveries, and coordinate cross-charges for Press Preview samples and other sampling programs
  • Handle all quality related inquiries
Qualifications for administrative assistant
  • Experience in a similar function (at least 3 years) in a professional and competitive surrounding
  • Demonstrate a strong work ethic and professionalism
  • Ability to organize and set work priorities
  • Able to self-manage and flag issues in a timely and appropriate manner
  • Business or Communications Diploma or Degree with minimum 2 years progressive administrative experience or an equivalent combination of education and experience
  • Proven ability to multi-task and manage multiple priorities and office tasks in systematic manner
5

Administrative Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative assistant
  • Ensure the timely completion of the elements of marketing campaigns and manage due dates and routing of collateral materials
  • Handles building requests
  • Handles day-to-day, routine clericalresponsibilities including answering phones, handling inquiries, greeting visitors, and handling routine correspondence
  • Makes all travel arrangements via onlinesystem in accordance with Firm and department policy
  • Processes all expense reports viaCorporate Accounting electronic expense system in accordance with Firm anddepartment policy
  • Inputsclient information into contact management database (i.e.Charm) and managesupdates for group
  • Handleshighly confidential information with utmost discretion
  • Assists with client conferences inpreparing collateral material, scheduling appointments, May also attend conferences to assist with coordination of events, meetings
  • May assist in various projects
  • Responsible for administrative activities including, but not limited to coverage
Qualifications for administrative assistant
  • 2+ years administrative experience in a corporate environment providing administrative support at an executive or senior executive level
  • Strong self-starter who requires minimal supervision and direction to complete assignments
  • Ability to multitask, anticipate needs, understands priorities, and balance workload in a fast-paced high-pressure environment
  • Be a self-starter with the ability to complete projects error free and quickly
  • Bachelor Degree or 2 years of experience in licensing, retail, or promotional marketing
  • Willing and available to work the hours needed to provide appropriate support

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