Office Administrative Assistant Job Description

Office Administrative Assistant Job Description

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Office administrative assistant provides high quality word processing and other documents including organizational charts, company forms, correspondence, Excel spread sheets and Power Point presentations.

Office Administrative Assistant Duties & Responsibilities

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

Sample responsibilities for this position include:

Answering phone and acts as the central point of contact
Interacting with clients, architects, engineers, laborers
Keeping the kitchen in and order
Helping put together brochures, presentation books, PowerPoint presentations
Filing, printing, and copying files
Helping out with ad hoc requests
General administrative duties (Amongst which
Providing direct administrative support to the head of office
First point of contact local suppliers for office related needs
Amongst which

Office Administrative Assistant Qualifications

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

Licensing or Certifications for Office Administrative Assistant

List any licenses or certifications required by the position: W-9, NC, AED, CPR

Education for Office Administrative Assistant

Typically a job would require a certain level of education.

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

Skills for Office Administrative Assistant

Desired skills for office administrative assistant include:

Applicable policy analysis techniques
Excel
Windows and Microsoft Office
Word and Excel
Alpha-numeric filing systems
Common organization-
English vocabulary
On-line bibliographic searches
Research-specific and other computer application programs
Admin

Desired experience for office administrative assistant includes:

Coordinating general office tidiness
Travel management (bookings for train tickets, rental cars and hotels)
Assistance for the organization of local meetings
Organization, attending and assisting with community and social events
Supporting the HR teams with coordination, recruitment, administration paperwork and onboarding of new employees
Assistance for CSG shipments

Office Administrative Assistant Examples

1

Office Administrative Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of office administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office administrative assistant
  • Assisting with expense reimbursements, payroll, and the VP corporate card
  • Managing time away calendar
  • Sending documents / contracts through UPS, signature processing, and scanning
  • Fielding phones
  • Organizing travel, calendars, meetings and conference attendance for senior level staff
  • Monitoring and ordering of office supplies
  • General office duties as requested
  • Deal with both simple and more complex enquires from internal and external stakeholders in a professional manner, following established procedures, referring complex enquires to relevant staff members, ensuring all relevant facts and accurate information is recorded and passed on
  • Establish working relationships with key contacts, both internally and externally, to help improve service levels
  • Undertake a variety of routine administrative duties to support the team and department, using a variety of software packages
Qualifications for office administrative assistant
  • Setting-up meetings, managing front desk, facility management
  • Strong computer skills in word processing, spreadsheet, database, presentation, and Internet applications
  • Ability to take initiative, work well under pressure, and carry out work independently
  • Store and retrieve data within relevant administrative systems and databases with accurate information
  • To provide administrative support to the Administrative Officer and wider International Office in relation to admissions, information requests and freight, when required
  • To assist with the processing of applications and other documentation received into the International Office in
2

Office Administrative Assistant Job Description

Job Description Example
Our innovative and growing company is hiring for an office 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 office administrative assistant
  • Assisting the office with room reservation requests
  • Assisting with faculty office moves
  • Perform secretarial duties that require considerable experience, skill and knowledge of organization policies and practices
  • Prepare and may compose correspondence, reports, presentations
  • Screen telephone calls and resolve routine inquiries
  • Screen calendar requests, gather information from requestor and present request to manager
  • Gather information for reports, to obtain approvals, to distribute to department employees
  • Work on problems of moderately complex scope where action requires a review of a variety of factors
  • Schedule meetings and conference rooms, clear guests through building Security
  • Coordinate telephone and video conferencing
Qualifications for office administrative assistant
  • Ability to interface with all levels of management and professionals
  • Bachelor's Degree strongly preferred, with minimum three to five years of administrative and/or operations experience in a corporate office environment
  • Experience in process improvement/quality review highly desired
  • Excellent computer (MS Office) and clerical skills required
  • High School Diploma/GED required with medical secretary certification and training highly preferred
  • Previous medical office experience highly preferred
3

Office Administrative Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking for an office administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for office administrative assistant
  • Arranges travel schedule and reservations for the executive as needed
  • Researches and analyzes routine administrative projects
  • Responds independently to letters and general correspondence of a routine nature
  • Manage phone calls and correspondence (emails, letters, packages)
  • Conduct basic research, perform simple analysis, and constructing & maintaining reports
  • Deal with a diverse group of visitors, internal contacts at all levels of the organization
  • Make comprehensive travel arrangements, and coordinate meetings & conferences – this will involve arranging facilities, transportation, lodging, and special activities
  • Coordinating events which may include choosing the most appropriate event site, organizing schedules, deciding on the menus, securing accommodations, and planning for the transportation of the attendees
  • Maintain calendars, exercising judgment & tact in coordinating meetings, and making appointments for Company & outside personnel – this will involve prioritizing & sorting mail, highlighting & attaching relevant information, and preparing responses and/or obtaining information for responses from other staff (as needed)
  • Support internal communication activities
Qualifications for office administrative assistant
  • Minimum 2 years of office administration management experience
  • Proficiency in Outlook email and calendar, and MS Office packages (advanced PowerPoint skills essential)
  • General knowledge of Lotus Notes
  • Bachelor’s degree, with a keen interest in web design and/or marketing
  • Extraordinary planning, and organizational skills
  • Strong workload management and problem-solving skills
4

Office Administrative Assistant Job Description

Job Description Example
Our company is hiring for an office administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office administrative assistant
  • The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification
  • Perform office duties as directed, including, but not limited to, filing paperwork, answering telephones, running reports, copying materials, operating the label machine, tracking/reporting data, distributing payroll checks
  • Support internal and external customers in a positive and professional manner
  • Compile info for General Managers and Managers to review in order for them to determine ratings
  • Strive for complete accuracy and urgency specific to a variety of daily critical efforts, including
  • Schedule and coordinate team onsite/offsite meetings
  • Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential administrative, secretarial and advanced clerical functions in support of assigned department employees
  • Ensures adequacy of Facility supplies and equipment
  • Monitor stock levels of facility goods (paper towels, dishwashing detergent, ) and reorders as necessary
  • Coordinate with facilities maintenance vendors for IVL office space
Qualifications for office administrative assistant
  • Proven track record for delivering assignments on time with exceptional accuracy
  • Requires strong communication skills to effectively interface and coordinate activities involving management and employees
  • Limited travel may be required, as needed
  • Associate’s degree with 5 years of professional experience in an administrative-oriented role
  • Bachelor’s degree with 3 years of professional experience in an administrative-oriented role
  • High School Diploma (or GED) with 7 years of professional experience in an administrative-oriented role
5

Office Administrative Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of office 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 office administrative assistant
  • Provides financial reports to the CTC Director and Dean within college and ensures compliance
  • Responsible for all Office processes for the CTC Director to include but not limited to Travel
  • Works with the College Manager & Chief of Staff to ensure all TTU Operating Policies and Procedures are followed
  • Responsible to ensure that processes for purchase orders
  • Processes revenue forms
  • Schedule various events and training for CTC
  • Assist the CTC Director with various administrative tasks and handles the CTC Director's calendar, travel, correspondence, record keeping, filing
  • Other tasks as assigned by the CTC Director with regard to the CTC
  • Organize and distribute daily incoming/outgoing mail for staff
  • Complete necessary forms
Qualifications for office administrative assistant
  • Ability to work in a fast paced environment including managing across multiple geographies, functions & organizations
  • Business Process Improvement and/or setting up operating standards for organizations/operations
  • Skills involving direct support of supervisory function in an administrative role in an office of a CEO
  • Associate’s Degree Business Administration or related field
  • More than 2 years of experience working for a CEO office - skills involving direct support of supervisory function in an administrative role in an office of a CEO
  • Must be self starter who can work independently

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