Administrative Assistant Job Description (2026): Duties, Skills and Salary
An administrative assistant keeps the daily operations of an office moving. They schedule meetings, handle phone calls and email, prepare documents, order supplies, and act as the first point of contact for visitors and vendors. The job is less about any single skill and more about reliability: things get done on time, and nothing falls through the cracks.
Administrative assistants work in nearly every industry, from law firms to clinics to tech companies, and the tools are fairly consistent: email and calendar software, a word processor and spreadsheet, and often a scheduling or expense system specific to the employer. The best assistants anticipate needs before they're asked and keep information organized so others can find it.
Administrative Assistant job description template
Copy it, replace everything in [brackets] and cut what doesn't apply. Keep the requirements to what the job really needs.
Template · replace the [brackets]
Administrative Assistant
[Company] · [City and office days, or remote with the countries or time zones you hire in] · [Full-time]
About [Company]
[Two or three sentences on what your company does, who it serves and why this team matters now.]
About the role
[Company] is hiring an administrative assistant to support [team / department] with day-to-day office operations. You'll manage schedules, correspondence and documents, and help keep [team] organized and on track.
What you'll do
- Schedule and coordinate meetings, appointments and travel for [team / executives].
- Answer and route phone calls, emails and visitor inquiries professionally.
- Prepare, format and proofread documents, reports and presentations.
- Maintain filing systems, records and office supply inventory.
- Process expense reports, invoices and basic bookkeeping tasks.
- Coordinate logistics for meetings and events, including [room booking, catering, materials].
- Assist with onboarding new hires and maintaining office procedures.
What you'll bring
- [X]+ years in an administrative or office support role.
- Proficiency with [Microsoft Office / Google Workspace] and office equipment.
- Strong written and verbal communication skills.
- Excellent organization and ability to manage multiple priorities.
- Discretion with confidential information.
- Dependability and a calm approach under tight deadlines.
Nice to have
- Experience with [scheduling software such as Calendly or an EHR/CRM system].
- Basic bookkeeping or experience with [QuickBooks].
- Notary public certification.
- Experience supporting [a specific department, e.g. legal, HR or executive leadership].
What we offer
- [Pay range: e.g. $X–$Y base salary, plus bonus or equity if offered]
- [Paid time off, health benefits, professional development stipend]
- [Health cover, retirement or pension plan, paid time off, parental leave]
- [Work authorization: whether you can sponsor a visa or hire through an employer of record]
[Our process: a recruiter screen, a skills assessment covering scheduling and document formatting, and an interview with the hiring manager.]
[Your equal opportunity statement, and how candidates can ask for adjustments during the process]
Put the pay range in the ad. Several US states, including California, Colorado, New York and Washington, require it in job postings, and the EU Pay Transparency Directive gives applicants the right to know the starting pay or its range before the interview.
Administrative Assistant duties by seniority
What the job usually looks like at each level. Pitch the ad at one level and say which in the title.
Junior
- Handles routine scheduling, filing and correspondence with guidance.
- Learns office systems, templates and the team's regular contacts.
- Supports one or two staff members with day-to-day tasks.
Mid-level
- Manages calendars and correspondence for multiple staff with minimal oversight.
- Coordinates events, travel and vendor logistics independently.
- Improves office procedures and trains newer support staff.
Senior
- Oversees office operations and supervises other administrative staff.
- Manages budgets for supplies, vendors and office services.
- Acts as the go-to problem-solver for scheduling conflicts and logistics.
Administrative Assistant career path
- Administrative Assistant
- Senior Administrative Assistant
- Office Manager
- Operations Manager
Administrative assistant is a common entry point into office and operations work, often reached straight out of school or from customer service roles. With experience, assistants move into office management, executive support or operations, where organizational skills transfer directly.
Similar roles
- Executive Assistant job description
Supports one or two executives directly, with more scheduling and travel complexity.
- Office Manager job description
Runs the whole office, including vendors and facilities, not just one team.
- Receptionist job description
Focuses on the front desk and first point of contact rather than broader office support.
- Data Entry Clerk job description
Specializes in entering and verifying data rather than general office coordination.
Administrative Assistant job description FAQ
What does an administrative assistant do?
Manages schedules, correspondence, documents and office logistics so a team or department runs smoothly. Duties often include answering phones, booking meetings, filing and ordering supplies.
What skills should an administrative assistant job description require?
Strong organization, communication and proficiency with office software such as Microsoft Office or Google Workspace. Experience with scheduling tools or basic bookkeeping is a useful extra, better listed as nice-to-have.
Is administrative assistant an entry-level job?
Often, yes. Many administrative assistant roles require little prior experience, while senior assistants may supervise other staff or manage office budgets. State the level clearly so applicants can judge their fit.