Administrative Assistant Job Description Template

Job Summary

Provides organized, reliable administrative support that keeps the office running smoothly. Manages calendars, correspondence, meetings, and office operations while serving as a professional point of contact for staff and visitors.

Essential Functions

1. Manage complex calendars for the Office Manager and department leaders, scheduling meetings, appointments, and room reservations
2. Draft, proofread, and distribute correspondence, memos, reports, and presentations on behalf of the office
3. Coordinate logistics for internal and external meetings, including agendas, materials, catering, and minutes
4. Arrange domestic travel itineraries, including flights, lodging, and ground transportation, and prepare related expense reports
5. Maintain organized filing systems and office records, both electronic and physical, ensuring documents are current and retrievable
6. Monitor office supply levels and place orders to keep the office stocked and operational
7. Serve as a point of contact for visitors, vendors, and callers, providing front-desk coverage and professional assistance
8. Process invoices, purchase requests, and credit card reconciliations in support of office operations
9. Prepare and format documents, spreadsheets, and slide decks using Microsoft Office or Google Workspace
10. Handle confidential information with discretion and support onboarding logistics for new office staff

Qualifications

Required:

• 2+ years of administrative or office support experience
• Proficiency with Microsoft Office (Word, Excel, Outlook) or Google Workspace
• Strong organizational skills with the ability to prioritize competing tasks
• Clear written and verbal communication skills and a professional demeanor

Preferred:

• Associate's degree in Business Administration or a related field
• Experience with scheduling, expense, or office management software (e.g., Concur, Calendly, Slack)

Education & Certifications

High school diploma or equivalent required; Associate's degree preferred

Physical Requirements

Primarily sedentary work requiring sitting for extended periods, with occasional standing, walking, and lifting of office supplies (up to 20 lbs).