Admin assistant job description

an Administrative Assistant typing on her computer

What is an Administrative Assistant's job description?

An administrative assistant position description includes:

Providing administrative support to management, employees and in some cases, clients and visitors.
Handling ad-hoc office duties such as answering phones, organising files, drafting emails and scheduling meetings.
Maintaining databases and tracking important deadlines.

While all admin assistants share core duties and responsibilities, administrative assistant job descriptions may vary depending on their business, industry and professional skillset.

What duties does an Administrative Assistant have?

Administrative assistant duties often include preparing regularly scheduled reports, managing office supplies, and providing administrative support to senior managers.

Depending on the industry and position, they may also complete the following:

Plan meetings and arrange conference calls.
Manage calendars via email, phone and face-to-face meetings.
Answers emails with an appropriate greeting, salutation, signature, or standard closing
Arrange travel plans for managers and employees, including book flights, car rentals and hotel accommodation.
Liaise with clients by email or telephone to answer questions or provide information concerning projects.
Supervise clerical staff.

What responsibilities does an Administrative Assistant have?

Administrative assistant responsibilities include:

Coordinating travel arrangements and catering for meetings
Preparing expense reports.
Developing and managing spreadsheets.
Scheduling appointments, meetings, and events for business employees and visitors.
Managing front-end communication with visitors and clients.
Organising internal business operations and office management systems.
Handling office equipment and managing office supplies.
Supervising other clerical staff members.

The ideal Administrative Assistant will have excellent organisational skills, attention to detail and the ability to manage multiple tasks simultaneously. They should also be proficient in Microsoft Office Suite. A customer service orientation is also essential, as the role often involves interacting with clients and suppliers.

What does an administrative assistant's day-to-day look like

An Administrative assistant's day to day work can vary but is generally summed up with the following:

Answering phones and emails.
Managing calendars.
Drafting emails and preparing reports.
Organising files and databases.
Coordinating travel arrangements and handling travel tickets.
Handling general office duties and providing support to staff members.
Direct phone calls and record meeting minutes.
Preparing regularly scheduled reports and correspondence memos.

Administrative assistants usually work in an office environment or hybrid setting, five days a week, Monday to Friday, 9 am to 5 pm. Depending on who they work with, administrative assistants may also need to work outside of ordinary hours to accommodate an employer's schedule.

Does an Administrative Assistant's job description change?

An Administrative Assistant's job description may change depending on the business they work for and their level of expertise. For example, as an Administrative Assistant gains experience in the role, they may be expected to take on more ad-hoc duties and use additional technologies.

Experienced administrative assistants may see their roles expand as they acquire new skills and knowledge. Progression opportunities include transitioning into an executive administrative assistant position or similar role that requires a higher level of expertise and responsibility.

Understanding job descriptions is just one aspect of an administrative assistant's role in Australia. It's equally important to be aware of the average administrative assistant salary and the necessary skills and qualifications required.

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