An administrative assistant provides administrative and clerical support to individuals, teams or entire organizations. They manage calendars, prepare reports and documents and answer calls and emails. Here, find administrative assistant job descriptions and samples for this pivotal role.

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What is an Administrative Assistant?

An administrative assistant specializes in office management and organization. Their responsibilities typically include sorting physical mail and emails, scheduling appointments, managing files and assisting with daily office operations.

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10 Administrative Assistant Job Description Samples

1. Administrative assistant job description

MomoLite is a dynamic and growing organization with over 75 employees spanning two floors. We seek a detail-oriented Administrative Assistant to join our team and play a pivotal role in managing office operations, including meal budget oversight, scheduling daily breakfast and lunch, and coordinating with food and office suppliers.

Responsibilities:

1. Meal Budget Management:

  • Monitor and manage the office meal budget effectively.
  • Ensure cost efficiency while maintaining high-quality meals for employees.

 

2. Meal Scheduling:

  • Plan and schedule daily breakfast and lunch arrangements for the entire office.
  • Coordinate with catering services to provide diverse and appealing meal options.

 

3. Supplier Coordination:

  • Liaise with food and office suppliers to ensure timely deliveries.
  • Negotiate contracts and seek cost-effective solutions for office supplies and catering.

 

4. Office Operations:

  • Assist in general office management tasks, including filing, data entry and correspondence.
  • Be a central point of contact for employees regarding office-related queries.

 

Requirements:

  1. Minimum five years experience as an administrative assistant or in a similar role.
  2. Strong organizational and multitasking skills.
  3. Excellent communication and interpersonal abilities.
  4. Proficient in MS Office Suite.
  5. Ability to handle sensitive information with confidentiality

See an administrative assistant resume

2. Medical administrative assistant job description

Job Description: 

Hillford Health and Wellness Clinic is a leading health care provider committed to delivering high-quality patient care. We are seeking a dedicated and detail-oriented Medical Administrative Assistant to join our team and support the efficient functioning of our medical office. 

Responsibilities:

1. Patient Coordination

  • Schedule appointments, outpatient surgeries and medical tests for patients.
  • Coordinate patient check-ins, ensuring accurate and up-to-date records and insurance information.
  • Manage front desk operations, including greeting patients and medical-related legal guardians. 

 

2. Documentation and Record-keeping

  • Maintain and update patient medical records in compliance with confidentiality standards. Confirm matching digital and physical patient files.
  • Assist in preparing and processing medical billing and insurance claims. 
  • Oversee general office tasks, including filing, data entry and office organization. 

 

3. Patient Communication:

  • Act as a liaison between patients, the medical care team and fellow administrative departments. 
  • Handle phone inquiries, relay messages and provide information to patients as needed. 

 

Requirements:

  1. Three to five years of experience as a medical administrative assistant or in a similar role.
  2. Familiarity with medical terminology and procedures.
  3. Strong organizational and multitasking skills.
  4. Excellent communication and interpersonal abilities.
  5. Proficient in medical software and MS Office Suite.
  6. A high school diploma and additional certification in medical administration are a plus.
  7. Knowledge of HIPAA regulations and patient confidentiality.
  8. CPR certification (or willingness to obtain).

See a medical administrative assistant resume.

3. Executive administrative assistant job description

Job Description: 

Vyrtowl is an innovative video conference app startup revolutionizing remote work and virtual communication. We seek an experienced and proactive Executive Administrative Assistant to provide comprehensive support to our VP of Marketing and contribute to the success of our growing team. 

Responsibilities:

1. Calendar Management:

  • Schedule and coordinate appointments, meetings, and travel arrangements for the VP of Marketing.
  • Ensure effective time management and prioritize tasks to optimize productivity.
  • Assist in project management tasks, tracking deadlines, and meeting project milestones.

 

2. Communication:

  • Act as a primary point of contact for internal and external communications.
  • Draft emails, memos, and reports on behalf of the VP, maintaining a high level of professionalism.
  • Collaborate with cross-functional teams to streamline workflows and facilitate communication.

 

3. Meeting Coordination:

  • Prepare meeting agendas, attend and take minutes, and distribute relevant materials.
  • Coordinate logistics for team meetings, conferences, and marketing events.

 

Requirements:

  1. Minimum seven years as an executive administrative assistant or in a similar role.
  2. Exceptional organizational and time management skills.
  3. Strong verbal and written communication abilities.
  4. Proficiency in Microsoft Office and other relevant software.
  5. Preferred, but not required: Bachelor’s degree in Business Administration, Communications, or related field.

See an executive administrative assistant resume.

4. Senior administrative assistant job description

Job Description: 

The City of Minneapolis Parks and Recreation Department is dedicated to enhancing the quality of life for residents by providing diverse recreational opportunities and maintaining beautiful public spaces. We are seeking a skilled and experienced Senior Administrative Assistant to contribute to the efficient functioning of our department.

Responsibilities:

  1. Administrative Support:
  • Provide high-level administrative support to department leadership.
  • Manage complex calendars, schedule meetings, and coordinate department events.
  • Assist in planning and coordinating departmental projects and initiatives.

 

2. Document Management:

  • Prepare, edit, and proofread documents, reports, and correspondence.
  • Maintain accurate records and files, ensuring compliance with department standards.
  • Track project timelines, milestones, and deliverables.

 

3. Communication:

  • Serve as a central point of contact for internal and external stakeholders.
  • Facilitate communication within the department and with other city offices.
  • Organize monthly town hall meetings and coordinate with the city’s communication office to distribute in-person and virtual meeting information. 

 

Requirements:

  1. Associate degree in Business Administration, Public Science, Political Science or related field; Bachelor’s degree preferred.
  2. Previous experience in municipal government or parks and recreation administration is a plus.
  3. Knowledge of city policies, procedures, and regulations.

See a senior administrative assistant resume.

5. Legal administrative assistant job description

Job Description: 

The District Attorney’s Office is committed to upholding justice and ensuring public safety in Nashville. We seek a detail-oriented and experienced Legal Administrative Assistant to provide essential support to our legal team and contribute to the efficient operation of the office.

Responsibilities:

1. Case File Management:

  • Organize and maintain legal documents, case files and evidence.
  • Prepare and file legal documents, including subpoenas, motions and briefs.
  • Draft, proofread and edit legal correspondence, memos and reports.

 

2. Courtroom Support:

  • Coordinate court appearances, schedule hearings and communicate with court personnel.
  • Assist attorneys in preparing for trials, including assembling trial exhibits and documents.
  • Act as a liaison between the District Attorney’s Office and other legal entities, law enforcement, and the public.

 

3. Calendar Management:

  • Manage the calendar for attorneys, scheduling meetings, court appearances, and deadlines.
  • Ensure timely responses to legal inquiries and requests.

 

Requirements:

  1. Minimum seven years experience as a legal administrative assistant or in a similar role.
  2. Familiarity with legal terminology and court procedures.
  3. Strong organizational and multitasking skills.
  4. Knowledge of legal research methods and databases.
  5. Associate degree in Legal Studies, Business Administration, or related field; Bachelor’s degree preferred.

See a legal administrative assistant resume.

6. HR administrative assistant job description

Job Description: 

Creative Circle is a leading staffing solutions provider that connects businesses with skilled professionals. We seek a proactive and detail-oriented HR Administrative Assistant to support our Human Resources team in managing administrative tasks and ensuring smooth employment operations with our corporate clients and contracted freelancers.

Responsibilities:

1. Recruitment Support:

  • Coordinate job postings, scheduling interviews, and maintaining candidate databases.
  • Facilitate communication between recruiters, candidates, and clients.
  • Maintain accurate employee records in the HR system.

 

2. Onboarding and Offboarding:

  • Coordinate the onboarding process for temporary employees, including paperwork and orientation.
  • Assist with offboarding procedures, ensuring compliance with company policies.
  • Prepare and process HR-related documentation, such as employment contracts and verification letters.

 

3. Benefits Administration:

  • Support employee benefits administration, including enrollment and inquiries.
  • Collaborate with the HR team to address employee benefits-related issues.

 

Requirements:

  1. Proven experience as an HR administrative assistant or in a similar role.
  2. Understanding of HR functions and recruitment processes.
  3. Strong organizational and time management skills.
  4. Proficient in Microsoft Office Suite and HR software.
  5. Associate degree in Human Resources, Business Administration, or related field.

See an HR administrative assistant resume.

7. Office administrative assistant job description

Job Description: 

DelaRue is a dynamic and creative hub specializing in innovative advertising solutions. We seek a friendly and organized Office Administrative Assistant to manage the front desk and support our agency’s daily operations.

Responsibilities:

1. Front Desk Management:

  • Greet and assist visitors, clients and staff with a positive and professional demeanor.
  • Manage incoming calls and direct inquiries, as well as provide general information about the agency.
  • Assist in managing office supplies, ordering as needed, and maintaining inventory.

 

2. Office Administrative Support:

  • Coordinate meeting room bookings, set up for presentations, and ensure a tidy reception area.
  • Provide general administrative assistance to various teams within the agency.
  • Handle mail distribution, shipping and courier services.

 

3. Event Coordination: 

  • Assist in planning and coordinating agency events, meetings and celebrations.
  • Collaborate with internal teams to support event logistics.

 

Requirements:

  1. Excellent interpersonal and communication skills.
  2. Strong organizational and multitasking abilities.
  3. Proficient in Microsoft Office Suite and office management software.
  4. High school diploma or equivalent; additional certification in office administration is a plus.
  5. Previous experience in an advertising or creative agency is preferred.

See an office administrative assistant resume.

8. Church administrative assistant job description

Job Description: 

Radiant is a vibrant, nondenominational community committed to serving our city through various social service programs. We seek a compassionate and organized Church Administrative Assistant to oversee our licensed childcare and after-school tutoring initiatives, contributing to the overall mission of our church and community outreach.

Responsibilities:

1. Program Coordination:

  • Manage and oversee the daily operations of licensed childcare and after-school tutoring programs.
  • Coordinate program schedules, activities and events to ensure a nurturing and educational environment.
  • Handle administrative tasks, including record-keeping, attendance tracking and program reporting.

 

2. Administration:

  • Serve as a liaison between program staff, parents and church leadership.
  • Communicate program updates, policies and relevant information to all stakeholders.
  • Share relevant program information and upcoming events with students, parents, and educational partners. 

 

3. Community Engagement:

  • Collaborate with church volunteers and community partners to enhance program offerings.
  • Foster positive relationships with parents, guardians, and program participants.

 

Requirements:

  1. A high school diploma or equivalent, as well as additional certification in child care or a relevant field, is a plus.
  2. Passion for community service and a commitment to the church’s mission.
  3. Familiarity with child care licensing regulations and after-school program standards.

See a church secretary resume.

9. Real estate administrative assistant job description

Job Description: 

Join the team at Re/Max, a leading name in the real estate industry known for its commitment to excellence and client satisfaction. We are seeking a detail-oriented and motivated Real Estate Administrative Assistant to contribute to the success of our local Dallas Bishop Arts District branch and provide crucial support to our real estate professionals.

Responsibilities:

1. Transaction Support:

  • Assist in preparing and processing real estate transactions.
  • Maintain accurate and organized property listings, contracts, and client communications records.
  • Serve as a point of contact for clients, addressing inquiries and providing updates.

 

2. Administrative Tasks:

  • Handle general office tasks, including phone calls, emails, and data entry.
  • Schedule appointments and meetings and assist in managing office calendars.
  • Assist real estate agents in coordinating appointments, showings, and open houses.

 

3. Marketing Assistance:

  • Support creating and distributing marketing materials for property listings.
  • Coordinate with the marketing team to ensure accurate and up-to-date property information.

 

Requirements:

  1. A high school diploma or equivalent and additional real estate or office administration certifications are a plus.
  2. Strong organizational and multitasking skills.
  3. Excellent written and verbal communication abilities.
  4. Customer-focused attitude and ability to work in a fast-paced environment.
  5. Proficient in Google Office Suite and real estate management software.

See a real estate administrative assistant resume.

10. Construction administrative assistant job description

Job Description: 

Join the team at Gensler, a national architecture firm renowned for its commitment to innovative design and construction excellence. We seek a detail-oriented and proactive Construction Administrative Assistant to support our construction project teams, ensuring the success of our diverse architectural projects.

Responsibilities:

  1. Communication and Coordination:
  • Serve as a liaison between project managers, clients and construction teams.
  • Facilitate communication through emails, phone calls and meetings.
  • Assist in maintaining accurate project documentation, including contracts, plans and change orders.

 

2. Permitting and Compliance:

  • Support permitting process coordination with relevant authorities.
  • Assist in ensuring project compliance with local regulations and building codes.
  • Organize and archive project files following company standards.

 

3. Budget and Expense Tracking:

  • Monitor project budgets, track expenses, and assist in preparing financial reports.
  • Work with the finance team to ensure timely and accurate invoicing.

 

Requirements:

  1. Associate degree in Business Administration, Construction Management or related field.
  2. Familiarity with construction industry terminology and processes.
  3. Knowledge of local building codes and permitting procedures is a plus.

See a construction administrative assistant resume.

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Key Takeaways

Administrative assistant job descriptions hold all the resume keywords you need to beat applicant tracking systems (ATS) and get your resume seen by human decision-makers. To improve your resume:

  • Match your skills and experiences to the key requirements and responsibilities listed in the job description.

  • Use identified keywords, preferably in the same tense, to maximize your ATS score.

  • Emphasize transferable skills and accomplishments.

  • Demonstrate how your background aligns with the needs of the position.

Administrative Assistant FAQ

What are the duties of administrative assistants?

Administrative duties include:

  1. Managing calendars
  2. Scheduling appointments
  3. Coordinate phone calls
  4. Organize files
  5. Handle internal and external correspondence
  6. Data entry
  7. Book travel arrangements
  8. Prepare presentations, reports or files
  9. Order and organize office supplies
  10. Support office operations

How to describe the role of administrative assistant on your resume?

  1. Resume summary: Showcase a specific example of your ability to prioritize tasks, maintain confidentiality or provide exceptional office support. 
  2. Skills: List six to eight organizational skills, such as knowledge of office software or written communication. 
  3. Work history: Quantify your achievements where possible, such as optimizing filing systems or improving office efficiency. Tailor your past administrative assistant job descriptions to showcase the specific requirements of the desired role.

What skills do you need to be an administrative assistant?

Although your skills and responsibilities will vary based on your workplace, most administrative assistants possess the following skills:

  • Attention to detail
  • Communication
  • Confidentiality
  • Critical thinking
  • Customer service
  • Problem-solving skills
  • Organizational skills
  • Teamwork
  • Technology proficiency
  • Time management