Administrative Assistant job description

an Administrative Assistant typing on her computer

What is an Administrative Assistant's job description?

An Administrative Assistant's job description includes:
  • Providing administrative support to management, employees and in some cases, clients and visitors
  • Handling office ad-hoc duties such as answering phones, organising files, drafting letters and scheduling meetings
  • Maintaining databases and tracking important deadlines
An Administrative Assistant's job description may vary depending on their business, industry and professional skillset. Although all Administrative Assistants should have the same basic duties and responsibilities, other specifications such as technology use and interaction with clients and visitors may differ.

What duties does an Administrative Assistant have?

Administrative Assistants perform a wide range of duties in a variety of positions.
Depending on the industry and position, they may do some or all of 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 flights, car rentals, hotel accommodation
  • Purchase airline tickets and other travel tickets when necessary
  • Initiate contact with clients by email, letter, or telephone to answer questions or provide information concerning projects
  • Follow up on client issues until they are resolved
  • Supervise clerical staff

What responsibilities does an Administrative Assistant have?

An Administrative Assistant is typically responsible for:
  • Coordinating travel arrangements and catering for meetings
  • Preparing expense reports
  • Developing and managing spreadsheets
  • Scheduling meetings and events for business employees and potential visitors
  • Managing front-end communication with visitors and clients
  • Organising internal business operations
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 letters and preparing reports
  • Organising files
  • Coordinating travel arrangements
  • Handling office duties
Administrative Assistants usually work in an office 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 a business 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 be promoted to new roles such as Executive Assistants or Internal Communications coordinators, leading to a change in their job description as well.
Job descriptions are not the only thing to know about when it comes to an Administrative Assistant's role in Australia. Learning average Administrative Assistant salaries and the required skills and qualifications also plays a vital role.

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