duties of office assistant on resume

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7 Office Assistant Resume Examples Built for 2024

Office Assistant

Best for senior and mid-level candidates.

There’s plenty of room in our elegant resume template to add your professional experience while impressing recruiters with a sleek design.

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Like this template? Customize this resume and make it your own with the help of our Al-powered suggestions, accent colors, and modern fonts.

Office Assistant Resume

• Office Assistant Resumes by Experience
• Office Assistant Resumes by Role

As an office assistant, you’re great at organizing and can communicate effectively with anybody. You’re the champion of calendars, schedules, and office supplies. Your job helps everything run efficiently, and the entire office flourishes when you do your job right.

But to land an office assistant job,  your AI cover letter and resume must show the hiring manager that you have what it takes to hold the office together . We’ve researched hundreds of successful resumes and compiled the  most effective resume tips  to help you land your next interview and, ultimately, your next job.

Take a look at these seven office assistant resume examples, and let us help you  build a stellar resume !

or download as PDF

Why this resume works

• When including work experience outside your desired field, highlight strengths and characteristics that make you a good employee, such as teamwork, management abilities, and customer service skills—all of which you can dive into further in your office assistant cover letter .
• Although you should always include the name of the company you’re applying to and the role you’re seeking, the rest is up to you. We recommend including your years of experience and skillsets, but you can also write a two-to-three sentence narrative of one of your greatest successes. 

Entry-Level Office Assistant Resume

• An objective helps you convey your interest and qualifications, but you should only include one if you tailor it to each position to which you apply. A generic objective takes up space that could be used for work experience, so choose wisely.
• Don’t fall into the trap of adding fluff that doesn’t mean much; instead, increase the number of bullet points for each position so you can showcase more of your skills.

Senior Office Assistant Resume

• We recommend using the reverse-chronological format to help employers see a timeline of your career.
• Include metrics like how many customers you helped, how much your actions improved overall efficiency, and how many calendars you managed, to name a few examples.

Office Assistant Administrative Assistant Resume

• The deal’s simple: Show you know and have helped teams breeze through their daily administrative tasks. Even something as small as responding to emails will work. Just make sure you’re stating its importance like “Streamlined email communication with the senior management by categorizing and responding to 116+ daily emails, lowering response times by 34%.”

Medical Front Office Assistant Resume

• Prove your worth by adding quantifiable bullet points of the amount of data you’ve organized with precision. Another great addition is to mention how you’ve reduced communication delays using software like TigerNext to improve patient care.

Medical Office Assistant Resume

• When choosing what skills to include, check the  job description  first. The employer will likely have a host of skills they require from their applicant, and you can pick from their list.
• Of course, only include skills that you actually possess. Lying on your resume isn’t a good way to start a new job!
• Avoid words that don’t mean much, like “helped” or “assisted.” Instead, include direct verbs that relate to your position as a medical office assistant, such as “coordinated,” “communicated,” and “implemented.”

Front Office Assistant Resume

• This is a great way to elevate your front office assistant resume since it shows your dedication to furthering your career and growing your skills.
• It may seem a bit personal, but adding your interests gives employers a sense of your personality and skills in a way that work experience can’t quite accomplish.
• For example, if you like reviewing classic films, hiring managers will conclude you have an analytical mindset and strong communication skills, which are both major green flags.
• Choose your hobbies carefully, though—playing video games might be your favorite pastime, but will it inspire employers to hire you?
• Sometimes it can help to read the company’s website to get a feel for what they value. That way, you can include hobbies you love that also resonate with the employer, boosting your chances of an interview.

Related resume guides

• Office Administrator
• Front Desk Receptionist
• Executive Assistant
• Administrative Assistant

Best Duties to List on an Office Assistant Resume

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What is an office assistant resume?

Why is listing duties on an office assistant resume important in your job search, best office assistant duties to list on your resume, how to list office assistant duties on a resume.

If you want to get a job as an office assistant, you’ll benefit from creating a solid resume that will impress employers. When crafting your resume for an office assistant position, you should pay special attention to how you detail your various duties in past positions so that you can highlight your skills and competency. This article defines what an office assistant resume is, explains why adequately listing your duties is important in your job search and provides examples of the best office assistant duties to list on your resume.

An office assistant resume should detail as many relevant skills, experiences and responsibilities as possible to communicate your capabilities and enhance your employability. While office assistant duties vary, this job generally involves data entry, processing mail, filing, record-keeping, updating a company’s social media posts and answering phones. Additionally, this profession requires keen attention to detail, making it imperative that your resume is proofread and polished.

Resumes that show aptitude with typical office assistant tasks attract the interest of employers. Since employers usually receive a variety of resumes for each office assistant job that they post, the best resumes stand out. A good resume that includes experiences and skills that relate directly to the position being applied for will help a candidate get an interview and get hired. 

Here are some basic responsibilities that would be beneficial to incorporate in your office assistant resume:

Managed inventory

This position commonly requires candidates to be familiar with how to properly manage inventory and complete regular orders to maintain office supplies. It is advisable to list your experience with this and include any specifics that will further describe your competency in this area. For example, describe the office supplies you were you responsible for ordering and how frequently you performed this task.

Created a work schedule

Scheduling requires soft skills like organization and attention to detail, both of which are skills that are integral in this line of work. You can make this task more impressive by quantifying it with the number of employees that you were responsible for scheduling. Additionally, you should consider mentioning the method, program or software that you used to create and edit office schedules.

Provided excellent customer service

Office assistants often serve as the face of the company, greeting visitors and clients as they walk through the door. As such, it is imperative that the candidate has experience in customer relations. This experience often means that you also possess excellent communication and interpersonal skills, both of which are vital in this profession.

Maintained updated invoices and purchase orders

Invoicing is an important responsibility of an office assistant because the profitability of the company hinges on this task being carried out effectively. When you list this on your resume, make sure to note any invoicing programs or software that you have worked with. This will indicate a level of professionalism that will catch an employer’s attention.

Performed payroll

Conducting the payroll can be a confusing and tedious task. Listing this on your office assistant resume will demonstrate that you possess valuable skills and experience that are necessary for this line of work. You should consider quantifying this fact by detailing the number of employees that you handled payroll for as well as any software or programs that you may have used during the process.

Organized and maintained filing systems

As an office assistant, there are many administrative duties that you will be responsible for carrying out, most of which require organizational skills and a detail-oriented approach. This fact is especially true when developing and/or implementing a filing system. Though this work may seem mundane, it communicates a lot about the type of work ethic you possess. Proudly detail any organizational systems that you used in your previous office assistant positions.

Kept accurate office records

This position often necessitates the ability to keep thorough records. For example, it could be something as simple as maintaining a sign-in log to keep track of office visitors. These types of records allow the company to function in a way that is both safe and efficient. 

Coordinated reservations and bookings

Office assistants are often asked to manage office events, trips and outings. These tasks require someone who can multitask and who possesses the ability to quickly and creatively solve problems. It’s always helpful to use concrete details when describing such tasks, especially if they were particularly difficult to manage.

Handled incoming communications

Aside from greeting customers who enter the office, office assistants must receive and facilitate most of the incoming communications, such as emails and phone calls. This requires communication skills as well as the ability to multitask. Additionally, there is often a need to take and deliver messages, which becomes increasingly more complicated with more employees. 

Assisted with maintaining orderly common areas

Just as the office assistant often serves as the face of the company, the common area says a lot about their pride in this responsibility. Those in this position are often expected to maintain a clean and orderly reception area to improve the experience of visitors and potential clients. A well-kept common area will create a welcoming environment for anyone who comes by.

Here are some steps to help you as you list office assistant responsibilities on your resume:

1. First, study the job description

It’s always a good idea to read the job description and conduct a little research about the company before creating your resume. This will allow you to tailor your responsibilities to better reflect your ability to fill the position you are applying for. While remaining honest, try to use some of the keywords that you find and emphasize your alignment with the company’s values.

2. Second, use an active voice

It’s very important that you use an active voice throughout your resume but especially when listing the responsibilities that you had in previous positions. Here is a formula that can help you craft an effective description: active verb + content + impact, purpose or result.

3. Third, quantify your accomplishments

Whenever possible, use concrete data that demonstrates how you effectively completed or improved tasks. For example, ‘Handled the payroll activities for over 50 employees.’ This will give employers a clear idea of the scope of your responsibilities in previous positions.

4. Last, vary your language when describing similar duties

Even if the information is similar, look for ways to change the way that you describe it. A helpful way to do this is by focusing on a different aspect of the same duty.

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Administrative Assistant Job Description: All Key Roles & Duties

7 min read · Updated on April 17, 2024

Use this Administrative Assistant job description to customize your resume

Administrative Assistants are often the unsung heroes of organized and efficient office environments. 

Not only do you have to understand operational processes, but you also have responsibilities for helping everyone get along. From fielding questions from staff members and internal stakeholders to clients and business partners, your communication skills have to be off the chart! All of that says nothing about your tech skills, bookkeeping acumen, and problem-solving abilities.

It can be hard to incorporate everything you know how to do into a resume to land an interview. You have to get keywords and phrases from an administrative assistant job description. 

By reviewing administrative assistant job description examples, you will be able to identify the technical and soft skills , credentials, and work experience that matter most to employers in your target field.

How to read an administrative assistant job description

Each part of the administrative assistant job description will give you a different set of details. Some companies will use a template, and some will write their administrative job description from scratch, but, for the most part, you can bet on the job descriptions having these sections:

A title: This will likely be the title you'll hold within their organization. It can simply state “Administrative Assistant” or “Executive Administrative Assistant” or be more complex like “HS&E Administrative Assistant.” 

An introduction: This is usually a paragraph that talks a bit about the company and what its plans are for the future.

Job summary: While you won't always see a job summary , it would be a short blurb about the position and key responsibilities. Pay attention to job summaries because the duties listed here will be the most important things the company is looking for. 

Job responsibilities: A bulleted list of things the company needs its next Administrative Assistant to do every day.

Qualifications: Here is where you'll find out how much education they want you to have and a list of critical soft skills . Don't overlook the importance of these soft skills, as they can be THE THING that helps you land an interview.

Working conditions: While many administrative assistant job descriptions will end with the qualifications section, some will include details about whether the role is full-time or part-time, plus other details about what to expect at the company.

Call to action: Usually just a simple line that tells you how to apply, either on the company's website or by emailing your resume to a person. 

It's important to note that these sections may or may not be labeled. Let's take a look at an administrative assistant job description. 

Administrative assistant job description:

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals, and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

Administrative assistant responsibilities:

Answer and direct phone calls

Organize and schedule appointments and meetings

Maintain contact lists

Produce and distribute correspondence memos, letters, faxes, and forms

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Order office supplies

Book travel arrangements

Submit and reconcile expense reports

Provide general support to visitors

Provide information by answering questions and requests

Take dictation

Research and create presentations

Generate reports

Handle multiple projects

Prepare and monitor invoices

Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities

Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies

Contribute to team effort by accomplishing related results as needed

Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

Organize travel arrangements for senior managers

Write letters and emails on behalf of other office staff

Book conference calls, rooms, taxis, couriers, hotels, etc.  

Cover the reception desk when required

Maintain computer and manual filing systems

Handle sensitive information in a confidential manner

Take accurate minutes of meetings

Coordinate office procedures

Reply to email, telephone, or face-to-face inquiries

Develop and update administrative systems to make them more efficient

Resolve administrative problems

Receive, sort, and distribute the mail

Answer telephone calls and pass them on

Manage staff appointments

Oversee and supervise the work of junior staff

Maintain up-to-date employee holiday records

Coordinate repairs to office equipment

Greet and assist visitors to the office

Photocopy and print out documents on behalf of other colleagues

Provide polite and professional communication

Implement clerical duties and administrative processes

Conduct data entry

Confirm restaurant reservations for senior staff

A well-crafted resume skills section highlighting your relevant skills for an administrative assistant position will help your resume beat the applicant tracking system (ATS), which is the first step to getting your application noticed. Use the administrative assistant's top skills and proficiencies below to help you effectively write your resume.

Administrative assistant qualifications:

Proven admin or assistant experience

Knowledge of office management systems and procedures

Excellent time management skills and ability to multitask and prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

Proficient in MS Office

At least 7 years of experience in the field or in a related area

High school diploma or equivalent; college degree preferred

Administrative assistant skills & proficiencies:

Reporting Skills

Administrative Writing Skills

Proficiency in Microsoft Office

Professionalism

Problem-Solving

Supply Management

Inventory Control

Verbal Communication

Office Administration Procedures

Attention to Detail

Telephone Skills

Discretion and Judgment

Resourcefulness

Anticipates Needs

Emotional Intelligence

Flexibility

Editing and Proofreading

Microsoft Office Skills

Typing Skills

Tailor your resume

As you go through the administrative assistant job description, be sure to take note of how the company has written the skills and keywords. You'll want to use this exact language on your resume to help get past the ATS. On top of that, once you get past the ATS, the hiring manager will want to see that you've paid attention to what they need. So, by tailoring – or customizing – your resume to the specific job, you'll increase your chances of winning an interview. 

Resume case study

Not sure how to incorporate all of this into your resume? See how we helped this executive assistant revamp her resume . By formatting the resume to include a strong qualifications summary at the beginning that highlights the skills called for in the job description, this admin assistant professional will stand out to hiring managers from the beginning. 

Job descriptions are your friend

Applying for a new job doesn't have to be a chore. If you leverage the details in the administrative assistant job description to collect skills and keywords to write your resume, you'll win the day. 

Want to double-check that you have all the right Administrative Assistant skills and keywords in your resume? Upload it for a free review from a resume-writing expert.

Recommended reading:

The Top 13 Jobs Skills Employers Want in 2021

How to Showcase Soft Skills on a Resume

Administrative Office Assistant Resume Example

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See how your resume stacks up.

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Administrative Assistant Resume [2024] - Guide & Examples

Like the look of Jeremy’s resume? Create your own professional administrative assistant in minutes with these easy-to-update templates here.

Administrative Assistant Resume Writing Guide

Administrative Assistant? Congrats – you’re a total office hero.

A recent survey of more than 600 managers in the U.S. and Canada revealed that administrative assistants save their managers eight hours of work time each week.

With this kind of impact, it’s no wonder that 75 percent of managers told that same survey the responsibilities of administrative assistants have increased in the past five years. 

The beauty of these roles is how they give you a chance to work with almost every part of a business and build relationships with colleagues across teams and departments. 

In many senses, they act as a career stepping stone within that company and beyond.

Sounds great right, but what exactly do administrative assistants do? 

• Doing administrative and clerical tasks (such as scanning or printing)
• Preparing and editing letters, reports, memos, and emails
• Running errands to the post office or supply store
• Arranging meetings, appointments, and executive travel
• Answering phone calls and taking messages
• Maintaining folders on servers
• Recording meeting minutes
• Liaising with teams and units
• Tracking petty cash
• Covering reception

You can use the list above to help you brainstorm duties and tasks for the Work Experiences section of your resume (more on that – and our tip to reframe tasks as achievements – soon). 

A great Administrative Assistant is a little like a Swiss Army Knife; able to solve a range of problems with the right tool at the right moment. 

Does that sound like you? 

If you need to create a modern and professional resume to showcase your skills for a role like this, this guide will take you through:

• How to present your contact information
• How to write a strong resume summary
• The 23 hard and soft skills hiring managers want
• Highlighting administrative assistant achievements

Let’s delve into why Jeremy’s resume works so well and how you can use the same features to make your own resume shine too. 

Looking for a resume example for a different position? Check out this list:

• Office Assistant Resume
• Executive Assistant Resume
• Consultant Resume
• Accountant Resume
• Bookkeeper Resume
• Business Analyst Resume
• Financial Analyst Resume
• Bank Teller Resume
• Banking Resume
• Career Change Resume

1. How to present your contact information

Let's get this out of the way quickly, because you know your own contact information better than we do. 

Include your email address, phone number, and location in the header of your resume. 

Drop the street address and city info, though. If you have a professional website, blog, or well-maintained LinkedIn profile, add them to showcase your skills and experience. 

2. How to Write a Strong Administrative Assistant Resume Summary 

Let’s start with a really important part of all resumes – the summary. 

Your summary is where you highlight your skills and how they can bring value to the employer. 

Let’s look at Jeremy’s resume. 

See how he describes himself as ‘technologically savvy’ and ‘goal-oriented?

This lets employers know he will be able to get up to speed quickly on any special technology they use and that he’s committed to getting tasks finished. 

Jeremy also writes that he’s ‘driven’, ‘motivated’ and ‘skilled in prioritizing tasks independently’. 

It’s great that he’s highlighted his ability to complete tasks without supervision, because administrative assistants are regularly delegated tasks by supervisors and managers across different teams. 

Above all, Jeremy’s summary is specific. 

If you compare the specific and vague summaries below, you can see immediately which one is more appealing. 

Emotionally intelligent and computer-savvy Administrative Assistant with an Associate’s degree in Business Administration. Strong interpersonal skills and a lifelong focus on supporting others and helping them shine.

Administrative Assistant seeking to use her skills and experience to benefit an organization that is making the world a better place.

Check out our writing a resume summary guide , if you want more help with this part.

3. The 23 Hard and Soft Skills That Hiring Managers Want

What about your skills?

Our editor has three different Skills sections to choose from: Skills, Hard (Technical) Skills, and Soft Skills. 

Note: By clicking on Layout in the top menu, you can choose the “ Custom Layout ” and have a drag & drop feature to adjust the sections as you need.

It’s best to include a general Skills section and then choose between Hard or Soft Skills based on the needs of the job. 

Administrative assistants need a lot of soft skills to shine in these roles. Here’s some that you may want to highlight on your own resume. 

• Microsoft Word, Excel, Outlook, Powerpoint, SharePoint
• Database management
• Calendar management
• Quickbooks and Xero
• Proficiency with photocopiers, scanners, and projectors
• Accurate data entry
• Inventory and supply management
• Editing and Proofreading
• Billing and record-keeping
• Business Knowledge
• Communication (written and verbal)
• Prioritization and problem-solving
• Organization and planning
• Research and analysis
• Attention to detail
• Customer service
• Phone Etiquette
• Emotional Intelligence
• Responsibility
• Teamwork and delegation
• Management and training
• Flexibility and efficiency

4. Highlighting Administrative Assistant Achievements

When you're customizing your resume to best fit a company and its job advertisement, it can become easy to slip into using the listed tasks and responsibilities to summarise your own past duties. Avoid this – because it’s a missed opportunity. 

Think of your work experience section as less of a list of ‘things you did’ for a past employer and more like a summary of your biggest achievements and contributions while at that employer. 

Look at how Jeremy does this.  

He highlights how he managed a senior HR director’s schedule, planned company events, and even designed surveys while he was working at Melmark. 

Note: If you are looking for inspiration or need help, you can click on “ Tips ” in the left menu of our editor.

Here’s some better (and bad) examples to help you craft your own:

• Developed policies that saved the company 500 hours a year.
• Trained two interns in office tasks which later became full-time employees.
• Maintained appointment calendar for 12 conference rooms.
• Unlocked the office each morning.
• Made travel arrangements.
• Wrote letters and emails.

Ready to create your administrative assistant resume now? 

Suggested reading:

• Best Skills to Put on a Resume
• How to Optimize your LinkedIn Profile to Complement Your Resume
• How to Start a Cover Letter - 4 Tips for the Perfect Opening

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Office Assistant Job Description, Key Duties and Responsibilities

This post provides complete information on the job description of an office assistant, to help you learn the work they do.

it highlights the key duties, tasks, and responsibilities that commonly make up their role.

What Does an Office Assistant Do?

Office assistants are mostly entry-level employees who joined the workforce after a period of absence, or people who have deferred further education in order to join the workforce.

As an entry level employee, the office assistant will essentially be working with other departments of the organization to achieve a smooth running of such organization.

The office assistant job description includes ensuring that all paperwork is handled appropriately with adequate attention, and is filed correctly; preparing and opening mails, answering the phone and running general errands for senior members of staff.

Since most firms or organizations make use of large and complex databases of departmental records and services such as Banner, the office assistant might be required to enter information and ensure the accuracy and completeness of the data entered, and in the same vein generates reports of outputs as needed.

Job Summary:

As an Office Assistant, you will perform ad hoc or administrative functions. You will work with operations manager, as well as with business or office managers.

Your role will also include overseeing office communications, and if need be, petty cash as well.

You will also be responsible for scheduling appointments, receiving walk-in guests, and answering emails. You may also work as a receptionist.

Office Assistant Job Description Example/Sample/Template

Here is an example of the job description office assistants usually execute.

• Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
• Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
• Handle requests and transactions, or direct the matter or person to the proper department
• Assist in resolving problems and complaint raised by unsatisfied customers
• Process applications or forms to ensure completeness and accuracy
• Compute and verify data, fees or payments
• Enter data and forward paperwork afterwards
• Use personal computer and a host of other office software applications, including word processing, email, and file management tools
• Prepare files and documents in MS-Word by using predefined templates or by creating them from the scratch
• Create and maintain files in Excel
• May be asked to make PowerPoint presentations and use databases or Access
• Operate office equipment like fax machines and printers
• Perform data gathering and research activities and provide reports or summaries of information collected
• Prepare or maintain reports of records and other statistical and quantitative data
• May act as receiver of mail and correspondence for the work unit or department
• Responsible for opening or reviewing correspondence and determining proper action to be taken
• Responsible for departmental supplies and inventories, including tracking status and orders
• File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
• Coordinate and organize department activities and functions like meetings; schedule, obtain use of rooms, and set up the rooms and equipment to be used.

Office Assistant Job Description for Resume

A resume for the position of office assistant can be written using information from the sample job description given above.

The job description, which shows a list of vital duties, tasks, and responsibilities can be used in making the professional experience section of the resume as shown in the complete office assistant resume example here.

Office Assistant Requirements: Knowledge, Skills, and Abilities for Career Success

Here are important attributes employers normally request that applicants for the office assistant position should possess:

• Must be able to use database software (usually Access)
• Must be able to use spreadsheet software (usually Excel)
• Must be able to use presentation software (PowerPoint)
• Must be able to perform basic bookkeeping functions and tasks
• Ability to use the Internet and email facilities
• Must have telephone techniques.

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Office Assistant Job Description

Office assistants handle organizational and clerical support tasks. This may include organizing files, scheduling appointments, writing copy, proofreading, receiving guests and more, depending on the company and its needs.

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Office Assistant Job Description Template

Our company is looking for an office assistant to be responsible for handling clerical tasks in our office. You will be handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, and performing other general office clerk duties and errands.

In order for you to be selected as a candidate, you will need the ability to write clearly and be proficient with word processing applications. A pleasing personality with strong communication skills is also highly valued.

Office Assistant Responsibilities:

• Handling incoming calls and other communications.
• Managing filing system.
• Recording information as needed.
• Greeting clients and visitors as needed.
• Updating paperwork, maintaining documents, and word processing.
• Helping organize and maintain office common areas.
• Performing general office clerk duties and errands.
• Organizing travel by booking accommodation and reservation needs as required.
• Coordinating events as necessary.
• Maintaining supply inventory.
• Maintaining office equipment as needed.
• Aiding with client reception as needed.
• Experience as a virtual assistant.
• Creating, maintaining, and entering information into databases.

Office Assistant Requirements:

• High school diploma or associate’s degree.
• Experience as an office assistant or in a related field.
• Ability to write clearly and help with word processing when necessary.
• Warm personality with strong communication skills.
• Ability to work well under limited supervision.
• Great communication skills.
• Have a valid driver's license.

Office Assistant FAQ:

Can i make changes to your office assistant job posting.

You can customize our office assistant job posting sample to better fit the needs of your business. Advertise an office assistant job your way by editing and adding to our sample. You’re looking for an office assistant who will be a good fit for your company, so feel free to expand on the skills and traits you’d like to have in your office assistant description.

How can I change your office assistant job description sample to make it work for my company?

There are a lot of ways you could change our office assistant job description example to fit your needs. You could expand the office assistant description to include the qualities you’d like to have for your company. You can edit the office assistant skills list to reflect the specific qualification you’d like applicants to have. You can also add to the office assistant duties and responsibilities lists to tell candidates more about the position.

What are some interview questions for Office Assistants?

We do have some examples of interview questions for your office assistant job.

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Office Assistant Job Description (Skills, Duties, Salary & More)

Jeff Gillis 0 Comments

By Jeff Gillis

One thing is true in all companies; it takes a team to thrive. While CEOs often get much of the glory, it’s the power of their workforce that creates that glory in the first place. And one of the often-unsung heroes in that workforce is the office assistant.

What’s one thing all businesses have in common? They have administrative tasks to handle. That’s where office assistants come in.

A core part of the office assistant job description is tackling these everyday tasks. They ensure that higher-ups don’t have to worry about paperwork piling up, scheduling appointments, and more. If you are wondering if the office assistant duties are right for you, come with us as we take a deep dive into what this critical position is all about.

What Is an Office Assistant?

Alright, let’s start with the basics; what is an office assistant anyway?

In the simplest terms, an office assistant is an administrative professional that handles a variety of basic tasks. They are the foundation of clerical support, managing a range of must-dos like organizing records, proofreading documents, and more.

An office assistant might support a single manager, an entire department, or even a whole company, if the business is smaller. Office assistant duties can vary dramatically, as a result, though they are almost always quite diverse.

It’s important to understand that office assistants aren’t necessarily the same thing as receptionists , administrative assistants , or executive assistants . Sure, there are instances where the duties overlap, but that doesn’t make them equal.

Typically, office assistants or receptionists are considered more entry-level roles. However, receptionists usually focus on front desk style duties, while an office assistant may spend more of their time on back-of-house tasks.

Administrative assistants usually fall closer to the middle in the hierarchy, requiring more skills or experience to ensure they can handle some complex duties. Executive assistants are a bit higher-level, often needing advanced capabilities, allowing them to address the needs of CEOs and other members of the leadership team without much guidance.

What Are an Office Assistant’s Duties/Responsibilities?

Now that you have a general idea of what an office assistant is, let’s dig a bit deeper into the office assistant job description. Often, a position’s responsibilities are the easiest way to get a real feel for a role, so let’s start there.

Now, the office assistant duties usually vary from one company to the next. Every business is going to have different needs, leading to some level of variation.

However, most office assistant jobs have certain things in common. Here’s a look at some of the office assistant duties a position usually includes:

• Manage records and files
• Update paperwork and databases
• Create documents, including correspondence and reports
• Book appointments
• Handle travel-related bookings
• Maintain supplies and order more when inventory is low
• Process mail
• Maintain office equipment
• Greet visitors
• Conduct research

What Skills Do Office Assistants Need?

Overall, many of the office assistant duties fall definitively into the clerical world. In many cases, they were likely responsibilities you’d expect for an entry-level administrative role.

But even if the office assistant job description isn’t surprising, that doesn’t mean it doesn’t take skill to do well. As with all jobs, the right capabilities and traits are a must. Otherwise, you won’t excel in the position.

First, let’s focus on hard skills. These capabilities focus on the kinds of expertise a person needs to handle the duties. For office assistants, here’s a look at what they need to bring to the table:

• Business correspondence
• Report creation
• Office equipment operation
• Filing best practices
• Computer operation
• Productivity software
• Calendar management and scheduling
• Travel booking
• Recordkeeping
• Multi-line telephone systems
• Call screening and routing

While that may seem like a lot, it’s only the tip of the iceberg. To be a great office assistant, it’s also critical to have the right traits. These allow them to navigate the workplace efficiently and effectively, ensuring they can handle their duties and coordinate well with other employees.

Here are some of the critical traits office assistants simply must have:

• Communication
• Attention-to-detail
• Time management
• Collaboration
• Interpersonal skills
• Multitasking
• Accountability
• Organization
• Problem-solving
• Critical-thinking

At times, leadership skills are also beneficial. This is especially true if an office assistant is essentially running a front desk, which can happen.

What Education, Training, Certification Is Required?

To get started as an office assistant, you don’t need any advanced education or training. Typically, a high school diploma or GED is enough, as long as you developed the necessary computer skills along the way.

However, that doesn’t mean some education can’t help. An Associate’s degree may help you stand out from the pack, for example, or it may allow you to qualify without any experience. Plus, some employers may consider an Associate’s degree a must-have, even for entry-level opportunities.

Additionally, some specialty office assistants may need some extra education. For example, a medical or legal office assistant might at least need some college coursework, if not an Associate’s degree or more.

Generally, there aren’t any office assistant certifications that you’ll need to worry about. However, there are skill-oriented certifications that can help, depending on the duties you want to take on.

For example, the Microsoft Office Specialist certifications let you showcase your know-how in specific pieces of software you’d likely use on the job. You can pick and choose which ones to get, allowing you to focus on just the ones that bring value to your career.

If you want to use an office assistant position as a first stop on a longer administrative career, then you might want to look at the Certified Administrative Professional (CAP) credential. It can be a great foundation that can help you move forward to more advanced positions.

Office Assistant Salary

If you think that the office assistant job description sounds pretty great, then you’re probably wondering how much you could make if you land a job. If so, you’re in luck. We’ve got your back.

Generally speaking, office assistants usually make about $37,568 a year. While that may not sound like a lot, it’s important to remember that this job can often qualify as entry-level. You don’t need any higher education or specific training to get started, so it isn’t necessarily going to pay as much as some other office-based roles.

Additionally, an office assistant position can be used as a stepping stone. You can use it to hone your skills, allowing you to move up into an administrative assistant or executive assistant role. At a minimum, you’ll gain valuable experience in an office, and that’s something that can benefit you if you decide to change fields later, too.

What You Need to Know for Your Job Interview

By now, you might be thinking, “This office assistant job description sounds pretty awesome, so what does it take to land one of these positions, anyway?” Well, usually, it takes a few things.

First, you need to make sure you have the skills and traits above. After that, it’s all about the interview.

By nailing the interview, you can stand out from other candidates. But how do you do that? With the right approach, of course.

First, do your research. Scour that office assistant job description for must-haves, allowing you to predict what you’ll need to talk about. Next, spend a little time on the company’s website , learning about its values , mission , and culture .

A trip to the company’s social media page can be helpful too. You’ll learn about recent achievements as well as more about its culture. That’ll give you a ton of details to work into your answers, showing you went the extra mile.

Alright, but what about those blasted behavioral interview questions ? What do you do for those? Well, first, don’t panic. With the right strategy by your side, you’ve got this.

Begin by taking a look at the STAR Method . Next, spend time exploring the Tailoring Method . Twist those two strategies together, and you’re set. You’ll be ready to create relevant, engaging answers that will keep the hiring manager interested in what you have to offer.

Putting It All Together

If the idea of becoming an office assistant sounds perfect, that’s great! You’ll be a crucial part of any workplace, ensuring administrative tasks are handled quickly and correctly. Make sure to use the information and tips above – particularly about nailing your interview – to your advantage. That way, you can have the career of your dreams.

Thanks for reading!

Co-founder and CTO of TheInterviewGuys.com. Jeff is a featured contributor delivering advice on job search, job interviews and career advancement, having published more than 50 pieces of unique content on the site , with his work being featured in top publications such as INC , ZDnet , MSN and more.

Learn more about The Interview Guys on our About Us page .

About The Author

Jeff gillis.

Co-founder and CTO of TheInterviewGuys.com. Jeff is a featured contributor delivering advice on job search, job interviews and career advancement, having published more than 50 pieces of unique content on the site , with his work being featured in top publications such as INC , ZDnet , MSN and more. Learn more about The Interview Guys on our About Us page .

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