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Administrative Assistant Job Description

What Does an Administrative Assistant Do?

An administrative assistant is responsible for providing administrative support in a variety of office settings. This can include tasks such as answering phones, filing, scheduling, preparing reports, and greeting visitors.

Administrative Assistant Job Description Example

Phoenix Legal Solutions is looking for a new administrative assistant to join our team. This role is ideal for an organized, detail-oriented, and highly motivated individual who is looking to join a professional office and work in a fast-paced environment.

Duties and Responsibilities:

Provide administrative support to lawyers and the rest of the staff
Maintain filing system and documents to ensure accuracy
Prepare legal documents such as motions, briefs, pleadings etc.
Assisting with legal research and analysis as directed
Managing meeting agendas, client inquiries, and client calendar
Helping maintain office calendars
Participate in open house events
Coordinating travel arrangements and providing information to visitors
Encoding a variety of financial documents
Help maintaining the office supplies
Provide customer service

Work Hours and Benefits:

This position requires a 40-hour workweek and is eligible for a competitive benefits package that includes flexible working hours, paid leaves, medical, and dental insurance.

Qualifications:

Minimum of a high school diploma or equivalent
Relevant experience as an administrative assistant or legal assistant
Excellent customer service skills
Plus if: organized, experience in the legal or real estate industry

Training and Education:

Phoenix Legal Solutions is willing to provide on the job training with respect to court filings and other necessary software.

If you think this job is the perfect fit for you, don't hesitate to get in touch. We look forward to hearing from you!

What to Include on an Administrative Assistant Resume or Job Posting

Common administrative assistant responsibilities

Answering and directing phone calls
Scheduling meetings and appointments
Preparing and editing correspondence, reports, and presentations
Managing and maintaining filing systems
Coordinating travel arrangements
Processing expense reports
Assisting with special projects
Maintaining office supplies
Providing administrative support to other departments
Greeting and directing visitors

Qualities & traits

Attention to detail: Administrative assistants must be detail-oriented and able to multitask. They must be able to handle a variety of tasks and prioritize them effectively.
Organizational skills: Administrative assistants must be able to organize and manage their time, as well as the time of others. They must be able to plan and coordinate meetings and events, and manage paperwork.
Communication skills: Administrative assistants must be able to communicate effectively, both verbally and in writing. They must be able to communicate with a variety of people, from clients to colleagues.
Computer skills: Administrative assistants must be proficient in computer software, such as Microsoft Office and other programs. They must also be able to use the internet and other online resources.
Problem-solving skills: Administrative assistants must be able to think on their feet and come up with solutions to problems. They must be able to troubleshoot and think outside the box.
Interpersonal skills: Administrative assistants must be able to work well with others and maintain a positive attitude. They must be able to collaborate with colleagues and build relationships with clients.

What a typical day looks like for an administrative assistant

On a day-to-day basis, an administrative assistant typically handles the organizational and clerical duties of an office. This can include filing, data entry, appointment scheduling, maintaining office supplies, handling mail and phone calls, managing calendar events, meeting coordination and travel arrangements. Additionally, they may also be responsible for providing administrative support to higher-level executives, such as preparing documents, managing project materials and summarizing key decisions or points. Ultimately, an administrative assistant is the backbone of any company, keeping day-to-day operations running smoothly.

Compatible jobs and work history

For those looking to become a administrative assistant without previous administrative assistant experience, the good news is that many other roles and job titles have similar skill sets and talents that can transfer to this position. From experience in customer service to roles in clerical and administrative support, many different job titles can prepare someone for a successful career as an administrative assistant. Examples of such job titles include:

Customer Service Representative
Receptionist
Data Entry Clerk
Office Manager
Secretary
Administrative Clerk
Office Clerk
Executive Assistant
Administrative Coordinator
File Clerk

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