Administrative Assistant job description
Cloutra team · Last updated October 12, 2026
An administrative assistant keeps an office organized by handling scheduling, correspondence, records and everyday requests. Use this administrative assistant job description template to attract qualified candidates, and adjust the duties and requirements to fit your company.
Administrative Assistant responsibilities include:
- Managing calendars, meetings and correspondence
- Keeping files, records and office supplies in order
- Supporting colleagues and visitors with everyday requests
Job brief
We are looking for an Administrative Assistant to handle the day-to-day administrative work that keeps our office running well.
In this role you will answer phones and email, schedule meetings, prepare documents, keep records organized and order supplies. You will work closely with managers and staff across the company, and you will often be the first person visitors and callers meet.
To succeed, you should be organized, comfortable with office software and able to handle several requests at once while staying friendly and professional.
Responsibilities
- Answer and direct phone calls, email and other incoming messages
- Schedule meetings and keep team calendars up to date
- Greet visitors and direct them to the right person
- Prepare, format and proofread letters, reports and presentations
- Maintain paper and electronic filing systems
- Order office supplies and keep track of inventory
- Book travel and prepare expense reports
- Take notes at meetings and send out follow-up actions
- Enter and update information in company databases and spreadsheets
- Help new employees with office setup and basic procedures
Requirements and skills
- Proven experience as an Administrative Assistant or in a similar office role
- Good working knowledge of word processing, spreadsheet, email and calendar software
- Strong organization and time management skills
- Clear written and spoken communication
- Accurate typing and careful attention to detail
- Ability to handle confidential information with discretion
- Friendly, professional manner with colleagues, visitors and callers
- High school diploma or equivalent experience. Additional office administration training is a plus
Hiring an administrative assistant?
Paste this job description into Cloutra. Its agents score every resume against it, run the first-round interview with each candidate, and write up the evidence. You review it and decide.
Frequently asked questions
What does an administrative assistant do?
An administrative assistant handles the routine office work that keeps a team organized, such as answering calls and email, scheduling meetings, preparing documents and keeping records.
What are the duties and responsibilities of an administrative assistant?
Typical duties include managing calendars, greeting visitors, handling correspondence, filing, ordering supplies, booking travel, preparing expense reports and entering data.
What makes a good administrative assistant?
A good administrative assistant is organized, dependable and discreet, communicates clearly, and can keep track of many small tasks without letting any of them slip.
Who does an administrative assistant work with?
Administrative assistants usually report to an office manager or a department head. They work with staff across the company, and with visitors, vendors and customers who contact the office.