Administrative Assistant Job Description and Responsibilities

The Administrative Assistant job description below details the core purpose, typical duties and the profile of candidates who should apply. This role suits organised and dependable individuals with proven administrative experience who provide essential office support to teams across functions.

Administrative Assistant Job Profile

The Administrative Assistant provides day to day administrative and clerical support to ensure smooth operation of the office and efficient service to internal and external stakeholders. The role focuses on managing routine office tasks, maintaining records and supporting team activities to enable colleagues to focus on their primary responsibilities.

This position is typically office based with regular contact across teams and occasional interaction with external suppliers and clients. The postholder is expected to work with discretion, manage competing priorities and maintain clear and accurate documentation.

Administrative Assistant Job Description

The Administrative Assistant undertakes a range of general office duties including scheduling, document preparation, correspondence handling and file management. The role requires prioritising daily tasks, coordinating meetings and supporting small projects or events as required by managers.

Work is carried out under general supervision with some autonomy to resolve routine issues and escalate more complex matters. The successful candidate will be expected to deliver consistent customer service, maintain confidentiality and contribute to improving administrative processes.

Administrative Assistant: Duties and Responsibilities

• Manage reception duties and greet visitors in a professional manner
• Maintain and coordinate team diaries, schedule meetings and arrange appointments
• Prepare, format and proofread documents, reports and internal communications
• Answer and route telephone calls and handle general enquiries promptly
• Organise meeting logistics, prepare agendas and take accurate minutes
• Maintain filing systems, both electronic and paper, ensuring records are up to date
• Process incoming and outgoing mail and courier items
• Support procurement of office supplies and monitor stock levels
• Assist with basic financial administration such as expense forms and purchase requests
• Coordinate simple travel and accommodation arrangements when required
• Support onboarding activities for new staff with documentation and workspace preparation
• Assist with data entry and the preparation of basic management information
• Ensure compliance with office policies and maintain confidentiality of sensitive information
• Contribute to small projects and help implement process improvements within the team

Administrative Assistant: Requirements and Qualifications

• A recognised secondary education qualification or equivalent
• Minimum of one year proven experience in an administrative or office support role
• Strong organisational skills with the ability to prioritise and manage time effectively
• Good written and verbal communication skills with attention to detail
• Comfortable handling confidential information with discretion
• Basic numeracy and record keeping skills for routine financial administration
• Ability to work independently and as part of a team in a busy environment
• Proactive approach to problem solving and willingness to learn new procedures
• Competent using general office software and standard office equipment
• Reliable, punctual and professional manner when interacting with stakeholders
• Flexible attitude to support occasional out of hours or event activity if required
• Prior experience taking minutes and supporting meetings is desirable