Administrative Assistant Job Description Template

9 Tips for Writing a Job Description for Administrative Assistants

A clear, engaging job description is critical to finding the ideal administrative assistant for your team. Below, you’ll find tips to write each section effectively and streamline your hiring process.

1. Write an Accurate Job Title

Keep the job title simple and searchable. Use “Administrative Assistant” instead of vague titles like “Office Support.” Avoid internal jargon or fancy titles, as these can confuse job seekers. 

Use industry-standard terms and relevant keywords to ensure the role appears in search results and appeals to qualified candidates. 

2. Highlight Your Company’s Culture

Show what makes your organization unique, such as team values, opportunities for growth, and workplace culture, to attract applicants who share your mission. For example, if your team is all about collaboration, let candidates know they’ll join a supportive environment. If the role involves variety and adaptability, mention that, too.

By setting the right tone, you’ll attract applicants who not only have the right professional skills but also genuinely want to be part of your company’s mission.

3. Specify the Job Location

Be upfront about whether the role is entirely on-site, a work-from-home job, or a hybrid job. For example, “This role is based in our New York office, with the option to work remotely three days per week, on Mondays, Wednesdays, and Fridays.”

Being clear about the location requirements, including when exactly team members are required to be on-site and when they can work remotely, will allow you to bring in candidates who are well-aligned with your setup, whether it’s fully in-office, remote, or hybrid.

4. Clarify the Work Hours

State if the job is full-time or part-time, and be specific about the schedule requirements (e.g., “Full-time, Monday-Friday, 9 a.m. to 5 p.m.”).

Detailing the hours, including whether they’re fixed or flexible, is key to ensuring you attract applicants who are ready for the position’s commitment. When candidates know exactly what’s expected, they’re more likely to apply if the hours fit their lifestyle and needs.

5. Define the Administrative Assistant Job Duties

Clearly define every core task required for the role, such as managing schedules, arranging meetings, or handling communications. Use an easy-to-scan bulleted list to lay out specific job responsibilities.

Start each bullet point statement with action verbs, like “coordinate,” “manage,” and “assist,” to set clear expectations and help applicants envision themselves in the role.

6. List the Job Requirements Clearly

Separate essential job requirements candidates should have from day one (Microsoft Office proficiency, strong organization, and prior admin experience) from additional, desirable skills (project management tools, bilingual skills, or experience in fast-paced settings).

If you clearly distinguish must-have qualifications from nice-to-have skills, candidates can quickly assess if they’re a good match for the role, resulting in a stronger applicant pool.

7. Be Transparent About Salary

Salary transparency builds trust and can attract more qualified applicants. Use Monster’s Salary Tool to research the salary range for an administrative assistant. On the sample template, we used the national median salary range. However, you can also search for the salary range for your company’s location and list it in the administrative assistant job description.

This openness shows respect for candidates’ time. It keeps expectations realistic, helping to streamline your hiring process and attract candidates who know their worth.

8. Showcase Your Company’s Benefits

A strong benefits package is a major draw for candidates, so share what you have to offer. Start with the essentials (health insurance, PTO, retirement plans), then highlight unique perks (flexible schedules, wellness programs, team events).

By outlining your benefits in detail, you’ll give candidates a full picture of what to expect and demonstrate the value of joining your team.

9. Outline the Application Process

Provide a clear overview of your application process to keep candidates informed and engaged. Specify what materials they need to submit (a resume and cover letter or links to their portfolio or LinkedIn profile), note any deadlines, and outline how the interview process works (an initial screening interview followed by a team interview, etc.).

Giving clear instructions, including HR contact details, shows respect for applicants’ time and sets a professional tone for your hiring process.

6 Best Practices for Writing an Administrative Assistant Job Description

In addition to writing an easy-to-read and engaging administrative assistant job profile, these best practices will help you shorten the time to hire and make the overall process smoother:

1. Be Clear and Specific

When crafting an administrative assistant job description, clarity is everything. Avoid vague phrases and focus on detailing the skills, qualifications, and responsibilities unique to the administrative assistant role.

For example, specify if the role requires proficiency with Microsoft Office or frequent client interactions. The more clearly you describe daily tasks, the easier it is for candidates to picture themselves in the role and determine if their experience matches.

2. Write a Powerful Introduction

Your job description should start strong, capturing the excitement of joining your team. Start with a compelling introduction to show what makes your company unique and why this administrative assistant role is essential. An engaging first sentence hooks candidates and makes them eager to read on, showing them that this isn’t just any job.

Here’s an example of a compelling job description introduction:

Looking for a chance to be the backbone of a fast-paced, collaborative team? At [Company Name], our administrative assistants are more than just support staff; they’re problem-solvers, organizers, and key contributors who keep our business running smoothly every day.

3. Use Positive and Accessible Language

A friendly, upbeat tone can make your administrative assistant job description more inviting. Use language that reflects an open, welcoming workplace, so candidates feel comfortable applying.

Instead of overly formal statements, use warm and encouraging words, such as “Join our team and help us stay organized and efficient.” This approach resonates with candidates who value a positive work culture and want to bring their best selves to work.

4. Emphasize the Role’s Impact

Administrative assistants play a crucial role in keeping things running smoothly, and it’s essential to communicate that. Show candidates how their work impacts the team by saying, “You’ll be a vital part of our operations, ensuring our departments run seamlessly.”

Phrasing job descriptions this way makes the role feel rewarding and will help candidates understand the value of their contributions beyond their day-to-day tasks.

5. Be Inclusive

Inclusivity is key to attracting a diverse and talented pool of applicants. When writing the administrative assistant job description, use gender-neutral language, avoid jargon, and encourage applicants from all backgrounds.

Writing an inclusive job description makes the job posting more approachable and conveys that your company values diversity and inclusion.

6. Provide a Clear Call to Action (CTA)

Wrap up with a straightforward call to action to guide candidates through the next steps. Use simple but precise language, such as “If this role sounds like a fit, we encourage you to apply.”

A friendly, upbeat, and practical closing statement encourages qualified candidates to act and reinforces your excitement to meet them.

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