We assume you’re reading this guide to determine how to find the most efficient and well-organized administrative assistant for your office. You need someone who knows how to balance the daily schedule without losing sight of the big picture, is detail-oriented, proactive, and happy being the glue that holds the office together.
So, you know what type of person will thrive in the position, but how do you attract the best candidates to apply for the job?
Thankfully, we’re here to help you answer that question. Throughout this guide, you’ll find sample administrative assistant job descriptions and advice on how to write a job description that zooms in on all the ways you stand out from the competition!
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If we’re being honest, we’d say upwards of 70 percent of job descriptions fail in several significant ways. They’re so generic that most applicants have no idea whether or not they’re qualified, the work environment isn’t highlighted, and the day-to-day life at the job isn’t touched on.
But, the biggest failing is that most job descriptions out there seem to assume they can be so boring that watching paint drying seems like an entertaining alternative. If you value your administrative assistant (as you should), take the 30 minutes or so it takes to write a compelling, engaging, and informative job description. Put your best foot forward to create the strongest first impression for your future administrative assistant.
Notice how the job description samples above focus on the why? For example, our executive administrative assistant job description lets potential employees know right from the start that they need to hire someone who can help streamline their systems in the face of unprecedented growth. In our first example, the company made it clear that they need help modernizing their business away from paper notes and bookkeeping. Tell administrative assistants exactly why you need help; they’ll appreciate your candor. Being open and honest at the beginning of the recruiting process is critical to finding the right candidate.
We ask a lot of our administrative assistants, so make sure you keep these values in mind while you write your job description:
A polished job description is harder to write than many give it credit for. A standout job description should be interesting, answering enough questions to let candidates know whether or not they’d like to work for the company, without taking up too much of their time. It’s somewhat similar to how a well-staged open house leaves you fantasizing about how great your life would be in that home. A great job description requires precision to spark a similar sensation in job seekers.
Achieving this takes forethought and a series of careful revisions. Writing is actually the easy part—it’s careful editing that makes for an enjoyable read. If you glance through a candidate’s resume and spot a typo, you’re probably quick to move to the next resume. Similarly, your job description needs to be proofread with a fine-toothed comb if you want the right administrative assistant resumes to roll in.
At this point in the guide, you’re probably gaining a newfound appreciation for just how important your job description is. After all, without a high-quality job description, you won’t be able to hire a high-quality administrative assistant. Fortunately, there’s no need to stress. Use this outline as your one-stop shop for creating a standout job posting that finds the most qualified admin. assistant for the job.
Take a sentence or two to introduce your company, before moving on to let candidates know why you need to hire someone, who the ideal candidate for the job is, and the work they’ll be expected to accomplish. Reading about job details can be dull at the best of times, so if you can find a moment to highlight something unique and interesting (and relevant), go for it! This will hint to potential employees that even the mundane can be enjoyable at your company.
If you didn’t mention the job location in the job description, make sure you do it here. This space is a great place to give job candidates a feel for the company culture, and it allows you to briefly give some background on the business and work environment.
Ugh, nobody on the job hunt wants to waste their time with non-specific work responsibilities that tell them nothing about what the company is actually looking for. Some potential employees admit that they’ll gauge whether or not they’ll actually read this section based on the first job responsibility listed. If you want to ensure this section is meaningful and helps you stand apart from the crowd, focus on listing a specific requirement, followed by an example of how it can be achieved.
If a candidate lacks the required qualifications for the job, they have the right to know this right away. Make your qualifications section clear, including all the essentials, so no one’s valuable time is wasted.
When you hire someone, you’re agreeing to take on a portion of their life. Be upfront and clear about the salary they can expect to earn (or at least give a range), and let them know about all the basics, such as medical coverage and paid parental leave. You should also take the time to mention any unique company perks, such as gym memberships, social events, or access to daycare services at a reduced rate.
An administrative assistant is a fundamental part of many types of business, from a flourishing plant nursery with five employees to a top-tier law firm with 200. It goes without saying that administrative assistants wear many hats. Though not every role we describe will apply to every administrative assistant, those below are a sampling of the functions an administrative assistant might perform.
