Free administrative assistant job description template
Fill in the [brackets] and cut anything that doesn’t fit your job. Unlock one-tap copy and PDF download free with your email.
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Administrative Assistant job description template · Fill in the [brackets]
Administrative Assistant
About the job
[Business name] is hiring an Administrative Assistant who keeps the office running by managing calendars, communications, documents and day-to-day administration. [One or two sentences about your business and why someone would want to work there.]
What you’ll do
- Answer telephones and take messages or transfer calls
- Schedule appointments and update calendars
- Arrange staff meetings
- Handle incoming and outgoing mail and email
- Prepare memos, invoices and reports
- Edit documents and maintain databases and filing systems
- Perform basic bookkeeping [if part of the role]
What you need
- High school diploma or equivalent
- Strong written and verbal communication
- Comfort with [Microsoft Office, Google Workspace or other software]
- Organized and able to juggle priorities
Nice to have
- Experience in [industry]
- Bookkeeping or scheduling software experience
How to apply
[Apply link, email or phone], by [date].
[Business name] is an equal opportunity employer.
✓ Unlocked. Use the buttons above the template to copy it or save it as a PDF.
Example: the template filled in for a small business
Hypothetical example for Summit Property Group, a small property management firm.
Summit Property Group is hiring a full-time Administrative Assistant (Monday to Friday, 8 to 5) to answer tenant calls, schedule maintenance and showings, prepare lease paperwork and keep our files in order. You'll report to the office manager and use AppFolio, which we'll teach you.
Notice what makes it work: real hours, the actual tools, who they report to, and one honest reason to want the job. That’s the difference between a blank template and a job description that gets the right applicants.
What an administrative assistant does
An administrative assistant keeps the office running by managing calendars, communications, documents and day-to-day administration. Typical duties include:
- Answer telephones and take messages or transfer calls
- Schedule appointments and update calendars
- Arrange staff meetings
- Handle incoming and outgoing mail and email
- Prepare memos, invoices and reports
- Edit documents and maintain databases and filing systems
Duties adapted from the U.S. Bureau of Labor Statistics, Occupational Outlook Handbook.
Requirements, training and licenses
No license or certification is required. Administrative assistants typically learn their skills through on-the-job training that lasts a few weeks.
Training: A few weeks of on-the-job training.
How much does an administrative assistant make?
Source: U.S. Bureau of Labor Statistics, Occupational Outlook Handbook. A median means half earned more and half earned less. Pay in your area may be higher or lower; check postings for similar jobs near you. A growing number of states and cities require a pay range in job postings, so check your local rules before you post.
Before you set the rate, run the free hiring cost calculator. It adds payroll taxes and other costs and shows how much work the hire needs to bring in to pay for itself.
Free template or written for you?
| Free template | Job Description $30 | Hiring Kit $299 | |
|---|---|---|---|
| Written for | Any business | Your business | Your business |
| Duties and schedule | Typical, with blanks | Yours, filled in | Yours, filled in |
| Pay | National figure | Set for your local market | Set for your local market |
| State rules | “Check your state” | Checked for your state | Checked for your state |
| Ready to post | No, you edit it | Yes | Yes, plus the job posting |
| Performance review form | — | Included free | Included |
| Interview guide and 30-60-90 day plan | — | — | Included |
| Use the template | Have us write it | Get the Hiring Kit |
Free template
- Typical duties with blanks to fill in
- National pay figure
- You edit it before posting
Job Description · $30
- Written for your business: your duties, schedule and pay
- Checked for your state’s rules
- Ready to post
- Free matching performance review form
Hiring Kit · $299
- Everything in the $30 job description
- The job posting
- Interview guide
- 30-60-90 day plan for the new hire
Fixed prices. See what’s included in Job Description Writing and the Hiring Kit.
Common questions
What is the difference between an administrative assistant and an office assistant?
The titles overlap, and many small businesses use them interchangeably. An administrative assistant usually supports a person or a team, with calendars, communications and documents. An office assistant often handles broader front-office tasks such as mail, supplies and filing. Pick the one that matches the duties, and list the duties either way.
Can I use this template for free?
Yes. Copy it, edit it and post it. It's a starting point written for any business, so fill in the brackets and adjust the duties to your actual job. If you'd rather have it written for your business, ready to post, our Job Description service is $30.
Is this legal advice?
No. This page is general information. Requirements for some roles, especially in healthcare, vary by state. Check your state's rules, and talk to an employment attorney if you're unsure.
Published by Groundwork Business Advisory. Updated October 2026. General information, not legal advice. Pay data: U.S. Bureau of Labor Statistics, Occupational Outlook Handbook, May 2025 wage estimates.