Free office 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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Office Assistant job description template · Fill in the [brackets]
Office Assistant
About the job
[Business name] is hiring an Office Assistant who keeps the office organized: phones, email, files, data entry, billing paperwork and whatever else keeps the business moving. [One or two sentences about your business and why someone would want to work there.]
What you’ll do
- Answer phones and emails and route them to the right person
- Schedule appointments and greet visitors
- Enter data and keep records up to date in [system]
- Prepare and process invoices, bills and routine documents
- Sort mail and send outgoing mail and packages
- Type, format and proofread memos, letters and reports
- Order office supplies and keep the office organized
What you need
- High school diploma or equivalent
- Solid computer skills, including [Microsoft 365 or Google Workspace]
- Accurate, organized and good with details
- Clear written and spoken communication
Nice to have
- Experience with [QuickBooks or other software]
- Bookkeeping basics
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 Benton Roofing Co., a 12-person roofing contractor.
Benton Roofing Co. is hiring a full-time Office Assistant to answer calls, schedule estimates, enter jobs and invoices in QuickBooks, order supplies and keep our crews' paperwork in order. Monday to Friday, 7 a.m. to 3:30 p.m.
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 office assistant does
An office assistant keeps the office organized: phones, email, files, data entry, billing paperwork and whatever else keeps the business moving. Typical duties include:
- Answer phones and emails and route them to the right person
- Schedule appointments and greet visitors
- Enter data and keep records up to date in system
- Prepare and process invoices, bills and routine documents
- Sort mail and send outgoing mail and packages
- Type, format and proofread memos, letters and reports
Duties adapted from the U.S. Bureau of Labor Statistics, Occupational Outlook Handbook.
Requirements, training and licenses
No license is typically required; most training is short and on the job.
Training: Short-term on-the-job training.
How much does an office 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 $99 | Hiring Kit $349 | |
|---|---|---|---|
| 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 · $99
- 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 · $349
- Everything in the $99 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's the difference between an office assistant and an administrative assistant?
The titles overlap. 'Office assistant' or 'office clerk' usually means general office tasks. 'Administrative assistant' often adds supporting a specific owner or manager: calendars, travel and correspondence. Pick the title that matches the duties you list.
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 $99.
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.