Job title: Administrative Assistant

Location: [Company location]

Reports to: [Office Manager]

Employment type: [Full-time]

Job summary:

We're looking for an organized and dependable Administrative Assistant to support our [department/team] at [Company name]. You'll handle scheduling, correspondence, records, and day-to-day office tasks so the team can focus on its core work.

This role keeps daily operations running on time. Accurate records, well-managed calendars, and quick responses to staff and visitors help the business avoid delays and keep its commitments to clients.

Key responsibilities:

• Answer and route phone calls, emails, and visitor inquiries in a professional and timely manner.
• Manage calendars, schedule meetings, and book conference rooms using tools such as Google Calendar or Microsoft Outlook.
• Prepare, format, and proofread documents, reports, presentations, and spreadsheets in Microsoft 365 or Google Workspace.
• Maintain organized digital and paper filing systems so records are easy to find and kept up to date.
• Take, transcribe, and distribute meeting notes and action items to the relevant team members.
• Arrange travel bookings, including flights, hotels, and ground transportation, within company travel policy.
• Process invoices, expense reports, and purchase orders and track them through approval.
• Order office supplies, track inventory, and coordinate with vendors on deliveries and service needs.
• Handle confidential information with discretion and in line with company data privacy policies.
• Support team members with ad hoc projects and requests as priorities change.

• High school diploma or equivalent required; associate or bachelor's degree in [business administration or a related field] preferred.
• [2+] years of experience in an administrative or office support role.
• Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint) or Google Workspace.
• Experience with scheduling tools and video conferencing platforms such as Zoom or Microsoft Teams.
• Fast, accurate typing and data entry.

• Strong organization and time management across competing deadlines.
• Clear written and verbal communication with staff, clients, and vendors.
• Close attention to detail when handling documents, data, and records.
• Ability to prioritize tasks and work with minimal supervision.
• Problem-solving skills for scheduling conflicts and day-to-day office issues.
• Professional, friendly approach when supporting colleagues and visitors.

• Microsoft Office Specialist (MOS) certification.
• Experience supporting a [specific department, e.g. sales, legal, or finance] team.
• Basic bookkeeping or data entry experience.

• [Health, dental, and vision insurance, or private medical cover]
• [Paid time off and paid holidays]
• [Retirement plan, such as a 401(k), pension, or superannuation]
• [Professional development budget]
• [Paid training on office and productivity software]
• [Salary range]