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Home » Sample Templates » Administrative Assistant Job Description Template
Administrative Assistant Job Description Template – This administrative assistant job description template is 3 pages long and is a MS Word file type listed under our HR documents. An example of our administrative assistant job description template:
Page 1 Administrative Assistant Job Description Brief description of the Administrative Assistant position is responsible for providing administrative and clerical services to ensure effective and efficient operations. Duties • Answer phone calls and direct calls to appropriate parties or receive messages. • Attend meetings to record minutes. • Conducting research, gathering data, and preparing articles for review and presentation to executives, committees, and the board of directors. • Filing and retrieval of company documents, records and reports. • Welcome visitors and decide whether to give them access to specific people. • Make travel arrangements for executives. • Open, sort and distribute incoming correspondence, including faxes and e-mails. • Perform general administrative duties such as ordering supplies, maintaining records management database systems, and performing basic accounting duties. • Preparation
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Business-in-a-Box templates are used by over 250,000 companies in the US, Canada, UK, Australia, South Africa and 190 countries worldwide. Looking for help with your resume as an administrative assistant? When looking into what it takes to land a job in a typical administrative assistant position, look no further. Most administrative assistants are the central hub and primary resource for ensuring that administrative operations are managed, organized and maintained. As this role involves multi-tasking between various support functions, the basic expectations of an Administrative Assistant may include, but are not limited to, the following typical functions:
Administrative assistants primarily continue to perform responsibilities in an office environment, but can also work remotely. According to the Bureau of Labor Statistics (BLS), full-time job opportunities in this field are common in the following industries:
You may be surprised to learn that most roles only require a high school diploma or equivalent to become an entry-level administrative assistant. Most high school graduates learn the skills necessary to perform daily office tasks while learning programs such as Microsoft Word, Excel, and Outlook. In more technical industries—such as the medical or legal industries—some administrative assistant roles may require additional training in software and industry-specific skills to perform their duties effectively.
There are also potential certifications to pursue if you’ve chosen a career path as an administrative assistant. More popular certifications include the Certified Administrative Professional (CAP) offered by the International Association of Administrative Professionals and the Microsoft Office Specialist (MOS).
To take the CAP exam, you need at least 4 years of experience as an administrative professional, and it is generally recommended that you prepare for the exam for three to six months before taking the exam. This is a three-hour individual exam in multiple choice format.
As you might guess, Microsoft Office Specialist certifications test your skills in Word, Excel, and PowerPoint. Each program has a specific exam and certification, and if you can pass all three, you will be awarded the MOS certification. You can take these certification exams by visiting Certiport, a company that has partnered with Microsoft to monitor and run these test centers. Each exam is 90 minutes and requires payment.
While these certifications can certainly help you advance your career as an administrative assistant, most administrative jobs do not require these certifications. Certification in this particular field is less common than in other fields such as nursing, accounting, and finance. Before you decide to invest your time in obtaining these certifications, you should research whether or not you need a certification to get started in office work.
You’ll want to highlight and summarize your overall experience, including past work experience, volunteer work, educational experience, and relevant skills. If you have little experience, start your resume with an objective statement to outline your goals and refer to relevant college courses you’ve taken.
When past work includes volunteer and educational experiences, start with your most recent experience and highlight 3-5 accomplishments (eg, responsibilities, recognition, awards, etc.) to skills and abilities. Showcase you as a valuable addition. Join the administrative team you want.
Given all the general expectations of an administrative assistant, your resume should highlight your strong organizational, detail-oriented, multi-tasking and communication skills.
One way to differentiate your resume from other potential administrative assistant candidates (including those with experience) is to emphasize skills or work experience relevant to the industry in which the company operates. For example, if you are applying as an administrative assistant for a medical practice, you should highlight your experience providing clerical and administrative support to members of a medical practice team and any relevant training and/or education in this area.
Feel like your resume needs more work? A professional resume writing service may be able to help
Once you are selected for an interview, be prepared to do it in person or over the phone. An interview is a way to demonstrate your experience and interest as an administrative assistant. When answering interview questions, be prepared to give clear and concise answers using the STAR method:
Position: Describe the position or task you have to perform. Keep in mind that this example can be from previous work, volunteer work, or school experience.
Conclusion: Describe the result of your actions and what was achieved in the end – highlight your personal contribution to the result.
Tell me about a time when you encountered a problem while helping someone who identified several possible solutions. What is the problem and how have you decided to take action? What was the result of what you did?
Before your scheduled interview, be prepared to ask common interview questions to learn more about the role and demonstrate your passion and interest in being an administrative assistant.
During the interview process, remember to present yourself in a professional manner and clearly communicate and market your skills and qualifications, whether you have relevant work and/or training experience as an administrative assistant. .
Flexible and hardworking administrative assistant who is adept at multi-tasking and following instructions to achieve company goals and meet required deadlines. Achanchalan is always eager to bring his best to the table every day. Very willing to move.techniques.
Administrative Assistant positions unfortunately receive a large number of job applications for each position. The more competition there is, the harder it will be for you to be confident in the crowd and in job interviews. If you need more help with your resume, work with our team of professional resume writers who are willing to put in the time and effort to make sure your resume is in top shape. Administrative assistants work with management to ensure that the office or business runs smoothly. Customer inquiries and support of other office personnel. They are the glue that holds everything together!
Like any good glue, you need to be strong and firm. So let’s make that resume stronger.
The first step in preparing a resume is to decide on the format of the resume. It depends on your work experience and skills.
Tip: Only include jobs that are relevant to the position you’re applying for, so leave out previous jobs that aren’t a good fit. For example, include previous work experience such as administrative assistant, executive assistant, and concierge.
Tip: When in doubt, choose the reverse chronological resume format. For more information, check out our guide on how to write your resume in reverse chronological order.
The best format for an administrative assistant is the reverse chronological resume format or the functional resume format.
The reverse chronological format shows your career path – how you’ve grown professionally and expanded your work experience and knowledge base. For example, you could consider the fact that you worked as a cashier before moving to reception and then to your current position as an administrative assistant.
Tip: Review our guide on how to display your job ads on your resume to see how and where to list your previous positions.
On the other hand, functional resume format groups your skills by type. You will include categories such as “Administrative Support”, “Computer Skills”, where you will list your skills below.
Tip: Instead of writing “Scheduling skills”, make it more specific and measurable by adding details like “Schedule 30+ meetings per week, ensure adequate time to prepare beforehand”. 2. Write a strong administrative assistant resume summary
One or two sentences at the top of the paper summarizing your entire resume. This is the punch line of resume builder who wants to know more.
While this is definitely an optional section, it’s one of the best ways to capture your resume summary
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