Administrative Assistant: Job Description & Duties

Are you interested in working as an administrative assistant or office administrator? We’re here to help! The information in this post is to help you take the stress out of understanding these essential roles. From day-to-day duties to pay ranges to interview tips, we’ve got everything you need to feel confident whether you’re exploring administrative positions for the first time or a seasoned admin assistant.

 

Being an administrative assistant can lead to several different career opportunities. That’s why it’s important to know what experience and qualifications are critical for the job as you prepare for the position.

 

Administrative assistants play an important role in organizing, managing, and keeping an office running. Most administrative assistants are responsible for clerical and organizational tasks like file organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages. Administrative assistants also use computers extensively to work with spreadsheets, create presentations and reports, and manage databases.

 

 

Administrative assistants are versatile, and their role extends across various industries and adapts to the needs of modern workplaces. For example, there are now many opportunities available to work as a virtual administrative assistant for small, medium, and large-sized companies in need of administrative support. 

 

Depending on the business, an administrative assistant may also be in charge of purchasing, managing supplies, and working with vendors. At the end of the day, admins and office professionals are the backbone and lifeblood of many businesses. Without them, offices wouldn’t run as smoothly or efficiently.

 

An admin assistant may perform a plethora of duties on the job. Below we share an example of a typical office administrator job description and their responsibilities, qualifications and skills.

 

● Review and maintain written and computer files, plus conduct data entry

● Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties

● Research and collect information

● Assist with all budget activities, including accounting

● Help implement new programs, procedures, methods, and systems

● Conduct fiscal reviews, surveys, and collect information on administrative matters

● Prepare confidential documents and reports

● Maintain meeting minutes

● Coordinate and schedule meetings and conferences

● Coordinate operations; including purchasing, equipment, property inventory, building, equipment, and disposal

● Maintain complete stock of all office supplies and accuracy of inventory

● Connect with office vendors to carry out fixes and improvements

 

● High school diploma is usually required. An associate’s degree from an accredited college or university is usually preferred, but not required

● Ability to type a certain rate of words per minute

● Familiarity with graphic design and desktop publishing

● Understanding of Microsoft Office and/or Google Workspace

● Ability to write persuasively

● Prepare accurate reports

 

● Written communication

● Verbal communication

● Organization

● Time management

● Attention to detail

● Problem-solving

● Technology

● Independence

 

In the U.S., administrative assistant salaries typically range from around $40,000 to $70,000 per year, depending on experience, location, and industry. Entry-level positions may start around $40,000 or lower annually, while experienced or specialized roles can exceed $70,000. Administrative assistants in sectors like finance and law often earn on the higher end of the spectrum, and major metropolitan areas like New York and San Francisco also tend to offer higher wages to account for the cost of living. The chart below shows the median annual wages of admin assistants across top industries.

 

   

       

Source: U.S Bureau of Labor Statistics

 

Now that you have an understanding of the administrative assistant role, are you ready to interview for this position? Preparing thoroughly is essential, as it can be the deciding factor in standing out among other candidates and securing the job. Here’s what you need to know. 

 

Here are three key tips to help you stand out from other candidates interviewing for an in-person or virtual administrative assistant role:

 

Employers often use behavioral questions to gauge how you handle work situations. Be ready to answer interview questions for the administrative assistant role about problem-solving, multitasking, and prioritizing tasks under pressure—key administrative assistant duties. Use the STAR method (Situation, Task, Action, Result) to structure your answers and clearly demonstrate your approach and achievements. Some examples of interview questions for administrative assistant role are:

 

- What appeals to you about this administrative job?

- What qualities or experience do you have that would make an executive choose you as their administrative assistant over other 

   candidates? What sets you apart?

- What aspects of the administrative assistant role do you find most fulfilling? 

- How do you handle situations when you have conflicts with a colleague in the office?

- Why did you leave your last administrative assistant position? 

 

A portfolio isn’t just for designers. Create a simple digital or printed portfolio showcasing examples of reports, presentations, or projects you’ve worked on as an office administrative assistant. Highlight any process improvements you initiated, like streamlining scheduling or enhancing filing systems. This tangible evidence of your administrative experience can make a strong impression.

 

After your interview, send a personalized thank-you note to express your appreciation for the opportunity. Mention specific parts of the conversation that resonated with you, and reiterate your excitement about the potential to contribute as an admin assistant. This simple gesture shows professionalism and reinforces your enthusiasm to be the company’s next office administrator.

 

An administrative assistant role is ideal for those who enjoy connecting with people and serving as a vital resource within a company. It’s a highly rewarding career path that allows you to make a meaningful impact every day.