Learn about the essential requirements, obligations, responsibilities, and skills that are helpful in an office assistant job description.
An office assistant is responsible for providing administrative support to a company. Tasks such as answering phones, scheduling appointments, and keeping files in order are a part of their daily routine. When needed, they also step in to help the office manager with general operating procedures for the business.
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Office Assistant Job Description Template
Our team is looking for a highly organized office assistant to help keep our office running smoothly. Ideal candidates will have experience completing clerical tasks, excellent verbal and written communication skills, and great attention to detail. This position will be responsible for providing support to office staff, creating a more efficient environment. You’ll also be responsible for handling phone calls, maintaining spreadsheets, and other administrative tasks.
Office Assistant Responsibilities
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Answering phone calls, emails, and other incoming communication and directing the to the appropriate staff member
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Maintaining the office calendar and scheduling appointments as needed
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Greeting clients, customers, or patients as they enter
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Organizing paperwork and creating relevant office documents
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Keeping inventory of office supplies
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Coordinating and organizing meetings
Office Assistant Requirements
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High school diploma or equivalent
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Prior experience with a position that had clerical duties
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Excellent verbal and written communication
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Able to work independently
Office Assistant Duties And Responsibilities
Answering phone calls, emails, and other incoming communication and directing them to the appropriate staff member
Offices receive massive amounts of incoming communication each day. Managing it is a large task that office assistants take charge of. They’re also responsible for ensuring that each call or email gets directed to the appropriate staff member so that no important messages are missed. Strong verbal communication skills and a friendly demeanor are necessary for this responsibility.
Maintaining the office calendar and scheduling appointments as needed
Another major responsibility for office assistants is maintaining the office calendar. In most offices, each staff member has an individual calendar visible on the main office-wide calendar. In the system, office assistants schedule appointments for staff as needed using the current calendar as a guide. Communication with other staff is required for this to run efficiently, so office assistants should be comfortable initiating these conversations.
Greeting clients, customers, or patients as they enter
Often, office assistants act as front desk receptionists in addition to their administrative duties. This is a client-facing position at the main entry point of the office, so they will regularly greet clients, customers, and patients. Previous experience in customer service or a related role is helpful, as well as having a thorough understanding of the office’s policies and procedures to answer any questions.
Keeping an inventory of office supplies
There’s nothing worse than running out of supplies in an office. Office assistants maintain an accurate inventory of office supplies such as pens, copy paper, and stationery, ordering them when stock gets low. They also write purchase orders for larger items such as desk chairs or other furniture.
Coordinating and organizing meetings
In addition to maintaining the scheduling system, office assistants will organize regular staff meetings. Whether these happen every week or spontaneously, they must coordinate with all invited staff to ensure that everyone can attend. If not, they may be responsible for delivering the meeting notes to those not in attendance. Attention to detail is key for this.
Office Assistant Salary And Job Outlook
Median National Salary: $33,877
Education Required: Coordinating and organizing meetings
Number of Jobs: 5%
Job Growth 2020 – 2030: 325,400 per year
The Bottom Line
Are you interested in pursuing a career as an office assistant? If so, brushing up on your administrative and clerical skills is a great place to start. You’ll be a great fit for any office assistant position if you have customer service experience, good communication skills, and are a self-starter.
To see where employers are searching for candidates, check our list of the best free job posting sites. If you want to add an office assistant to your team, post your office assistant job description on ZipRecruiter today!
