How to write an Office Assistant job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

Post a Job

Are you a jobseeker? Find Jobs.

Office Assistant job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialised, consider including the specialisation in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Office Assistant job titles

    Office Assistant
    Managing Office Assistant
    Administrative Assistant
    Office Assistant (Part-Time)
    Receptionist

Office Assistant job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of an Office Assistant job summary

Our small but growing company needs a reliable, organised Office Assistant to manage the day-to-day administrative aspects of running the business. The successful applicant will have a positive attitude, a desire to work as efficiently as possible, and excellent client-facing communication skills. If you have worked in a fast-paced office in the past and you enjoy establishing your own organizational systems, we’re excited to talk with you. This job may include some overtime as well as occasional weekend work. We’re looking for someone who can operate effectively with little or no supervision and who can manage multiple tasks at once without becoming overwhelmed.

Office Assistant responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organisation and who the employee reports to.

Examples of Office Assistant responsibilities

    Answer six-line phone system and direct calls as required
    Design and maintain filing and storage systems in the office
    Schedule travel arrangements for senior executives as well as clients, when applicable
    Greet clients and vendors upon arrival and direct them to appropriate offices
    Maintain office supply inventory
    Retrieve documents and files when requested
    Assist HR with sorting and collating CVs
    Read and distribute incoming mail and process outgoing mail
    Light accounting duties
    Create, edit, and update spreadsheets

Office Assistant qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Office Assistant skills

    2+ years’ experience in an administrative capacity
    Bachelor’s degree preferred
    1+ years’ customer service experience
    Typing speed: minimum 60 wpm with 90 percent accuracy
    Familiarity with mobile technology
    Pleasant, friendly disposition
    Strong interpersonal communication skills

Ready to hire
an Office Assistant?

Post a Job

More job description resources


Card image cap

10 Tips for Creating
Top-Notch Job Content

Card image cap

Job Titles and Descriptions
We Love

How to Post a Job
on Indeed