An administrative assistant job description records what the role is accountable for, not every task the person might touch in a week. Most of them do the second thing, which is why they are out of date by the time they are signed. This page sets out what to put in one, using the structure from my guide to the job description and the standard described in the competency framework for administrative staff.
I use the US term job description here. In Australia the same document is usually called a position description, and everything below applies unchanged. The job description vs position description page covers the wording differences.
What is an administrative assistant job description?
An administrative assistant job description is a short written record of why the role exists, the outcomes it is accountable for and the essential requirements of doing it well.
The US Bureau of Labor Statistics lists the typical duties of secretaries and administrative assistants as answering telephones and taking messages, scheduling appointments and updating calendars, arranging staff meetings, handling mail, preparing memos, invoices or reports, and maintaining databases and filing systems.
That list describes activities. A job description needs the outcomes behind them, because the activities change every time a tool, a manager or a process changes, and the outcomes mostly do not.
A note on terminology. A competency framework is also called a competency model, especially in the United States. I use competency profile for the competencies and required levels for one role, and competency matrix for the grid of required against current proficiency. Usage varies by region, and I explain the differences in this competency model definition.
What is the purpose of an administrative assistant role?
The purpose statement is one or two sentences that say why the role exists. The NSW Government describes a role description as a short summary of a job that explains why the role exists and what outcomes it delivers, and advises writing it around outcomes, not tasks or processes.
A workable purpose for an administrative assistant reads like this:
To keep the team's calendars, correspondence, records and meetings running accurately and on time, so that the people being supported can spend their time on their own work.
What accountabilities should an administrative assistant job description include?
Five to seven accountabilities is enough. Each one is written as an outcome that someone could check, not as a duty. The table shows how the common tasks convert.
| Task people usually list | Accountability written as an outcome |
|---|---|
| Answers telephones and takes messages | Callers reach the right person or get an accurate answer the first time |
| Schedules appointments and updates calendars | Calendars are accurate, and conflicts are resolved before they cost anyone time |
| Arranges staff meetings | Meetings start on time with the right people, papers and room |
| Prepares memos, invoices or reports | Documents leave the office complete, correct and on time |
| Maintains databases and filing systems | Records can be found by anyone who needs them and are kept to the retention rules |
The how to write a job description page walks through the six steps and the review checklist for this part.
What essential requirements should it list?
O*NET, the occupational database sponsored by the US Department of Labor, lists the key knowledge areas for secretaries and administrative assistants as administrative procedures including managing files and records, English language, computers and electronics, and customer and personal service. Those are a sound starting point for the essential list.
Keep the essential list short and separate from the desirable list. The Bureau of Labor Statistics gives a high school diploma or equivalent as the typical entry-level education for this occupation, so a degree requirement needs a reason. List a qualification only if the work cannot be done without it.
- Essential: accurate written English, working knowledge of standard office software, and experience managing records and calendars.
- Desirable: experience with the organisation's own systems, which can be learned in the first weeks.
What competency profile fits an administrative assistant?
The job description says what the role is accountable for. The competency profile says what standard the role needs, and it selects from the organisation's framework rather than inventing new competencies. Written together they form a role profile.
| Competency | Required level | What it looks like in this role |
|---|---|---|
| Written communication | Level 2 | Drafts routine correspondence accurately and edits it for tone without being asked |
| Organising and prioritising | Level 3 | Resolves competing calendar demands across several people with minimal escalation |
| Information management | Level 2 | Keeps records to the agreed structure and retrieves them on request |
| Service orientation | Level 3 | Anticipates what the person being supported will need next |
| Judgement and discretion | Level 2 | Handles confidential information correctly and knows when to escalate |
What an administrative assistant job description is not
It is not a task list, a job advertisement, a performance review or a competency profile. Each of those answers a different question, and mixing them is the main reason these documents become unusable.
Where do administrative assistant job descriptions go wrong?
- Task inventories. The list grows every year and never shrinks, until nobody can tell what the role is for.
- Catch-all lines. "Other duties as required" hides the real scope of the work and makes grading arguments harder to settle.
- Copied requirements. Requirements are lifted from the last person who held the role, including degrees the work does not need.
- Levels set by seniority. Required levels are inflated to justify a grade, instead of being set by scope, autonomy and complexity.
- No review. The document is written at hiring and never compared with the work as it is done.
Starting from the job description template avoids the first three, and the job description examples show the same structure applied to other roles.
What are the trade-offs when writing one?
Outcome wording takes longer to write than a task list, and it is harder to get agreement on. It pays back at review time, because outcomes survive a change of tools.
One document for every administrative role is easy to maintain but hides the differences in level. One document per level is more accurate and more work. I recommend one per level where the roles are graded differently, with a shared purpose and the same competencies at different required levels.
FAQ
What is the difference between an administrative assistant and an executive assistant job description?
The accountabilities are similar in kind but differ in scope and discretion. An executive assistant job description is typically written for one senior leader's priorities and confidential information, and its competency profile asks for higher levels of judgement and discretion.
How long should an administrative assistant job description be?
One to two pages. A purpose statement, five to seven accountabilities, a short essential and desirable list, and a pointer to the competency profile is enough.
What qualifications does an administrative assistant need?
The Bureau of Labor Statistics gives a high school diploma or equivalent as the typical entry-level education. Only list a higher qualification as essential if the work cannot be done without it.
Is an administrative assistant job description the same as a position description?
Yes. Position description is the common term in Australia and job description is the common term in the United States. The content and structure are the same.
How often should an administrative assistant job description be reviewed?
Review it when the work or the reporting structure changes, and compare it with the work as it is actually done at least once a year.
