Free Sample Administrative Assistant Job Description
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Sample Administrative Assistant Job Description


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ADMINISTRATIVE ASSISTANT - GENERIC

Administration

Company ABC

Job Description

POSITION:                 Administrative Assistant         INCUMBENT:

DIVISION:                   Administration                         ORGANIZATION:       Company ABC

LOCATION:                City ABC                                 DATE:                         Month ABC/01            

Approval Signatures: 

                                                                                                                                                           

Incumbent                                                                   Director

RESPONSIBILITIES:

Each Administrative Assistant provides administrative support for a general manager with organization-wide responsibilities and authority.  The position supports organization-wide programs and services, both in scope and impact.

The position is accountable through a general manager and liases directly with the Executive Secretary to the CEO to coordinate the administrative function of ABC.

JOB MAGNITUDE (Annualized):

Total Company ABC Staff:                             1,000

Total Budget                                                    $60M

Department Staff                                            Varies with each General Manager

Department Budget                                        Varies with each General Manager

NATURE OF WORK AND JOB SCALE:

The primary function of the Administrative Assistant is assisting the General Manager by providing confidential administrative assistance. Responsibilities include:

·         Produce correspondence and reports

·         Administer statistical records

·         Retrieve data and prepare reports

·         Plan, coordinate, and arrange travel and meetings for the General Manager

·         Track and monitor reporting deadlines for the General Manager

·         Identify and requisition the need for office equipment, systems, materials, and supplies

·         Develop and maintain hard-copy and computer filing systems for the General Manager

·         Provide timely and sensitive reception services

·         Special projects as assigned

SPECIFIC RESPONSIBILITIES:

·         Develops and maintains public relations by effectively communicating and liaising with staff, external administrative personnel, associates, agencies, media and the public.

·         Works on committees and task forces by preparing agendas and meeting packages and by recording and transcribing minutes.

·         Completes the work records and payroll records for corporate staff.

·         Types, updates and maintains the company Policy and Procedure Manual.

·         Helps to prepare various reports.

·         Transcribes Dictaphone correspondence and reports.

·         Coordinates and maintains filing system for the General Manager.

·         Schedules meeting(s) as requested by the General Manager.

·         Coordinates and maintains schedules for the General Manager.

·         Assists the Customer Service Representative achieve a client-based culture by appropriately and effectively managing client complaints, concerns and compliments.

·         Screens, prioritizes and redirects media calls to Communications and Public Affairs.

·         Identifies and quantifies the need for office equipment, systems, materials and supplies.

·         Helps to develop and implement special projects.

CHALLENGES:

·         Produce high work volumes in an environment with changing priorities.

·         Organize multiple projects in a changing environment while maintaining high standards.

·         Use information with discretion and sensitivity.

WORKING CONDITIONS:

The incumbent works in an office setting.

The position requires the incumbent to work independently in a stressful environment with constant interruptions.  The incumbent must handle a heavy workload while meeting deadlines.

The incumbent must keep pace with the advance of technology.

Telephone and personal communications are frequent and unpredictable in volume and intensity.

QUALIFICATIONS:

Certification from a recognized Secretarial Business College.  Several years experience in an administrative support role.

Strong communication, interpersonal and organizational skills.  Ability to communicate effectively in an appropriate and professional manner.  Ability to work independently. Self-directed initiative, interpersonal judgment and assessment skills, flexibility, high tolerance for ambiguity, sensitivity and discretion.

Exceptional knowledge and experience with personal computers, related hardware and software, and applying computer-systems technology.

Demonstrable competency in appropriate handling of confidential information.  Knowledge and skills in accounting, budgets and an understanding of financial reports.


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