When an office assistant position opens up at your company, you are highly likely to receive dozens, if not hundreds, of resumes from people of all experience levels. You may get people who are incredibly qualified for the job while others lack the basic qualifications to succeed. It would be a lot simpler if the people who were clearly not qualified did not apply in the first place. You can do a lot in that endeavor by creating a job description that accurately details what is expected in this job. If someone understands what responsibilities will need to be performed and what skills are expected, then he or she will know whether it is worth his or her time to submit a resume. Any business owners or recruiters looking for some pointers should check out our office assistant job description sample to get ideas for their own.
Office Assistant Job Summary
You will be tasked with performing various tasks around the office. While every day will be different, you should expect to run errands and carry out basic office functions like filing and typing out documents.
Office Assistant Job Responsibilities and Duties
- Answer the phone and address any questions or concerns customers have or forward the call to the appropriate person
- Confirm orders and keep customers up-to-date about the status of their orders
- Maintain supplies and equipment, order new supplies when needed so that inventory remains fully stocked
- Clean equipment and troubleshoot issues as they arise
- Collect mail and deliver it to the recipient
- Deliver and pick up items in the company car
- Maintain executives’ schedules and inform executives when meetings or other big events are taking place
- Type up correspondences, press releases and anything else needed
Office Assistant Skills and Qualifications
- High school diploma
- Professional phone etiquette
- Written and verbal communication skills
- Ability to multitask and prioritize responsibilities
- Ability to type 75 wpm
Johnson Fine Art Consulting has been doing business in Seattle since 1999. We work with some of the finest painters in the state, and we deal with a wide array of clients. We are looking for an office assistant to join our team and really contribute something to the organization while learning valuable skills and making great connections.
What to Include in Your Office Assistant Job Description
You probably have a decent idea about what needs to be included in an office assistant job description. You need to talk about the responsibilities that come with the job and mention any skills that the candidate needs to display before receiving a job offer. However, there are certain ways you want to go about crafting each section. Here is some information about how you need to write every component of your listing.
• Job Summary – The first thing you want someone to read in your description is a succinct summary that goes over the primary functions of the role. This part should only be between one and three sentences, but those sentences are crucial. This is the first thing a job seeker is going to read, and it will convince that person whether he or she should continue reading. You need to grab readers’ attention at the very top.
• Essential Tasks – Next, you want to talk about the most important duties your office assistant is going to be expected to fulfill. This section should be formatted using bullet points, and at the very most, you want 10 points. Make sure every responsibility begins with a strong, active verb written in the present tense.
• Supervisor and Department – Office assistant can be bit of a vague job title. You can clarify what the person will be doing by stating if the assistant is responsible for helping out every department in your company or if they will specialize in just one. You can also mention if the assistant has a supervisor to report to. Assistant positions may simply do what the CEO says, or they may be accountable to numerous supervisors.
• Overview of Your Organization – While you definitely want a majority of the description to be about the position, you should also spend a few lines talking about the company as a whole. You can mention how long you have been in business, what your company philosophy is and where you plan on taking the company in the future.
• Part-Time or Full-Time – Some companies will only need an assistant to come in a few hours a week. Other businesses will need the assistant there full-time. You should absolutely specify what you will expect out of your personal office assistant. This can influence the amount of applications you get because if someone is looking for full-time work and you are trying to fill a part-time position, then that person would not apply.
Including all this information will ensure that no one gets confused when reading your office assistant job description. Once job hunters reach the end, they will be ready to send you their resumes.
Making better hires starts with building better job descriptions
• Browse 100s of templates across 40+ industries
• Customize your template with your company info & job requirements
• Post it to 20+ job boards in seconds – for FREE!
Get a professional, candidate-centric job description quickly & easily with MightyRecruiter
Writing Your Office Assistant Job Description: Dos and Don’ts
There are a few more pointers for writing a solid job description. Here are some easy-to-remember dos and don’ts for the next time you have a listing to write.
• Do not discuss minor tasks that your office assistant will hardly ever do.
• Do use bullet points in the appropriate sections, which would include responsibilities and skills.
• Do keep the overall length brief. You do not want your description running over 700 words.
• Do include a call to action at the end of the listing.
• Do mention salary and health benefits if your company allows it.
Job seekers may still have questions after reading your job description, but for the most part, you want to ensure that all the relevant material they need is right there on the page.
Writing a Job Description Best Practices
- There may be completely different responsibilities you have in mind for your assistant position that are not covered in this office assistant job description sample. You will obviously need to customize your company’s listing to meet your needs, and while you are writing it, make sure it follows these handy rules.
- Do limit yourself to a maximum of 10 bullet points under the responsibilities section. Your office assistant will likely do a lot more than those 10 duties while working for you, but you do not want your job description to be a huge list. Stick to the tasks that will be most relevant.
- Do give the address for your business, or at the very least, you should include a link to your website that has all the relevant information. This will let interested job seekers know what their commute would be like.
- Do clearly state what needs to be submitted. If all you are interested in is receiving a resume, then say so. That way you are not inundated with a bunch of cover letters or other superfluous materials. However, if you are interested in getting cover letters, then explicitly state that. You want to make it as easy as possible for candidates to send materials your way.
- Do discuss the job description with your current or former office assistant. He or she will tell you if there is a task that was done with great frequency that you left off. Your company’s office assistants will also tell you if there is a skill they wish they had before they received the job at first.
- Do determine if you are at liberty to discuss salary within the job description. It may be best to wait until the interview process to start discussing wages. However, you should see what benefits and perks you can discuss. If there is something worthwhile you can offer an office assistant, then you will entice more qualified people to apply.
- Do not use SEO poorly. Search engines penalize pages that fill an article to the brim with keywords, so use them wisely.
With these tips in mind, you are in good shape to write a great description.