The document outlines the job description for an administrative assistant, detailing key duties, qualifications, and job specifications required for the role. It emphasizes the importance of skills like communication, organization, and technical proficiency, along with providing resources for career development in administrative management. Additionally, it specifies the applicability of this job description across various fields and job title levels.

1. administrative assistant job
description
A typical administrative assistant job description be included elements such as:
administrative assistant duties, administrative assistant qualifications,
administrative assistant traits, administrative assistant job information,
administrative assistant templates, administrative assistant work conditions…
Other useful materials for administrative assistant career:
• administrativemanagement123.com/23-free-ebooks-for-administrative-management
• administrativemanagement123.com/215-free-administrative-forms
• administrativemanagement123.com/top-84-administrative-KPIs
• administrativemanagement123.com/top-17-administrative-management-job-descriptions
• administrativemanagement123.com/98-administrative-interview-questions-and-
answers

2. Key duties/responsibilities for administrative assistant
1. Support Managers and Supervision, as needed, in performing their key job
elements and responsibilities.
2. Organize and maintain files (computerized and hard files).
3. Generating and sending correspondence, quotes, purchase orders,
shippers, reports, etc.
4. Report preparation and generation (computerized and hard copy).
5. Scheduling appointments.
6. Send and deliver messages and faxes.
7. Coordinate local purchasing activity and information.
8. Update and maintain templates.
9. Provide backup to receptionist, including all receptionist duties.
10. Responsible for performance of Quality System procedures related to this
job description.
11. Working knowledge of phone system.

3. Key job qualifications for administrative assistant
1. 3-5 years administrative experience, expert level in written and verbal
communication skills and superior attention to detail.
2. Education: Bachelor’s degree preferred
3. High level of interpersonal skills
4. High level of organizational skills
5. Ability to handle multiple tasks in a dynamic work environment
6. Must be high intermediate to expert level in Word, PowerPoint, Outlook
and Excel.

4. Format for administrative assistant job description
A typical job description includes 4
main part as follows:
1. Job information
This part includes: job title, reporting
relationships, department, job
location, manager/supervisor’s title,
job code, purpose and objective of the
job.
2. List of main task
3. Contents of Job Specifications
• Knowledg/education.
• Skill requirements.
• Experience.
• Abilities. Ability include physical
ability, metal ability, aptitudes.
4. Contents of working conditions
• Environmental conditions
• Job hazards / safety
• Machine, tools and equipments

5. KSA model in setting up job description
1. What is KSA model?
KSA model is a competency model of individual. KSA is the same KSAO.
KSA include Knowledge, Skills and Abilities (also called KSAs model) that an
applicant must have to perform successfully in the position.
2. Components of KSA:
Knowledge
• A body of information needed to perform a task.
• For example, Human Resources Knowledge include knowledge of personnel
recruitment, selection, training, compensation and benefits, labor relations and
negotiation, and personnel information systems.
Skills
• Skills are the proficiency to perform a certain task.
• For example, skill in operating computer peripherals such as printers.
Abilities
• Abilities are an underlying, enduring trait useful for performing tasks.
• For example, oral comprehension – the ability to listen to and understand
information and ideas presented through spoken words and sentences.

6. Materials for administrative assistant career:
Other useful materials for administrative
management that available at
administrativemanagement123.com
• Top free ebooks for administrative management
• Top free tools and techniques for administrative
management
• Top skills for administrative management
• Top free administrative job description
templates
• 5 steps to writer write an effective
administrative job description
• 12 tips to write administrative job description
• Top 12 tips for career development
• Top 9 career path tips
• Top 14 career objectives
• Top 12 career promotion tips

7. Useful materials (continue…)
• Top 14 career objectives
• Top 12 career promotion tips
• Top 15 ways to search jobs
• Top 7 cover letter samples
• Top 8 resume samples
• 110 administrative interview questions
with answers
• 13 types of interview questions and how
to solve them
• 11 performance appraisal methods
(includes appraisal templates and forms)
• Top 28 performance appraisal forms
• Top 12 salary negotiation tips
• Top 9 tips to get high salary

8. Fields related to administrative assistant:
The above job description can be used for fields as:
construction, manufacturing, healthcare, non profit, advertising, agile,
architecture, automotive, agency, banking, budget, building, business
development, consulting, communication, clinical research, design, software
development, product development, interior design, web development,
engineering, education, events, electrical, exhibition, energy, ngo, finance,
fashion, green card, oil gas, hospital, it, marketing, media, mining, nhs, non
technical, oil and gas, offshore, pharmaceutical, real estate, retail, research,
human resources, telecommunications, technology, technical, senior, digital,
software, web, clinical, hr, infrastructure, business, erp, creative, ict, hvac,
sales, quality management, uk, implementation, network, operations,
architectural, environmental, crm, website, interactive, security, supply chain,
logistics, training, project management, administrative management…
The above job description also can be used for job title levels: entry level
administrative assistant, junior administrative assistant, senior administrative
assistant…