Administrative Assistant Job Description Samples

Administrative Assistant Job Description 1:

The Administrative Assistant will be responsible for performing administrative activities associated with supporting the Plant and HR Managers with the primary objective of helping the organization be effective. Oversees and manages front office and performs all general administrative functions.

Essential Job Functions:

-Provide administrative support by maintaining calendar and assisting with travel arrangements etc. Must be proficient at managing multiple senior management meeting schedules, calendars and travel itineraries with thoroughness and accuracy.

-Handle and process expense reports.

-Support development and preparation of work product (weekly reports, presentations, etc).

-On- and off-site meeting set-up including securing rooms, catering, dinner reservations, equipment (audio/video), etc.

-Coordinate HR functions/activities with HR Manager, including employee recognition programs, company events, etc.

-Process payroll using the etime software/ADP. Timely completion of e-timesheets to meet payroll deadline.

-Ensure that supervisors submit absent and tardy information per forms provided in a timely manner.

-Track attendance of hourly associates.

-Answer benefit questions such as health, dental, life, short and long term disability, and 401k.

-Generate weekly management reports, process and track purchase orders, invoices, and other purchases.

-Track and administer hourly associates’ uniforms.

-Set up gate access cards for new hires and/or existing personnel.

-Oversee ordering and maintenance of office supplies and forms.

-Distribute office mail. Review incoming correspondence and identifies items of special interest to manager or others.

-Set up and organizes filing systems.

-Create and maintain spreadsheets for (not limited to) tracking data for the following areas: payroll, uniform, gate access card recipients, invoices, attendance, etc.

-Follow all company and departmental policies and procedures.

-Update and maintain company phone list on the network.

-Perform other duties as assigned.  

Minimum Qualifications

• High School Diploma or equivalent required. Associates Degree preferred.
• 3-5 years of clerical experience.  
• Must have ADP (etime) experience.
• Must be self-motivated and complete assignments/projects without being instructed to do so.
• Must have the ability to multi-task.
• Must be flexible to last minute changes/directions in a fast paced environment.
• Must be a quick learner and able to anticipate situations and managements needs.

·    Strong organizational, prioritization skills; attention to detail

·    Strong communication skills; written and verbal

·    Excellent interpersonal skills

·    Ability to work in a team environment and maintain a pleasant disposition

·    Ability to be proactive, handle simultaneous projects, work independently

·    Ability to handle highly sensitive and confidential information

Technical Skills Required

·         High working knowledge and proficiency utilizing PC based tools (Microsoft Office Suite Outlook, Word, Access, Excel and Power Point). Must be able to create and track data using PC based tools (Microsoft Office Suite Outlook, Word, Access, Excel and Power Point)

·         Knowledge of Database query and reporting features

Administrative Assistant Job Description 2:

XXXXX  is seeking a professional, skilled individual for our Administrative Assistant. Responsibilities will include but not be limited to having daily contact with customers and employees.  The position will require excellent organizational skills as well as good communication skills.

• Greeting customers at front desk, taking calls
• Sorting and distributing mail to entire facility twice a day
• Arranging meetings, reserving conference rooms, ordering food and supplies for meetings, booking travel arrangements and maintaining the travel budget.
• Updating daily engineering metrics and ad HOC reports on engineering productivity.
• Create and update contact lists, including phone and e-mail
• Sort and distribute paychecks for hourly and salaried positions

• Good verbal and written skills
• MS Office skills including Word, Excel, Powerpoint and Access
• Excellent Organization skills
• High school diploma or equivalent
• Proficient in MS office
• 2-4 years of Admin experience