Administrative assistant job description template

Position Identification

1. Position Summary

The Administrative Assistant provides day-to-day administrative, clerical, and operational support to ensure efficient organizational workflows across the company. Reporting to [REPORTS_TO_TITLE], this role serves as a central point of contact for internal staff, external vendors, and clients, coordinating office activities and managing core information flows. The primary outcome of the position is the accurate, timely execution of routine operational tasks, document management, calendar scheduling, and front-facing communications that keep business operations running smoothly without administrative bottlenecks.

2. Key Responsibilities

2.1 Front Desk and General Reception (15%)

• Greet visitors, clients, and delivery personnel in a professional manner, confirming sign-in protocols and directing them to the appropriate contact or meeting room.
• Answer incoming telephone calls and monitor the general organizational email inbox, routing inquiries to appropriate staff members within [N_BUSINESS_DAYS] business day.
• Sort, date-stamp, log, and distribute incoming physical mail, packages, and courier shipments daily to maintain rapid internal communication.
• Coordinate outgoing mail, courier pickups, and urgent document deliveries to meet operational and billing deadlines.

2.2 Document Preparation and Records Management (20%)

• Draft, format, edit, and proofread standard business correspondence, reports, presentations, meeting minutes, and forms using standard office templates.
• Maintain digital files in [FILE_LOCATION] and physical filing systems in accordance with established document naming and data retention protocols.
• Digitize physical records, receipts, and client files by scanning and indexing documents accurately to ensure immediate retrieval.
• Safeguard sensitive and confidential business, customer, and employee information in compliance with Canadian privacy standards and internal handling guidelines.

2.3 Calendar and Scheduling Administration (15%)

• Manage and maintain electronic calendars for [REPORTS_TO_TITLE] and shared departmental schedules to prevent booking conflicts.
• Coordinate internal and external meetings, including room reservations, audio-visual setup, conference call links, and attendee confirmations.
• Arrange travel bookings, accommodation, and itineraries for managers and staff as required, adhering to company travel guidelines.
• Track critical business dates, project milestones, licence renewals, and compliance reporting deadlines to alert responsible team members in advance.

2.4 Financial and Expense Administrative Support (15%)

• Collate, code, and review vendor invoices, packing slips, and receipts, routing verified records to the accounting system or the accounting lead for timely payment.
• Prepare monthly expense reports and credit card reconciliations for management review, ensuring receipts match itemized claims.
• Generate and issue standard client invoices or service receipts under the direction of [OWNER_OR_MANAGER] using standard accounting software.
• Maintain petty cash disbursements, recording every transaction with matching receipts and reconciling balances monthly.

2.5 Office Supplies and Inventory Coordination (15%)

• Monitor inventory levels for office supplies, paper products, printer consumables, and kitchen essentials, replenishing stock before depletion.
• Place approved supply orders with designated vendors, balancing price, delivery speed, and minimum order thresholds.
• Verify incoming supply deliveries against purchase orders, resolving packing discrepancies or damaged goods directly with suppliers.
• Maintain organized storage closets, copy rooms, and communal kitchen spaces, logging facility maintenance requests when repairs are needed.

2.6 Meeting Coordination and Minute-Taking (10%)

• Prepare and circulate meeting agendas, background materials, and previous minutes to attendees at least [N_BUSINESS_DAYS] business days prior to scheduled sessions.
• Attend operational, safety, or management meetings to capture accurate, concise action items, decisions, and assigned deadlines.
• Transcribe and distribute approved meeting minutes to all participants within [N_BUSINESS_DAYS] business days following the meeting.
• Assist in organizing company-wide events, training sessions, and internal team functions, coordinating logistics, catering, and venue requirements.

2.7 Operational and HR Administrative Support (10%)

• Assist with basic employee onboarding administrative tasks, including preparing new hire orientation binders, collecting basic forms, and creating user files in [HRIS_NAME].
• Maintain central tracking sheets for health and safety records, equipment sign-outs, and mandatory staff training certifications.
• Provide basic document retrieval and administrative assistance during audits, internal reviews, or operational transitions.
• Complete basic data entry tasks across operational databases, verifying accuracy against source documents.

3. Qualifications & Experience

Role Qualifications and Defensible Requirements

4. Competencies

Core Competencies and Behavioural Indicators

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

The physical and environmental demands listed below represent the operational requirements necessary to perform the essential functions of this role. This assessment supports bona fide occupational requirements, return-to-work planning, and reasonable accommodation analysis under Canadian human rights legislation.

Physical and Environmental Demands Profile

Note: Frequency definitions follow standard occupational assessment conventions: Continuous (>66% of shift), Frequent (33%–66% of shift), Occasional (10%–32% of shift), Rare (<10% of shift).

5.2 Performance Measures

Key Performance Indicators (KPIs)

5.3 Career Path

• Typical Prior Roles: Receptionist, Customer Service Representative, Office Clerk, General Office Assistant, Data Entry Clerk.
• Typical Next Roles: Executive Assistant, Office Manager, Administrative Services Coordinator, Project Assistant, HR Assistant.

5.4 Acknowledgement and Sign-Off

This job description outlines the primary duties, responsibilities, and operational requirements of the Administrative Assistant position. It is not intended to be an exhaustive inventory of all tasks that may be assigned. Operational conditions may require changes to responsibilities, reporting lines, or work assignments. Management reserves the right to amend this document with reasonable notice.

Employee Name (Print):   ___________________________________________________

Employee Signature:      _____________________________   Date: _____________

Manager Name (Print):    ___________________________________________________

Manager Signature:       _____________________________   Date: _____________

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