In today’s fast-paced business world, the role of an administrative assistant is more crucial than ever. For small businesses and self-employed entrepreneurs, having an effective administrative support system can significantly enhance productivity, organization, and client satisfaction. Crafting a clear and comprehensive Administrative Assistant Job Description is the first step toward hiring the right person for this vital role. In this guide by Winslow, we provide you with a ready-to-use HR-friendly template that simplifies your hiring process and ensures clarity for both employers and candidates.

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Understanding the Role of an Administrative Assistant

Before we dive into the job description template, it's important to understand what an administrative assistant actually does. This role is the backbone of office operations and serves as the organizational glue that holds various departments together. Administrative assistants handle scheduling, communication, documentation, and various other tasks that keep a business running smoothly.

For small businesses, especially those run by self-employed entrepreneurs, an administrative assistant is not just support staff—they are often the point person managing everything from calendar updates to client interactions.

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Why a Well-Defined Job Description Matters

An accurate and detailed Administrative Assistant Job Description is essential for attracting the right talent. It helps:

• Set clear expectations from the beginning

• Define the scope of responsibilities

• Reduce employee turnover by aligning duties with the candidate's skills

• Improve workflow by ensuring the candidate understands priorities

• Meet legal requirements for job postings and fair hiring

At Winslow, we emphasize clarity and efficiency in all HR-related documentation to help small business owners make smarter hiring decisions.

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HR-Friendly Administrative Assistant Job Description Template

Here is a sample job description tailored for small businesses and self-employed entrepreneurs. You can customize this based on your industry, work environment, and business size.

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Job Title: Administrative Assistant

Department: Operations/Administration
Reports To: Business Owner/Manager
Location: [City, State or indicate if Remote]
Job Type: [Full-Time/Part-Time/Contract]

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Job Summary:

We are looking for a highly organized and proactive Administrative Assistant to support daily operations and ensure the smooth functioning of our small business. The ideal candidate will handle a range of administrative tasks, assist with client communications, and contribute to project coordination efforts. If you are detail-oriented, tech-savvy, and thrive in a dynamic, fast-paced environment, we want to hear from you.

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Key Responsibilities:

• Manage and organize schedules, calendars, and meetings

• Handle emails, phone calls, and other forms of communication

• Prepare documents, reports, and presentations

• Maintain digital and paper filing systems

• Process invoices, receipts, and basic bookkeeping tasks

• Coordinate travel arrangements and appointments

• Provide customer service support and follow-ups

• Order office supplies and manage inventory

• Collaborate with vendors and service providers

• Support marketing and social media tasks as needed

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Qualifications:

• High school diploma or equivalent (Associate’s or Bachelor's degree preferred)

• Proven experience as an administrative assistant or office admin assistant

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

• Familiarity with CRM tools and cloud-based project management software

• Excellent written and verbal communication skills

• Ability to multitask and prioritize daily workload

• Strong organizational and time management skills

• Discretion and confidentiality are essential

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Preferred Skills and Traits:

• Problem-solving mindset

• Eagerness to learn and adapt to changing needs

• Self-starter with a proactive approach

• Customer service orientation

• Experience working with small businesses or startups

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Working Conditions:

• Hybrid or remote working options available

• Flexible working hours depending on workload and business needs

• Small team environment with direct access to leadership

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Compensation and Benefits:

• Competitive hourly rate or salary depending on experience

• Paid time off and holidays

• Opportunity for growth and long-term employment

• Access to Winslow’s HR resources and support tools

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Tips for Small Business Owners When Hiring

Winslow encourages small business owners to think strategically when using this Administrative Assistant Job Description. Here are some tips:

• Be honest and specific: Mention if the role will involve multitasking across departments or learning new software tools.

• Prioritize cultural fit: Especially in smaller teams, alignment with company values and work style matters just as much as skills.

• Use inclusive language: Avoid gendered or biased phrases to attract a diverse range of candidates.

• Set expectations early: Outline KPIs or weekly responsibilities during the interview process to ensure mutual understanding.

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Final Thoughts

Creating a thoughtful and comprehensive Administrative Assistant Job Description is not just an HR formality—it’s a strategic move that can help your business grow and thrive. With the right person in this role, you gain more than just support; you gain a partner who can keep your business running smoothly and efficiently.

At Winslow, we aim to support small businesses and self-employed entrepreneurs by providing tools and templates that simplify your HR needs. Use this template to streamline your hiring process and bring the right talent on board.