Administrative Assistant job description template

US format for the administrative assistant job description, federal rules as of 30 Oct 2026. State and local rules vary.

An administrative assistant keeps an office running by managing calendars, communications, records and supplies. A strong posting says whom the assistant supports, which systems they use daily, how much is phone and reception work, and whether the role is hourly or salaried.

At a glance

• Name the person or team supported and the office hours.
• List the specific software you use: email and calendar suite, spreadsheets, expense or travel tools.
• Say if confidential information is part of the work.

Template

Administrative Assistant
[COMPANY] | [CITY, STATE or Remote] | [Full-time / Part-time / Contract]

PAY: $[MIN] to $[MAX] per [hour / year]. Benefits: [LIST].

SUMMARY
An administrative assistant keeps an office running by managing calendars, communications, records and supplies. At [COMPANY] you will [OUTCOME FOR THE FIRST YEAR] and report to [TITLE].

RESPONSIBILITIES
- Manage calendars, schedule meetings and arrange travel for [TEAM / EXECUTIVE]
- Answer calls and email, and route messages to the right person
- Prepare documents, presentations and meeting notes
- Maintain files, records and office supplies
- Process invoices and expense reports in [SYSTEM]
- Greet visitors and coordinate office logistics
- Handle confidential information with care

REQUIREMENTS
- [N] years in an administrative or office role, or equivalent experience
- Proficiency with [EMAIL / CALENDAR SUITE], spreadsheets and document tools
- Clear written communication and attention to detail
- Ability to prioritize competing requests
- High school diploma or equivalent; [degree only if enforced]

NICE TO HAVE
- Experience supporting senior leaders
- Event or travel coordination experience
- Experience with [EXPENSE SYSTEM]

HOW WE HIRE
[Interview rounds, any test, timeline. Say that applicants never pay a fee.]

EQUAL OPPORTUNITY
[COMPANY] considers all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status or any other protected status. To request an adjustment, contact [EMAIL].

Duties and skills follow the O*NET OnLine summary for Secretaries and Administrative Assistants, Except Legal, Medical, and Executive (43-6014.00), the US Department of Labor's occupational database.

How to customize it

• Exempt or non-exempt: "assistant" roles are usually non-exempt and overtime-eligible. Exemption depends on duties and pay under the FLSA, not on the title.
• Remote or hybrid: say which tasks need on-site presence, such as reception or mail.
• Typing tests: if you test, test the skills the job uses and give all applicants the same test.
• Levels: add "senior" or "executive" only when the role plans for someone else, not just supports them.
• Level: delete the junior or senior wording that does not apply, and cut every requirement you would not screen for.
• Pay: enter your own approved range. Several states require a range in the posting; see pay transparency laws.

How to post it on LiveRec

1. Open Jobs and choose Post a job.
2. Choose Use a template or a previous job, Describe it with AI, or Create a new job from scratch.
3. Paste the summary, responsibilities and requirements into the Description step, then complete the screening and assessment steps.
4. Use Preview posting to see what candidates see, then choose Post job.

Steps and limits are in Post a job on LiveRec. When the applicants arrive, use the administrative assistant interview questions.

FAQ

What is the difference between administrative assistant and executive assistant? An executive assistant supports a senior leader and often handles more confidential, judgment-heavy work. An administrative assistant usually supports a team or office.

Should I require a degree? Rarely. Skills and experience matter more, so use "or equivalent experience".

Next step

Fill the placeholders, check the finished text against how to write a job description, and post it. Build a scorecard from the requirements list.

Related guides

• HR Generalist Job Description Template (US)

Sources

• O*NET OnLine, 43-6014.00 Secretaries and Administrative Assistants, Except Legal, Medical, and Executive: https://www.onetonline.org/link/summary/43-6014.00
• EEOC, Prohibited Employment Policies/Practices: https://www.eeoc.gov/prohibited-employment-policies-practices
• US DOL Wage and Hour Division, FLSA: https://www.dol.gov/agencies/whd/flsa

This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.