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If you’ve Googled “Administrative Assistant job description template,” you’ve probably seen the same thing over and over again—bullet points, vague language, and copy-paste content that could apply to any role in any company.
But here’s the problem: generic job descriptions don’t attract great candidates.
They don’t reflect your company’s culture, they don’t explain why the role matters, and they definitely don’t help you filter for the kind of person who will actually thrive in the position.
And that’s a problem—because a great admin assistant can be the difference between a chaotic office and a smooth-running operation.
In this guide, we’re doing things differently.
We’ll show you how to write a job description that’s:
- Clear and specific
- Warm and human
- Designed to attract real, qualified applicants—not just anyone with a resume
You’ll get two ready-to-use templates (one for experienced hires, one for entry-level), a breakdown of what makes them work, an example of a bad job post, bonus tips, a smart way to use AI, and even a copy-paste version you can customize in minutes.
But before we dive into templates, make sure you’ve read this full guide on how to write a compelling job post full guide on how to write a job post that attracts top talent: Link https://workscreen.io/how-to-write-a-job-post/. It breaks down why most companies fail to hire great people—and how you can avoid that by writing job posts that connect.
Ready to write a job post that actually helps you hire the right person?
Let’s go.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
What an Administrative Assistant Actually Does
So—what does an administrative assistant actually do?
Let’s skip the corporate jargon for a second.
At its core, an administrative assistant is the person who keeps things running. They manage schedules, coordinate communication, handle documentation, and make sure nothing falls through the cracks. They’re often the glue that holds internal operations together.
But here’s what most people overlook:
This role isn’t just about organizing paperwork or answering phones.
A great administrative assistant:
- Anticipates problems before they happen
- Protects their team’s time and attention
- Keeps projects, people, and processes aligned
- Brings calm to the chaos
They’re the kind of person who makes everyone else’s job easier—quietly but powerfully.
And because they work with multiple departments and stakeholders, soft skills like emotional intelligence, attention to detail, and clear communication matter just as much as technical skills.
If you’re hiring for this role, you’re not just looking for someone who can “follow instructions.” You’re looking for someone who can own the role, take initiative, and bring order and clarity to your team.
Great Administrative Assistant Job Description Templates (2 Versions)
Option 1: For Experienced Administrative Assistants
Job Title: Administrative Assistant for a Growing Interior Design Studio
Type: Full-Time | In-Person | $20–$24/hr (Based on Experience)
Location: Chicago, IL | Mon–Fri, 9AM–5PM
Meet Your Team
(Insert Loom or YouTube link from the hiring manager or founder)
Hear directly from the person you’ll work with. Learn what we care about, how we operate, and what kind of teammate we’re excited to bring on.
About Us
We’re a small but mighty interior design studio that works with residential and commercial clients across the Midwest. We blend creativity with precision—and that’s where you come in. We’re hiring an administrative assistant to help us stay organized, meet deadlines, and keep our client experience top-notch.
What You’ll Be Doing
You’ll be the operational heartbeat of our office. Your responsibilities will include:
- Managing calendars and scheduling meetings
- Preparing client invoices and handling basic bookkeeping
- Coordinating with vendors and suppliers
- Organizing project files and documentation
- Supporting our design team with daily admin needs
What We’re Looking For
- 2+ years experience in an administrative role
- Strong organizational and time management skills
- Confident using tools like Google Workspace, QuickBooks, and Zoom
- Friendly, clear communicator—both written and verbal
- Bonus if you’ve worked in a creative or client-facing industry
Perks and Benefits
- Health and dental coverage after 90 days
- PTO (starting at 15 days/year)
- Annual performance-based bonuses
- A tight-knit, creative team that values work-life balance
- Opportunities for professional development and advancement
Why You’ll Love Working Here
We’re a collaborative, supportive team that values communication, balance, and attention to detail. You’ll have the freedom to own your role, contribute to our growth, and make a real impact on how we serve our clients.
How We Hire
We use WorkScreen.io to help us evaluate applicants fairly and efficiently. After you apply, you’ll complete a quick skills-based assessment—because we care more about what you can do than what your résumé says.
[Insert application link here]
Option 2: For Entry-Level / Willing-to-Train Candidates
Job Title: Entry-Level Administrative Assistant — We’ll Train You!
Type: Full-Time | Hybrid | $16–$18/hr
Location: Remote (U.S.-based preferred) or Atlanta, GA Office
Meet Your Future Manager
(Insert Loom or YouTube video link here)
Before you apply, take a minute to hear directly from the person you’ll be working with. Learn what we care about, how we work, and what kind of teammate we’re looking for.
Who We Are
We’re a small e-commerce company that sells eco-friendly products and believes in doing business with heart. As we grow, we’re looking for an organized, reliable, and eager-to-learn administrative assistant to join our team. No prior experience required—we’ll teach you everything you need to know.
What You’ll Be Doing
- Responding to basic customer emails
- Organizing spreadsheets and updating internal records
- Scheduling team meetings and taking notes
- Learning and managing simple tools (we’ll train you)
- Supporting the operations team as needed
What We’re Looking For
- Strong attention to detail
- Comfortable with computers and willing to learn new tools
- Clear communication and a positive, professional attitude
- Reliable and proactive mindset
- A growth mindset—we care more about effort than credentials
Perks and Benefits
- On-the-job training and ongoing mentorship
- Paid time off (starting with 10 days in your first year)
- Flexible working hours (after onboarding)
- Health and dental coverage after 60 days
- Annual learning budget ($300/year for books, courses, or coaching)
- A kind, mission-driven team that truly supports each other
Why This Role Matters
This isn’t just a “starter” job—it’s a launchpad. If you’ve got the right attitude and are ready to grow, we’ll help you build real skills, work with a supportive team, and learn how modern businesses run from the inside.
How We Hire
We respect your time and effort, which is why we use WorkScreen to make our hiring process fair and efficient. You’ll complete a short task-based evaluation that helps us understand your strengths—not just your resume.
[Insert application link here]
Hiring doesn’t have to be hard. If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Breakdown of Why These Posts Work
Now let’s break down what actually makes these administrative assistant job descriptions effective—especially compared to the generic posts you usually see online.
1. Clear, Specific Titles That Filter for the Right Person
Instead of vague labels like “Administrative Assistant,” both templates add context that attracts the right people:
- “for a Growing Interior Design Studio” tells you this is a creative, fast-paced environment.
- “We’ll Train You” instantly makes the second role feel more accessible and welcoming.
A great job title acts like a mini-pitch—it signals who the job is for and why it’s worth exploring.
2. Warm, Human Introductions That Create Connection
Both posts lead with story and personality, not tasks.
They show who the company is, what they care about, and why the role matters.
This kind of emotional context helps candidates feel a sense of belonging before they apply—and that’s exactly what draws in the right people.
3. Video Intros That Add Trust and Transparency
Adding a short Loom or YouTube video from the hiring manager isn’t just a “nice touch”—it’s a competitive advantage.
It helps the job feel more personal and less corporate, while giving applicants a real sense of the team and communication style. People apply to people—not just companies.
4. Transparent Salary and Benefits
Both templates list a clear pay range and perks like PTO, mentorship, and health coverage.
This builds trust and sets expectations early—two major factors that improve applicant quality and reduce churn later in the funnel.
5. Responsibilities That Show Impact, Not Just Tasks
Instead of a bland list like “manage email, schedule meetings,” both versions explain the why behind the work:
“You’ll be the operational heartbeat of our office.”
“Everything you do helps create a smooth, efficient, and supportive environment.”
This reframing adds meaning and purpose—something top talent is always looking for.
6. Requirements That Invite In, Not Filter Out
The entry-level version avoids creating unnecessary barriers. It says:
“We care more about effort than credentials.”
“These are ‘nice to have,’ not must-haves.”
This invites capable people who might’ve otherwise counted themselves out—and that’s how you expand your talent pool with people who have potential.
7. Respectful, Thoughtful Hiring Process
Most job posts say: “Only shortlisted candidates will be contacted.”
These templates do the opposite. They clearly explain:
- What the application process involves
- That every applicant will be reviewed
- That candidates will get updates and feedback
That kind of clarity and respect makes a job post stand out—and helps build a reputation that attracts better applicants long term.
8. Strong “Why Work Here” Sections That Actually Sell the Role
Each job post includes a clear, honest pitch explaining why the role is worth someone’s time.
Not with buzzwords—but with real benefits, values, and purpose.
This is where you stop chasing candidates and start drawing them in.
Example of a Bad Administrative Assistant Job Description + Why It Fails
Let’s take a look at the kind of job post you’ve probably seen a hundred times—and why it fails to attract top-tier candidates.
Bad Job Post Example
Job Title: Administrative Assistant
Company: Acme Corporation
Location: New York, NY
Job Type: Full-Time
Job Summary
We are looking for an administrative assistant to join our team. The ideal candidate will be responsible for handling various administrative tasks and supporting different departments as needed.
Key Responsibilities
- Schedule meetings and appointments
- Maintain records and files
- Answer and direct phone calls
- Prepare reports and documents
- Perform general office duties
Requirements
- High school diploma required; college degree preferred
- 2 years of administrative experience
- Proficient in Microsoft Office
- Strong communication skills
- Ability to multitask
How to Apply
Send your resume and cover letter to careers@acmecorp.com. Only shortlisted candidates will be contacted.
If you’ve Googled “Administrative Assistant job description template,” you’ve probably seen the same thing over and over again—bullet points, vague language, and copy-paste content that could apply to any role in any company.
But here’s the problem: generic job descriptions don’t attract great candidates.
They don’t reflect your company’s culture, they don’t explain why the role matters, and they definitely don’t help you filter for the kind of person who will actually thrive in the position.
And that’s a problem—because a great admin assistant can be the difference between a chaotic office and a smooth-running operation.
In this guide, we’re doing things differently.
We’ll show you how to write a job description that’s:
- Clear and specific
- Warm and human
- Designed to attract real, qualified applicants—not just anyone with a resume
You’ll get two ready-to-use templates (one for experienced hires, one for entry-level), a breakdown of what makes them work, an example of a bad job post, bonus tips, a smart way to use AI, and even a copy-paste version you can customize in minutes.
But before we dive into templates, make sure you’ve read this full guide on how to write a compelling job post (link to your master post). It breaks down why most companies fail to hire great people—and how you can avoid that by writing job posts that connect.
Ready to write a job post that actually helps you hire the right person?
Let’s go.
🧨 Why This Job Post Falls Short
1. Generic, Forgettable Job Title
“Administrative Assistant” tells you nothing about the role, the company, or the work environment. It could be for anyone, anywhere, doing anything.
2. No Personality or Culture
There’s no introduction, no company story, and no human voice. It reads like a legal form—not a real opportunity. Candidates don’t get a sense of who they’d be working with or why this company exists.
3. Tasks Listed Without Context
The responsibilities section is just a checklist. There’s no explanation of how those tasks contribute to the team or the company. It doesn’t answer: “Why does this job matter?”
4. No Salary or Perks
Leaving out salary details and benefits feels outdated—and signals a lack of transparency. For today’s candidates, that’s a red flag.
5. Cold, One-Way Hiring Process
Saying “only shortlisted candidates will be contacted” makes the company feel dismissive. There’s no effort to reassure or respect the applicant’s time and energy.
6. No Call to Action—Just a Dead End
There’s no motivation, no excitement, and no direction beyond “send your resume.” A great CTA should inspire someone to act—not feel like they’re sending their info into a void.
Bonus Tips to Make Your Job Post Stand Out
Even with a great structure, small details can make a big difference in whether your job post earns clicks—or gets ignored. Here are some smart, optional upgrades you can include to build trust, improve candidate experience, and increase your chances of attracting quality applicants.
1. Add a Privacy & Security Notice
Reassure candidates that your hiring process is legitimate and safe—especially important in today’s online job market.
Example:
We take the privacy and security of applicants seriously. We will never ask for payment, financial details, or sensitive personal information at any point in the hiring process.
This small addition can instantly increase trust and reduce drop-off from cautious or experienced candidates.
2. Mention Leave Days or Flex Time
Everyone loves clarity around time off—and including this upfront shows you respect work-life balance.
Example:
Enjoy up to 15 paid days off per year, plus flexible hours after your first 60 days.
Even better? If you offer any wellness days, recharge days, or no-questions-asked mental health time—say it.
3. Highlight Training and Growth Opportunities
If you’re willing to invest in your team, let candidates know early. It signals long-term value and attracts growth-minded people.
Example:
We offer access to courses, mentorship, and a $300/year learning budget to help you grow within the company.
This is especially powerful in entry-level roles where applicants are often looking for a stepping stone—not just a paycheck.
4. Embed a Short Loom Video From the Hiring Manager
We mentioned this earlier, but it’s worth repeating—a simple video gives your job post a face. It builds trust, conveys culture, and helps you stand out instantly.
Tips for the video:
- Keep it under 90 seconds
- Introduce yourself and the company
- Share what kind of person you’re excited to hire
- Upload to Loom or YouTube and link it directly in the job post
Even a casual phone-recorded video is better than none—it shows you care.
Example:
Before you apply, take 60 seconds to meet our CTO. Here’s what we’re building and why we’re excited about it.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
These simple tweaks can elevate a “pretty good” job post into something memorable—and that’s what it takes to attract the best candidates in a noisy hiring market.
5. Let People Know You Actually Respond
One of the biggest frustrations candidates have? Never hearing back.
Example:
We review every application and respond to all candidates—because your time matters, too.
This small line shows respect and sets your job apart from the silent majority.
Should You Use AI to Write Job Descriptions?
These days, AI is everywhere—including inside the tools you use to hire.
Platforms like Manatal, Workable, and even ChatGPT (like me!) can generate full job descriptions in seconds.
But just because you can use AI to write a job post doesn’t mean you should—at least, not blindly.
Why You Shouldn’t Rely on AI Alone
Using AI to instantly generate a job description without any input might save time, but it often creates problems:
- You’ll get generic, lifeless content that sounds like every other post on the internet
- It attracts the wrong applicants—people applying to anything and everything
- You lose your voice and culture—which are critical for attracting aligned candidates
The result? A job post that looks polished but fails to connect—and that’s worse than no post at all.
When and How to Use AI the Right Way
AI can be a powerful tool if you treat it like a writing assistant—not a replacement for thoughtful hiring.
Here’s how to use AI to your advantage:
🔧 How to Prompt AI Effectively
Instead of saying:
“Write an admin assistant job description.”
Say something like this:
“Write a warm, human job description for an entry-level administrative assistant at a remote-friendly, mission-driven e-commerce company. We care about kindness, attention to detail, and long-term growth. Add a section on our company values, include perks like PTO and mentorship, and make it sound conversational—not corporate. Here are some rough notes I’ve written to get you started: [paste notes]”
The more information you feed in—your mission, tone, role expectations, company personality—the more the AI can generate something worth using.
✍️ Pro Tip: Use AI for First Drafts, Then Rewrite Like a Human
Let AI do the heavy lifting (layout, structure, phrasing ideas), but:
- Add your voice
- Include real examples and specifics about your company
- Remove anything that sounds robotic or cookie-cutter
You’re not trying to sound like a “job post generator.”
You’re trying to sound like a real team inviting the right person to join you.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Copy-Paste Version for Quick Use
Option 1: Conversational, Culture-First Template
Job Title: Administrative Assistant for a Mission-Driven Team
Type: Full-Time | Hybrid | $XX–$XX/hr (Based on Experience)
Location: Flexible (Remote + [Location])
Meet Your Hiring Manager:
(Insert Loom link here)
About the Role
We’re looking for an administrative assistant who thrives on staying organized, supporting multiple team members, and creating calm in the chaos. If you’re proactive, detail-oriented, and people-smart, we’d love to meet you.
What You’ll Do
- Manage schedules and internal communications
- Handle document organization and light bookkeeping
- Support daily ops for our leadership and team leads
- Jump in where needed to keep things moving smoothly
What We’re Looking For
- 1–3 years of admin or office support experience
- Strong communication and organizational skills
- Familiar with tools like Google Workspace, Zoom, and Slack
- A team player who’s calm under pressure and takes initiative
Why You’ll Love Working Here
- 15 days PTO + paid holidays
- Healthcare benefits after 60 days
- Annual learning stipend ($300)
- A mission-driven, collaborative team
- Room to grow and make your mark
How to Apply
We use WorkScreen to keep things fair and fast. You’ll complete a short, skill-based evaluation so we can understand your strengths—not just your resume.
[Insert application link here]
Option 2: Structured Format – “Job Brief + Responsibilities + Requirements”
Job Title: Administrative Assistant
Job Type: Full-Time
Salary: $XX–$XX/hr
Location: In-person | [Location]
Job Brief
We are seeking a dependable administrative assistant to join our team and support daily business operations. This role involves managing schedules, maintaining records, and coordinating team communication. The ideal candidate is organized, detail-oriented, and proactive.
Responsibilities
- Schedule meetings, manage calendars, and send reminders
- Maintain digital and physical filing systems
- Process invoices and assist with reports
- Serve as the go-to contact for internal coordination
- Assist with onboarding and supply ordering
Requirements
- 2+ years of administrative experience
- Excellent verbal and written communication
- Proficient with Microsoft Office and Google Workspace
- Ability to multitask, prioritize, and meet deadlines
- Professional, friendly demeanor
Benefits
- Health, dental, and vision insurance
- PTO and sick leave
- Flexible working hours (after onboarding)
- Clear path for growth and advancement
Apply Now
Use the link below to complete a short application and skills assessment. We value your time—and we’ll keep you updated every step of the way.
[Insert application link here]
Let WorkScreen Handle the Next Step
You’ve put in the work to write a clear, compelling job post. Now let WorkScreen help you turn those applications into real hiring confidence.
WorkScreen is the modern hiring platform that helps you:
Quickly identify your most promising candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—so you can instantly see who stands out.
Easily administer one-click skill tests
Instead of relying on résumés, you can assess candidates based on real-world ability. This helps you make more confident, holistic hiring decisions.
Eliminate low-effort applicants (including AI-generated spam)
WorkScreen filters out people who mass-apply, copy-paste answers, or rely on one-click apply tools—so you focus only on genuine, high-quality candidates.
✨ Want to save time, reduce bad hires, and make better hiring decisions?
FAQ
While admin roles vary by industry, the top three core skills are:
- Organization – Managing schedules, files, and tasks efficiently.
- Communication – Writing clearly, speaking professionally, and being the go-to liaison between people.
- Attention to Detail – Catching errors, following instructions, and ensuring things don’t fall through the cracks.
Bonus traits? Initiative, discretion, and emotional intelligence—especially in fast-paced or client-facing environments.
The best administrative assistants make everything around them run more smoothly. Their greatest strength is often anticipation—the ability to see needs before they’re spoken, spot potential bottlenecks, and solve problems proactively. They’re the type of person who finishes your sentence and books the meeting before you remember you needed it.
In the U.S., the average salary for an administrative assistant ranges from $18 to $25 per hour, depending on experience, location, and industry. Entry-level roles may start closer to $16/hr, while highly experienced or specialized admins (e.g. legal, executive, or finance) can earn $30+/hr or more.
Be sure to check local benchmarks using tools like Glassdoor, Payscale, or the U.S. Bureau of Labor Statistics for up-to-date info.
Yes—you should. Transparency builds trust and helps filter out misaligned applicants. Roles that include salary ranges tend to attract better-quality and more serious candidates, and may even perform better in job board search rankings.
Focus on three things:
- Clarity – Be specific about the role and what success looks like.
- Connection – Show your values, team vibe, and why the role matters.
- Respect – Outline a fair, transparent hiring process and stick to it.
These factors matter more than buzzwords or lengthy checklists.
