Hiring a qualified administrative assistant is critical for the success of your organization, as the role plays an essential part in increasing productivity and optimizing efficiency in daily operations.
Because this position is crucial for your business’s success, you need to find the best available candidate, and you can enhance your likelihood of finding an ideal administrative assistant through an effective job description.
Further, you can greatly increase your chances of finding the best candidate by working with an experienced staffing agency, such as Liberty Staffing.
Here are five things to include when writing an administrative assistant job description.
1. A Well-Written Job Summary
When writing a job summary for an administrative assistant, it's essential to provide a concise and informative description of the role, including an overview of key responsibilities and qualifications.
You can begin by emphasizing how the administrative assistant will be responsible for supporting your team and enhancing efficiency. Additionally, you’ll likely want to include a sentence about how the candidate should have strong organizational and multitasking skills, as administrative assistants are often responsible for juggling many tasks at a time.
Your job summary should also emphasize the importance of strong verbal and written communication skills. Depending on the nature of your business, you may need your administrative assistant to handle communication with both employees as well as individuals outside of your organization, such as suppliers and clients.
2. Detailed List of Responsibilities
You need to provide a comprehensive overview of the administrative assistant’s tasks and duties. The specific responsibilities you need will depend on your industry and company, but you’ll likely require the employee to carry out general administrative duties, such as managing communication, scheduling, and organizing and recording company data.
If applicable, you should also note that the administrative assistant will support company meetings by taking minutes and distributing agendas to facilitate effective communication.
Some other administrative assistant responsibilities may include organizing company events, supporting and coordinating with different departments, handling travel arrangements, and managing inventory and clients.
3. Necessary Skills and Requirements
The next section you’ll likely want to include will be a detailed list of all necessary skills and requirements. Begin by specifying the position’s educational requirements, such as an associate's degree or relevant certification.
You’ll also want to include a requirement stating that the candidate should have a minimum number of years of experience performing administrative work.
Although the position’s particular software skill requirements will depend on your organization's specific tools, such as Microsoft Office Suite, Google Drive, Microsoft Teams, etc., you should try to find a candidate skilled in learning and using new software. This is especially important if your company utilizes new software or migrates to a new customer relationship management (CRM) system.
If the position is in-office, you may also want the candidate to be proficient in using office equipment, such as printers, scanners, and fax machines.
4. Preferred Qualifications
In addition to listing all required skills and work experience, you should include a section outlining the desired qualifications and attributes that would enhance the candidate's suitability for the role.
Preferred qualifications may include additional schooling, such as a Bachelor of Science in Administrative Studies or a related degree, as well as non-mandatory work experience.
Additionally, mention desired skills and competencies that further qualify a candidate. For example, it will likely be highly beneficial if the candidate is already proficient in specific software or platforms that your company utilizes. You may also prefer a French-speaking candidate depending on your location and target market.
5. Include Benefits and Perks
Administrative assistant positions are in high demand in Canada, meaning that it may be challenging to secure a qualified candidate. For that reason, you should include some of the desirable perks and benefits that the position includes, such as private health insurance and retirement savings plans.
Your job description can also mention any other benefits your company offers such as flexible work arrangements, professional development opportunities, and employee assistance programs. By including these benefits, potential candidates will be more inclined to consider joining your team as opposed to accepting another offer with similar compensation.
Find the Best Administrative Assistant Through a Staffing Agency
Although it’s possible to find exceptional candidates through an online job description, you can greatly enhance your chances of finding the best administrative assistant by working with a staffing agency. Fortunately, Liberty Staffing Services is here to help you fill your vacant position. Contact us online here to learn more! 