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Administrative Associate Job Description

How to Hire an Administrative Associate

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Administrative Associate Job Description

Administrative Associates perform advanced administrative duties for businesses and public and private organisations. Their duties include overseeing budgets, issuing payments, and organising events on the office calendar. They also assist with high-level correspondence on behalf of managers.

We are seeking an Administrative Associate to ensure that administrative operations at our organisation run efficiently. In this position, you will issue payments and track account balances, manage events, and assist with managerial administrative duties.

To succeed as an Administrative Associate you should possess a great track record in office administration and exhibit advanced organisational skills. Outstanding Administrative Associates are excellent planners who demonstrate a high level of integrity and professionalism.

Administrative Associate Duties and Responsibilities

  • 3+years of experience in a similar senior administrative role.
  • Advanced proficiency in word processing and spreadsheet software.
  • Experience in payroll administration would be advantageous.
  • Extensive experience in managing payments, budgets, and expenditure.
  • Exceptional ability to manage office operations and oversee junior staff.
  • Advanced ability to plan, schedule, and execute office-related events.
  • In-depth knowledge of administrative recordkeeping practises.
  • Experience in handling confidential and sensitive information.
  • Excellent written and verbal communication skills.
  • An Associate or Bachelor’s Degree in Business Administration, or similar.

Administrative Associate Skills and Requirements

  • Report to management and executing instructions.
  • Liaise with management and staff regarding administrative matters.
  • Keep track of account balances and managing petty cash.
  • Approve expenditure and issuing payments to venders and suppliers.
  • Verify timesheets and processing payroll.
  • Oversee the maintenance, repair, and replacement of office equipment and furniture.
  • Schedule and managing meetings, conferences, workshops, and special events.
  • Make travel arrangements, coordinating conference calls, and handling RSVPs for events.
  • Maintain confidentiality with sensitive information and correspondence.
  • Hire and train new Office Administrators.
  • 3+years of experience in a similar senior administrative role.
  • Advanced proficiency in word processing and spreadsheet software.
  • Experience in payroll administration would be advantageous.
  • Extensive experience in managing payments, budgets, and expenditure.
  • Exceptional ability to manage office operations and oversee junior staff.
  • Advanced ability to plan, schedule, and execute office-related events.
  • In-depth knowledge of administrative recordkeeping practises.
  • Experience in handling confidential and sensitive information.
  • Excellent written and verbal communication skills.
  • An Associate or Bachelor’s Degree in Business Administration, or similar.

Personalising Your Administrative Associate Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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