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Assistant Job Description

How to Hire an Assistant

Once you have selected your Job Description download it or convert it to a Job Advert. From here you can post/advertise your job across our network of job boards. If you wish to use the job description for a CV Template click through for advice and Convert to a CV

Assistant Job Description

We are recruiting for a hard-working Assistant to be responsible for administrative and clerical duties to ensure efficiency and smooth running in our offices. As Assistant you will provide reliable support to managers, staff, and office visitors, handles basic office tasks and monitors office operations to increase efficiency, quality, and lower costs.

To succeed as an Assistant you must be dedicated, hard-working, and has strong attention to detail. You should have excellent communication, interpersonal, and organisational skills.

Assistant Duties and Responsibilities

  • A working knowledge of and experience with administrative and clerical procedures and systems.
  • A good proficiency with computers.
  • Familiarity with office equipment.
  • Excellent communication and interpersonal skills.
  • Excellent planning, organisational, and time management skills.
  • Good analytical, problem solving, and critical thinking skills.

Assistant Skills and Requirements

  • Great and direct visitors, answer questions and respond to complaints and requests.
  • Make arrangements for meetings and travel.
  • Perform basic office tasks, such as data entry, answering phones, taking messages, sorting mail, maintaining and updating filing, operating office machines, and arranging equipment maintenance and repairs.
  • Plan and prepare for office events, such as meetings, conferences, and promotional activities.
  • Order and distribute office supplies.
  • Maintain positive relationships with venders, clients, and co-workers.
  • Review and update office procedures to reduce errors and costs.
  • Follow and enforce relevant policies, procedures, and regulations.
  • A working knowledge of and experience with administrative and clerical procedures and systems.
  • A good proficiency with computers.
  • Familiarity with office equipment.
  • Excellent communication and interpersonal skills.
  • Excellent planning, organisational, and time management skills.
  • Good analytical, problem solving, and critical thinking skills.

Personalising Your Assistant 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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