Office Assistant Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of an office assistant. Feel free to use our job description template to produce your own. We also provide you with information about the salary you can earn as an office assistant.
Who is an Office Assistant?
An Office Assistant is an integral part of any organization. They help make the job of the employer and other employees run smoothly. It is a very important role and the person who must handle such a role must be dedicated and committed. An Office Assistant, also known as an Administrative Assistant, supports everyday office operations by doing a variety of clerical and administrative responsibilities. Sorting and delivering mail across the office, greeting guests and guiding them to staff, and coordinating with managers to organize appointments or alter calendars are just a few of their responsibilities. A high school diploma or equivalent is often required for most office assistant roles. An associate’s degree, on the other hand, may be required by some employers. Advanced computer skills are required of office assistants, as are good time management and organizing abilities.
Office Assistant Job Description
Below are the office assistant job description examples you can use to develop your resume or write a job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
An Office Assistant’s job is to keep the office well-stocked and organized. This entails a variety of modest activities, such as typing and taking notes during meetings, but their overall responsibilities are critical. Office assistants are in charge of tasks such as:
- Supervising clerical tasks such as mail sorting and delivery
- Keeping track of office supplies and placing orders for new things as needed
- Keeping track of files
- Greeting visitors at your workplace
- Answering the phone
- Taking and delivering messages
- Assisting with the office’s smooth running.
- Sending invitations and scheduling meetings.
- Updating and categorizing files, creating and revising mail, and performing research are examples of other administrative support activities.
Qualifications
- A high school diploma or a general education diploma (GED) is required, and an associate’s degree is preferred.
- 1-3 years of relevant administrative experience, preferably in an administrative or clerical capacity.
- Excellent organizational skills, the ability to prioritize, and the ability to work independently are required.
- Outstanding oral and written communication abilities, with excellent spelling, grammar, and punctuation.
- Must be dedicated to providing excellent customer service and have excellent interpersonal skills.
- Strong attention to detail and computer skills, as well as the ability to handle standard office equipment.
Essential Skills
In any business, having a diverse set of abilities and the ability to put them to good use in the workplace is quite advantageous. Knowing the ins and outs of your office assistant job will help you succeed as well as identify the talents you’ll need to improve. Though you need to have a variety of talents in your work as an office assistant, the following are the most common:
Communication skills in writing
The importance of written communication abilities is equal to that of spoken communication skills. This is because, among other things, an office assistant will be responsible for drafting emails, typing and mailing correspondence, and taking thorough notes during meetings. You’ll need to speak effectively, concisely, and in a professional tone in all forms of written communication, you encounter.
Ability to use technology
As an office assistant, you’ll be responsible for learning the numerous computer software applications used by your organization. To create a presentation for a meeting or organize material for your manager, you’ll need a decent working knowledge of tools including word processing programs, spreadsheets, and databases. As an office assistant, you can expect to spend a lot of time in front of a computer, however, the specific programs you’ll be expected to know will differ from company to firm.
Ability to communicate verbally
As an office assistant, one of the most crucial abilities you may have is the ability to communicate effectively with your coworkers, clients, and bosses. As an office assistant, you’ll almost certainly be expected to answer phones, take messages, and serve as a point of contact for a variety of clients, so this soft skill is very important.
Organizing abilities
Because office assistants often have numerous jobs to complete at the same time, you must be able to efficiently organize your day and your assignments. You’ll probably be in charge of scheduling or offering help to your managers or administrators. This necessitates a high level of organization. You may also be responsible for billing, filing, money management, and data entry, all of which require you to be a good organizer. Not only does your success in this area benefit you, but it also benefits the firm as a whole.
Skills in problem-solving
When it comes to replying to questions from others, scheduling trips, coordinating meetings, and other similar activities, you’ll need solid problem-solving abilities as an office assistant. Because you’re the main point of contact for so many people, you should be able to respond to their questions while also being able to solve any problems that arise.
Resourcefulness
Because your responsibilities are liable to change at any time, you must be both adaptable and resourceful. You’ll have to multitask and cover for others as necessary. When challenges develop, you’ll need to examine a variety of options for addressing them.
Detail-oriented
You must pay special attention to detail in your position as an office assistant. When taking a message for someone or working on data entry, this is really crucial. Employers want to know that the person they recruited is capable of producing accurate and error-free work.
Friendliness
Maintaining a cheerful attitude and welcoming everyone with a grin will go a long way in your office assistant employment because you’ll be interacting with a range of people. It’s critical to maintain positive relationships with everyone you work with. This is especially critical in high-stress circumstances.
Ability to plan ahead
Because you’ll likely be in charge of arranging an administrator’s day-to-day operations as an office assistant, you’ll need to be a competent planner. This may imply that you’ll be scheduling their appointments or making alterations to their schedule as needed. You won’t overbook them with overlapping appointments if you use an excellent planner.
Skills in time management
Because of the large number of things you’ll be expected to perform each day, having time-management skills is quite useful in this job. Planning ahead of time for your responsibilities and utilizing technology to assist you in doing so could reduce stress and help you better prepare for the chores ahead. Employers also favor office assistants — and staff in general — who are detail-oriented.
Multitasking
Office assistants are frequently asked to complete numerous tasks at once and operate under pressure to meet tight deadlines. Multitasking and prioritizing work based on urgency are extremely valuable talents to have.
How to become an office assistant
Approaching the job search and preparation process with care will help you have a positive experience.
- There may be formal and informal prerequisites to get recruited as an office assistant, depending on where you want to work.
- Education
Although a high school diploma is normally required to work as an office assistant, there are two formal education choices available to potential office assistants:
Vocational school diploma: This sort of curriculum teaches students how to communicate verbally and in writing, how to use common software and word processing programs, how to enter data, and how to give customer care. Community colleges and technical institutions offer in-person and online programs that take about a year to finish.
Undergraduate degree: You can train to be an office assistant by earning an associate or bachelor’s degree in a business-related discipline such as business administration, marketing, or communications. These degree programs normally take two or four years to complete when enrolled full-time.
- Do your homework on the job market.
While some job responsibilities may differ depending on the business, it’s a good idea to examine the abilities and job functions that are expected of office assistants in your chosen industry. Try to learn as much as you can about office assistant employment before applying, whether through online research or networking with people you know in the sector.
- Obtain useful experience.
Apply for a volunteer or internship position with an office to obtain expertise with the day-to-day operations of the office and the unique experience of the office assistant. If you’re enrolled in an undergraduate or vocational program, your school’s career center may be able to assist you in finding this type of job. Use this experience to see if this is the right job for you.
The aforementioned formal schooling choices, as well as informal training such as volunteering or interning in an office setting, can all be used to prepare for a career as an office assistant. Modeling expected tasks and close supervision are typical aspects of training under the supervision of an office assistant until you are confident in your ability to do work independently. Lower-level activities, such as obtaining coffee, making copies, or filing paperwork, are likely to be assigned to office interns at first. Depending on performance, the difficulty of allocated tasks usually rises over time. Each office establishes its own training requirements that are tailored to the office’s and the organization’s specific needs.
As freshly employed office assistants, these individuals may have received training to learn the company’s specialized operations and requirements. This training may also include observing a current office assistant or manager until they are confident in their ability to complete chores on their own. Many of the skills and responsibilities taught during this course can be applied after working in one office setting.
- Take certifications into account.
These qualifications can help you stand out from the competition. If you want to work in a specific sector like law or medical, find out if you need specialized certificates in addition to the more general ones. Cost, credit requirements, location, and concentration areas are all factors to consider when deciding which program is right for you.
To set themselves apart from the competition, aspiring office assistants may seek an Administrative Assistant Certificate. This certificate focuses on giving people the communication, organization, and customer service skills that an office assistant is expected to have. The development of skills with word processing and data management software such as Microsoft Word, Excel, and PowerPoint is emphasized in particular. This certificate requires a high school graduation or the equivalent. In addition to coursework, passing the Administrative Assistant Certificate exam is required for the fulfillment of this certificate. It usually takes a year to complete the coursework and exam.
- Make a powerful resume.
Create a succinct, well-written CV that highlights your unique abilities and experiences that qualify you for the position. Make your CV and cover letter specific to the organization and role for which you are applying using the information you have about the prospective employer. Make a list of all relevant certifications and professional experience.
- Fill out and submit your application.
Apply for employment as an office assistant if you are qualified. Follow up on your application as soon as possible after it’s been sent, anywhere from one to two weeks, to confirm that the employer got it, to express your interest in the position, and to inquire about the next steps in the application process.
Where to work
Almost every work setting needs the services of an Office Assistant. From companies, hospitals, the military organizations to Bakeries and eve religious organizations need someone to take care of the filing of documents, welcome visitors, take stock of supplies and replace when out of stock, take phone calls, send invitations and mails, and see to it that meetings are scheduled and arranged for appropriately.
The responsibilities in any of these work settings are slightly different in some ways. The responsibilities may be more or less depending on the organization. And the pay may also differ depending on the organization.
Office Assistant Salary Scale
The wage of an office assistant is determined by the company’s size and the level of responsibilities allocated. The usual salary range for a candidate is also influenced by their experience. Schooling, certificates, supplemental abilities, and the number of years you’ve worked in your industry all play a role in determining salary ranges.
For nearly all civilian vocations, the United States Bureau of Labor Statistics (BLS) keeps track of data and develops estimates. Different types of office assistants are classified differently in the BLS. In May of this year, the typical annual wage for office and administrative support positions was $37,580.
An Office Assistant in Nigeria earns roughly 176,000 NGN per month on average. Salaries range from 93,100 NGN to 267,000 NGN (lowest to highest) (highest). Salaries for Office Assistants vary greatly depending on experience, abilities, gender, and region.