Job Description for an Administrative Assistant: Your Complete Guide

A strong job description for an administrative assistant is your first—and arguably most important—pitch to the people you want to hire. It's so much more than just a list of tasks; it’s your chance to give candidates a real sense of your company culture and the unique value this role brings to your team.

How to Write a Job Description That Attracts Top Talent

Putting together an effective job description is a strategic move. The real goal is to move away from tired, generic templates and create something that truly speaks to proactive and skilled administrative professionals. This isn't just about spelling out what the job involves, but why a great candidate would want to do it at your company.

By focusing on clarity and making the role sound appealing, you grab the attention of the right people from the get-go. Think of your job description as a filter; a well-written one brings in qualified applicants and gently discourages those who are not the right fit.

The Foundation of a Strong Description

Before you even start writing, you need a crystal-clear picture of the role's purpose. What gap does this person fill? A powerful job description is built on a few core ideas:

• Clarity: Always use simple, direct language to outline responsibilities and what you expect. Ditch the internal jargon that an outsider will not understand.
• Honesty: Give a realistic preview of the job. Being upfront about both the challenges and the rewards is the fastest way to build trust with potential candidates.
• Engagement: Your job description needs to be compelling. It should sell the opportunity and position your company as a fantastic place to work.

If you’re looking to bring in international talent, it’s worth exploring specific considerations for crafting job descriptions for Latam remote positions. The same principles of clarity and engagement apply, but adding cultural context can make a huge difference.

A job description is fundamentally a marketing document. Your aim is to attract the best possible talent, and that requires thinking like a marketer, not just a manager.

At the end of the day, the way you frame your job description for an administrative assistant has a direct impact on the quality of applications you receive. For a deeper dive, check out our guide on how to create job ads that attract the right candidates.

Defining the Core Responsibilities and Daily Duties

This is the heart of your job description. It’s where you stop listing generic tasks and start painting a clear picture of what a day in this role actually looks like. Vague phrases like ‘general office duties’ are a major turn-off for skilled professionals; they’re looking for specifics.

So, instead of being lazy, use active, specific language. Show candidates exactly what they’ll be doing and what success looks like. This precision helps them visualise themselves in the position and sets clear expectations from day one, which dramatically reduces the risk of a bad hire later on.

From Vague to Valuable

Let's ditch the uninspired jargon and reframe some common duties into compelling, action-oriented responsibilities. This small shift shows you respect a candidate’s expertise and time.

• Instead of: "Manage calendars."

• Try: "Coordinate complex domestic and international travel arrangements, including itineraries, accommodation, and meeting schedules for the executive team."

• Instead of: "Handle correspondence."

• Try: "Serve as the primary point of contact for internal and external stakeholders, managing email inboxes and directing communications with professionalism and discretion."

See the difference? This change elevates the job description for an administrative assistant from a generic checklist to a compelling preview of their impact. In Australia, the role of an administrative assistant is a cornerstone of business operations. The Administrative and Support Services industry employs around 428,000 people nationally, a figure that has grown by nearly 24% over the past two decades. That stability highlights just how vital these roles are. You can explore more industry stats over at Jobs and Skills Australia.

Tailoring Duties to Your Business Needs

The specific responsibilities will naturally shift depending on your industry and company atmosphere. A fast-paced tech start-up has a completely different set of daily demands compared to a structured corporate law firm.

A great job description allows a candidate to mentally rehearse a day in the role. If they can clearly see themselves managing the challenges and contributing to the successes you've outlined, they are far more likely to apply.

For instance, a start-up might need someone who thrives on adaptability and isn't afraid to get their hands dirty.

• Example for a start-up: "Prepare and edit client-facing presentations and reports using Google Workspace, ensuring brand consistency and accuracy under tight deadlines."

On the other hand, a more established corporate environment will likely value process, procedure, and formal reporting.

• Example for a corporate firm: "Manage the procurement of office supplies and equipment, process purchase orders, and reconcile invoices within the company’s financial software (e.g., Xero)."

Outlining Essential Skills and Qualifications

Sorting out the ‘must-haves’ from the ‘nice-to-haves’ is one of the most critical steps in hiring. When done right, your job description for an administrative assistant acts as a powerful filter, attracting candidates with the right foundation and setting clear expectations from day one.

Instead of creating a long, vague wish list, it’s best to categorise the competencies you need. Think in terms of technical skills, essential soft skills, and any formal qualifications. This focused approach brings clarity and helps you zero in on what truly drives success in the role.

Defining Your Must-Haves

Must-have skills are the non-negotiables. For an administrative assistant, this usually means proficiency with specific software and the core soft skills needed to keep the daily workflow running smoothly.

A good way to structure this is by breaking it down:

• Technical Proficiency: Be specific about the software candidates absolutely must know. For instance, you might write, "Demonstrated expertise in Microsoft 365 (Outlook, Word, Excel) and prior experience with CRM software like Salesforce."
• Core Competencies: Detail the soft skills that are essential for the job. This could include proactive problem-solving, exceptional time management, and meticulous attention to detail.

It's a common mistake to list too many 'essential' requirements. This can easily discourage excellent candidates who might not tick every single box but have huge potential. Overly strict lists can also unintentionally narrow your talent pool. You can learn more about the importance of diversity in recruitment and how it helps build stronger, more innovative teams.

Formal qualifications also help filter applicants effectively. The chart below shows the typical educational backgrounds we see for administrative roles.

As the data shows, secondary school completion is the baseline for 25% of roles. However, a massive 75% of positions are now filled by candidates holding diplomas or bachelor's degrees, pointing to a growing preference for higher formal education in this field.

Of course, technical skills are only half the story. Strong interpersonal abilities are paramount. The best candidates have well-developed effective communication skills that allow them to interact confidently with everyone from junior colleagues to senior executives and clients. Making this clear in your job description helps attract people who truly understand the relational side of the role.

Essential vs Desirable Skills for an Administrative Assistant

To help you prioritise, we've broken down the typical skills into two categories. This table is a great starting point for thinking about what's critical on day one versus what a great candidate could learn on the job.

Using a clear distinction like this in your job description saves time for everyone. It ensures you attract applicants who meet your core needs while also giving you a sense of who has the potential to grow into a more advanced role down the track.

Communicating Salary and Company Benefits

In today's competitive job market, being upfront about compensation isn't just a preference—it's a necessity. Top candidates expect transparency, and we have seen countless times how failing to provide a clear salary range causes a significant drop-off in quality applications. So, your first move is always thorough market research.

You need to understand the current salary benchmarks to craft a competitive offer. Here in Australia, the average salary for an administrative assistant can range from approximately AUD 39,671 to AUD 53,088 annually. However, total compensation packages, which include things like superannuation and bonuses, often sit between AUD 61,808 and AUD 82,711, depending on the company and the candidate's experience. You can get a feel for the market by exploring detailed salary data for administrative roles in Australia.

Highlighting the Complete Package

While the base salary is the headline figure, it's only one part of the total value you offer. Your job description for an administrative assistant should enthusiastically showcase the full suite of benefits. Don't just list them; explain their value.

Think beyond the pay cheque and highlight the perks that make your company a genuinely great place to work. These elements are powerful tools for attracting and, just as importantly, retaining top talent.

• Superannuation: Clearly state your contribution percentage, especially if it exceeds the standard rate. It’s a small detail that shows you go the extra mile.
• Professional Development: Mention any funds or opportunities available for training, courses, or certifications. This tells candidates you're invested in their growth.
• Flexible Working: Detail your policy on remote work, flexible hours, or compressed work weeks. For many, this is now a non-negotiable.
• Wellbeing Programmes: Include information on mental health support, gym memberships, or other wellness initiatives that show you care about your team as people.

Being transparent about salary and benefits from the outset builds immediate trust. It shows you respect a candidate's time and ensures everyone is aligned on expectations, creating a much more positive and efficient hiring process.

A well-presented benefits package can completely change how candidates perceive your offer. It also plays a vital role in keeping your team motivated long-term. To learn more about this, check out our guide on how to boost employee engagement in the office or at home.

A Job Description Template You Can Actually Use

Let's pull all these pieces together into a polished, professional document. To make this part easier, we have put together a practical, customisable template for your administrative assistant job description.

Think of this less as a blank form and more as a reliable foundation. It’s built to be easily adapted to your company’s unique voice and specific needs, whether you're a creative agency or a corporate firm. From nailing that compelling job summary to detailing the qualifications, this structure helps you create an advert that’s both clear and engaging.

The Anatomy of a Great Template

A high-performing job description is logically organised. Here’s a quick breakdown of the essential sections you need to include:

• Job Title: Get this right from the start. Use clear, specific titles like "Executive Administrative Assistant" or "Junior Administrative Assistant" to set accurate expectations.
• Job Summary: This is your hook—a brief, engaging paragraph that sells the role and the company. Why would a top candidate want to work for you?
• Key Responsibilities: Use bullet points and action verbs to list the main duties. The key here is to focus on the impact of the work, not just the tasks themselves.
• Skills & Qualifications: It’s smart to separate this into 'Essential' and 'Desirable'. This helps attract a wider, yet still relevant, pool of applicants.
• Salary & Benefits: Don't be shy. Be transparent with the salary range and highlight your best benefits to stand out from the competition.
• About the Company: Add a short, compelling blurb about your company culture, mission, and what makes it a genuinely great place to work.

This structure isn't just about good organisation; it’s about creating a positive candidate experience. A clear, easy-to-read format shows you respect their time and immediately positions your company as a professional and thoughtful employer.

The demand for skilled administrative support is as strong as ever. In Australia, recent data showed around 339,400 total job vacancies, with the private sector driving most of that demand. This points to a healthy, competitive market where a well-crafted job description is absolutely essential. You can dig into more of the latest job vacancy statistics from the ABS to see the full picture.

Common Questions We Get About Writing Job Descriptions

Even with the best template in hand, you are bound to have a few questions when you start writing. Getting these finer points right is what separates a decent job advert from one that truly stands out and reels in the right person.

Let’s tackle some of the most common queries we hear from hiring managers day in and day out.

How Much Detail Is Too Much?

This is a key question. You need to be thorough, but you don't want to send candidates running for the hills with a novel-length list of duties.

The secret is to focus on impact, not just a laundry list of tasks. Instead of itemising every single thing they will do, group responsibilities into key areas. We recommend aiming for 5-7 clear, punchy bullet points that paint a vivid picture of the role's core purpose. Anything more just becomes background noise.

Your job is to give a compelling snapshot of the role. A great candidate should read it and think, "I can do that, and I want to do that," without getting bogged down in a ten-page document.

Should I Include a Salary Range, Even if It’s a Wide One?

Yes. Absolutely, yes. In today's market, salary transparency isn't just a "nice-to-have"; it's a dealbreaker for many. In fact, a recent survey showed that 78% of applicants are much more likely to apply if the pay range is right there in the advert.

Even a wide range is better than nothing. It sets a realistic baseline for everyone and shows you're ready to negotiate in good faith. Being upfront saves you and the candidate a huge amount of time and builds a foundation of trust from the very first interaction.

How Do I Make Sure My Language Is Inclusive?

Using inclusive language is non-negotiable if you want to attract a diverse pool of brilliant people. You would be surprised how small tweaks can make a massive difference.

Here’s what to watch for:

• Gender-coded words: Swap out old-fashioned terms like "right-hand man" for neutral alternatives like "key support person."
• Biased or exclusionary phrases: Buzzwords like "ninja" or "rockstar" might sound cool, but they can easily put off great candidates from different backgrounds.
• Focus on skills, not personality: Describe the competencies needed to succeed, rather than subjective personality traits like "bubbly" or "energetic."

At Redwolf Rosch, we have deep expertise in sourcing exceptional IT and digital professionals for Australia's leading organisations. If you're looking for a trusted, high-performing recruitment partner to find your next administrative superstar, get in touch for an introductory discussion today.