Sample office assistant job description

At [Company X], we owe our success to people and processes. The office assistant provides vital support for both, so we’re currently seeking someone exceptional for this role. The ideal candidate will be a problem-solver who has excellent communication skills and impeccable attention to detail. This person should have experience working in an office environment, performing administrative tasks, and providing support to coworkers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential for the position.

Objectives of this role

  • Ensure optimal use of equipment, supplies, and inventories through preventive maintenance
  • Maintain workflow by analyzing and refining standard operating procedures such as scheduling, communications, and office layout
  • Coordinate internal and external resources for expediting workflows
  • Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests
  • Achieve organizational goals while adhering to best practices


  • Manage the front-desk and reception areas, serving as the first point of contact for guests, employees, job candidates, and vendors
  • Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, files, meeting minutes, mailings, and deliveries; and coordinating meeting-room calendars
  • Keep the office clean, stocked, and organized, especially the kitchen, conference rooms, stockrooms, storage closets, and communal areas
  • Order office supplies, stock supply stations, and ensure equipment is operable
  • Maintain filing system, contacts database, employee lists, and inventories
  • Provide ad hoc support to staff members and departments, including organization of on-site and off-site team events

Required skills and qualifications

  • Proven success in office coordination
  • Excellent written and verbal communication skills
  • Strong time-management and multitasking abilities
  • Proficiency with office applications, and aptitude for learning new software and systems
  • Ability to maintain confidentiality of company information
  • High school diploma or equivalent

Preferred skills and qualifications

  • Experience in coordinating budgets and expenses
  • Experience in helping to develop internal processes and filing systems
  • Ability to move 50 pounds, bend, stretch, and stand for extended periods