Receptionist / Administrative Assistant Job Description (2023)

Job Descriptions

Receptionist / Administrative AssistantJob Description


163votesfor Receptionist / Administrative Assistant

Receptionist / administrative assistantprovides administrative support, including but not limited to, composing, editing, and sending written and electronic correspondence, memoranda, forms, reports using Microsoft Office.

Receptionist / Administrative AssistantDuties & Responsibilities

To write an effective receptionist / administrative assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included receptionist / administrative assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Support FTCC Senior Management by managing appointment calendars - identifying potential conflicts, prioritizing and shifting meetings in order to adjust schedules when and if necessary

Kitchen Organization and Maintenance

Food Orders and Meeting Setup

Maintain Office / Kitchen Supply Inventory

Office Correspondence

Incoming Mail / Packages – sort and distribute

Outgoing Mail / Packages – setup and monitor FedEx / Messenger orders

Arrange ground transportation for employee events and meetings

Meet and greet customers

Code and submit vendor invoices for payment

Receptionist / Administrative AssistantQualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications forReceptionist / Administrative Assistant

List any licenses or certifications required by the position:CPR, CPI

Education forReceptionist / Administrative Assistant

Typically a job would require a certain level of education.

Employers hiring for the receptionist / administrative assistant job most commonly would prefer for their future employee to have a relevant degree such asBachelor's and Associate DegreeinEducation, Associates, Management, Business, Communication, Administrative Assistant, General Education, Business/Administration, Technical, Faculty

Skills forReceptionist / Administrative Assistant

Desired skills forreceptionist / administrative assistantinclude:

MS Office


Microsoft Word and Excel

(Video) Receptionist Job Description

Microsoft Office Suite


Microsoft Office

Microsoft applications

Standard office protocol and professional etiquette

Administrative and clerical procedures

Blood Borne Pathogen and Hazmat regulations and concerns as specifically related to a Medical Environment

Desired experience forreceptionist / administrative assistantincludes:

Answer phones and field calls to Regional Managers, appropriate Field Sales Consultants and other office personnel

Provide quality customer service to clients, prospective clients and personnel

Perform routine interaction with Field Service Consultants regarding their accounts

Update and maintain contact lists

Complete routine administrative tasks including faxing, shipping, mail distribution

Facilities Help Desk assistance - Answer internal calls relating to building issues

Receptionist / Administrative AssistantExamples


Receptionist / Administrative Assistant Job Description

Job Description Example


  • Microsoft Word (.docx).DOCX
  • PDF Document (.pdf).PDF
  • Image File (.png).PNG

Our company is growing rapidly and is looking for a receptionist / administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.

Responsibilities for receptionist / administrative assistant

  • Ensure the office is presentable to visitors
  • Respond to switchboard and reception calls
  • Interact with all Agency staff and greet and provide information to visitors
  • Compile, complete and submit expense reports
  • Arrange complex and detailed travel plans for domestic and international travel
  • Manage electronic calendars
  • Book and coordinate conference room meetings and seminars
  • Back up Administrative / Executive staff as needed
  • Create and edit documents, records and reports
  • Deliver mail and packages and handle shipment and messenger delivery of packages

Qualifications for receptionist / administrative assistant

  • Assist with administrative projects as needed
  • Previous Windows experience
  • Highly organized, with a structured approach to managing workloads, dealing with issues, prioritizing activities
  • A flexible attitude to working hours
  • Answer telephones, screen/direct calls, take messages, and assist callers in a professional and accommodating telephone manner
  • Receive and sort mail/deliveries distribute mail/deliveries


Receptionist / Administrative Assistant Job Description

Job Description Example


  • Microsoft Word (.docx).DOCX
  • PDF Document (.pdf).PDF
  • Image File (.png).PNG
(Video) Administrative Assistant Duties And Responsibilities

Our growing company is looking for a receptionist / administrative assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.

Responsibilities for receptionist / administrative assistant

  • Answering and directing all incoming calls to ensure a "pleasant experience"
  • Greeting all incoming visitors
  • Handling daily lunch ordering for office
  • Maintaining conference room schedules, booking as needed
  • Ordering catered food for meetings as requested
  • Making sure kitchen is clean, stocked and organized throughout the day
  • Ordering Peapod twice weekly
  • Maintaining inventory for coffee and water and order as needed
  • Printing and distributing certain publications and attachments as received
  • Keeping office organized and straightened throughout the day

Qualifications for receptionist / administrative assistant

  • Ordering general office supplies as needed
  • Checking specified copiers and printers daily and fill with paper as needed
  • 2+ years of experience in an Administrative and/or a Receptionist role
  • Provide excellent customer service to clients, visitors, management and other personnel
  • Answer and route incoming calls appropriately
  • Log and verify identification for all visitors


Receptionist / Administrative Assistant Job Description

Job Description Example


  • Microsoft Word (.docx).DOCX
  • PDF Document (.pdf).PDF
  • Image File (.png).PNG

Our company is growing rapidly and is looking for a receptionist / administrative assistant. If you are looking for an exciting place to work, please take a look at the list of qualifications below.

Responsibilities for receptionist / administrative assistant

  • Responsible for the ordering of office supplies
  • Answering a multi-line telephone system and accurately direct the calls to the appropriate individuals, provide callers with additional information, use of the paging system when needed, ability to take detailed messages to ensure appropriate follow-up
  • Providing general administrative support to a department or group of professionals including proposal presentation, and report generation and assembly, processing expense reports, creating and working with spreadsheets
  • Answer incoming telephone calls, determine purpose of caller, and forward to appropriate personnel or department
  • Performs various administrative duties such as preparing and processing documents, reports for managers and other partners in the office
  • Focuses on administering defined procedures, analyses and report preparation
  • Assists with coordinating client events, client mailings, and correspondence
  • May be responsible for data input, data processing and data verification
  • Maintains electronic and paper records
  • Will greet and assist clients and vendors and answer phones

Qualifications for receptionist / administrative assistant

  • Will act as backup when needed for banking clients by handling deposits and cash transactions
  • Greeting visitors and tenants and attending to needs
  • Acting as a liaison between tenants and engineers for work order requests
  • Printing out any janitorial work orders at the end of each day and attach with security memo
  • Maintaining and review janitorial log
  • Reviewing security reports, probing reports & e-mail, and creating work orders for noted items


Receptionist / Administrative Assistant Job Description

Job Description Example


  • Microsoft Word (.docx).DOCX
  • PDF Document (.pdf).PDF
  • Image File (.png).PNG

Our innovative and growing company is searching for experienced candidates for the position of receptionist / administrative assistant. To join our growing team, please review the list of responsibilities and qualifications.

Responsibilities for receptionist / administrative assistant

  • Light clerical duties as needed
  • Greet guests and customers including visitor registration and badging, answer main phone line, and direct calls in a professional and welcoming manner
  • Maintain a professional and organized front desk
  • Order office and kitchen supplies for the Herndon office
  • Maintain and stock supply rooms and kitchen on a daily basis (may require the use of a step stool)
  • Maintain copiers/printers ink and paper supply as needed
  • Ship, receive and distribute the mail and packages for the office on a daily basis
  • Arrange for meetings as needed, including catering and meeting room scheduling and setup
  • Create and maintain the office seating layout, phone lists and standard operating procedures
  • Assist in charitable donation requests and planning

Qualifications for receptionist / administrative assistant

  • Customer-service oriented with excellent phone manners
  • High School Education with minimum of 1 year office experience
  • Previous administrative/office management experience preferred
  • Knowledge of payroll industry helpful, but not necessary
  • Support company events to include scheduling, catering arrangements and set-up and clean-up
  • Assist sales operations with marketing inventory organization and control


Receptionist / Administrative Assistant Job Description

Job Description Example


  • Microsoft Word (.docx).DOCX
  • PDF Document (.pdf).PDF
  • Image File (.png).PNG
(Video) Top 30 Interview Questions For Receptionist Administrative Assistant

Our company is looking for a receptionist / administrative assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.

Responsibilities for receptionist / administrative assistant

  • Facilitating heavy communication between receptionists
  • Assisting with ordering office supplies, catering
  • Arrange drivers and restaurant reservations
  • Coordinate and maintain office surroundings (stock fridge & cabinets, load/unload dishwasher, daily
  • Support Fleet Service Manager and Fleet Mechanics
  • Help maintain vehicle safety and maintenance files by utilizing the Manager Plus software
  • Keep current records of Voluntary Organizations Active in Disaster (VOAD) meetings and pay dues for all states where we have membership
  • Update Pre-Disaster Plan notebook as changes occur which includes Lighthouse Churches, Site Leadership Team, Directory of state VOAD’s
  • Provide backup for volunteer coordinators as needed
  • Provide backup assistance to Administrative Assistant to the Director of North American Ministries

Qualifications for receptionist / administrative assistant

  • Perform miscellaneous administrative tasks as assigned
  • Straighten, stock and maintain conference rooms before and after meetings
  • Report facilities issues to Property Management
  • Monitor fax machine
  • Maintains established office files (electronic and hardcopy) and records in accordance with internal procedures
  • Receives and refers visitors and telephone calls, may resolve routine inquiries

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(Video) Administration Assistant /Receptionist Role

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(Video) 7 ADMIN ASSISTANT Interview Questions and Answers (PASS!)

I am a Candidate


What is the job description for a receptionist administrative assistant? ›

Office Assistant Receptionist Job Summary

These tasks include greeting clients, answering phones, taking messages, managing email and mail correspondence, and calendaring. You may also assist with invoicing, updating client files, and ordering office supplies.

What is your greatest strength answer samples for administrative assistant? ›

One of my greatest strengths as an administrative assistant is my organizational skills. (Situation) For example, I played a key role in facilitating a big, last-minute move at my previous company.

How do you answer briefly describe your administrative experience? ›

Sample answer:

“I have excellent organizational skills, I'm very detail-oriented, and I have a lot of experience with administrative tasks. I'm also extremely personable and have strong communication skills, which I think will help me assimilate well within the office and gain trust from coworkers.”

How do you describe administrative assistant skills? ›

Administrative assistant requirements:

Excellent time management skills and ability to multi-task and prioritize work. Attention to detail and problem solving skills. Excellent written and verbal communication skills. Strong organizational and planning skills.

What are administrative duties and responsibilities? ›

What does an administrator do?
  • Preparing, organising and storing information in paper and digital form.
  • Dealing with queries on the phone and by email.
  • Greeting visitors at reception.
  • Managing diaries, scheduling meetings and booking rooms.
  • Arranging travel and accommodation.
  • Arranging post and deliveries.

Why am I good fit for administrative assistant position? ›

“I see being an administrative assistant as a crucial piece of the functioning of an entire office, and it is my job to make that happen. I am tremendously organized, enjoy making things flow more smoothly and have 10 years of experience doing this. I stay in this career because I love doing it.”

What can you bring to the company? ›

How to (and how not to) answer the interview question 'What can you bring to the company?' The simple answer to this question is you : you bring all of your skills, qualities, values, interests, academic knowledge, internships and life experience to the company.

Why should we hire you as administrative assistant? ›

Over the years, I have acquired relevant skills and experience, which I shall bring to your organization. I have also worked tirelessly on my communication abilities and teamwork skills, which I will put to use in my future career, which would be in your organization if I am selected for the position.

What is a good professional summary for administrative assistant? ›

General summary

Example: 'Hardworking and versatile Administrative Assistant with proven organizational skills and thorough knowledge of corporate policies and procedures. Excellent communication and people skills with extensive strategic planning capabilities. '

How do I write an administrative assistant summary? ›

Follow these steps to guide you through writing an administrative assistant summary of qualifications:
  1. Review the job listing. ...
  2. Find keywords that apply to you. ...
  3. Mention your current job or prior experience. ...
  4. Describe special skills or interests. ...
  5. Include relevant achievements and awards.
Jul 27, 2021

How do you answer briefly describe your duties? ›

When answering “describe your current job duties” you should match your qualifications to the new job's duties, focus on how you create value for the company, and provide examples in your answer. Avoid giving too much detail about your current responsibilities and mentioning anything you don't do.

What are the 3 basic skills of administrator? ›

Within this definition, successful administration appears to rest on three basic skills, which we will call technical, human, and conceptual.

What are the 7 administrative functions? ›

Each of these functions plays a critical role in helping organizations achieve efficiently and effectively. Luther Gulick, Fayol's successor, further defined 7 functions of management or POSDCORB—planning, organizing, staffing, directing, coordinating, reporting and budgeting.

What skills can you bring to this role? ›

Here are some of the most constantly in-demand transferable skills.
  • Communication. Effective communication is essential in any role. ...
  • Organisation and planning. ...
  • Motivation and enthusiasm. ...
  • Initiative. ...
  • Teamwork. ...
  • Leadership skills. ...
  • Problem solving. ...
  • Flexibility.

How do you introduce yourself as an administrative assistant? ›

To answer the question 'tell me about yourself,' you should mention your educational qualifications, job experience, and skills. An example is, “I am a business administration graduate and I have been working as an administrative assistant for five years.

Why are you interested in this position? ›

I see this opportunity as a way to contribute to an exciting/forward-thinking/fast-moving company/industry, and I feel I can do so by/with my …” “I feel my skills are particularly well-suited to this position because …” “I believe I have the type of knowledge to succeed in this role and at the company because …”

How do you handle stress and pressure? ›

2. Commit to a Positive Attitude
  1. Decide what you can do. Pinpoint which parts of the situation you have the power to change or influence for the better. ...
  2. Get support. Find someone to talk to about your situation. ...
  3. Care for yourself. Take especially good care of yourself when stress in your life is high.

What motivates you in your work? ›

A great work environment

“The workplace environment often has the biggest impact on how motivated you are at work. You thrive when you are part of an upbeat, supportive environment that gets you "in the zone" that you need to be in so that you succeed.

What is the best answer for Tell me about yourself? ›

4) Remember W.A.P.

Every good answer to “tell me about yourself” should consist of: Work - This should make up about 80% of your answer. Focus on your previous experience and accomplishments here. Academic - 10-15% of your answer should then be about your academic background (university, academic achievements, etc.).

How do you answer the question why should I hire you? ›

The first thing you should do when answering “why should we hire you?” is to highlight any skills and professional experience that are relevant to the position you're applying for. To make your answer all the more valid, make sure to always back up everything you say with examples, experiences, and achievements.

How do you answer tell me about yourself in an interview for administrative assistant? ›

A strong sample answer to “tell me about yourself”

I also help prepare correspondence, presentations and reports. “I'm known for being a detail-oriented, well-organized team player. I never miss deadlines, I'm a good communicator and I can juggle multiple tasks at once.

How do you write a brief description of yourself example? ›

Sample answers:

I am a hard-working and driven individual who isn't afraid to face a challenge. I'm passionate about my work and I know how to get the job done. I would describe myself as an open and honest person who doesn't believe in misleading other people and tries to be fair in everything I do.

Is an administrative assistant higher than a receptionist? ›

While the two jobs are similar in nature, administrative assistants tend to have more responsibility than receptionists. Therefore, they typically earn more and can be required to have completed a higher level of formal education.

Is an administrative assistant just a receptionist? ›

Receptionists work at the front desk. Administrative assistants mainly work in the back office. Receptionists usually stay at the front desk to greet visitors. Administrative assistants may move throughout the office to perform their tasks.

What is a better title for administrative assistant? ›

Similar professions and job titles to an Administrative Assistant are Office Administrator, Program Coordinator, Office Associate, Program Assistant, Customer Service Specialist, Receptionist, Customer Service Representative and Salesperson.

How do you write a job description for a receptionist? ›

Serves visitors by greeting, welcoming, and directing them appropriately. Notifies company personnel of visitor arrival. Maintains security and telecommunications system. Informs visitors by answering or referring inquiries.

What are 3 responsibilities of a receptionist? ›

Receptionist Responsibilities

Greeting visitors. Managing security and telecommunications systems. Handling queries and complaints via phone, email and general correspondence. Transferring calls as necessary.


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