Office Assistant Job Description Guide (2025)

Hiring an Office Assistant should be fast, compliant, and crystal clear. This guide gives you copy‑paste job description templates, a complete duties list, skills and requirements, salary guidance, KPIs, and screening tools so you can post confidently today.

What does an Office Assistant do?

When you need the hub that keeps a busy office on track, an Office Assistant is the role. Use this definition to set scope, avoid role creep, and align expectations across your team.

An Office Assistant keeps daily operations running smoothly by handling clerical tasks, scheduling, visitor reception, data entry, and basic office coordination. They support teams with document management, phones and email, supplies, and simple bookkeeping. In many small businesses, the Office Assistant is the first point of contact and the backbone of administrative workflows.

Key duties and responsibilities

Clear, specific responsibilities attract qualified applicants and reduce mismatches. Use or trim these tasks to reflect your tools, service levels, and actual workload.

Call out the systems candidates will use and the volume they should expect. If you’re hiring for a hybrid or front‑desk‑heavy role, prioritize those duties at the top of your list so candidates self‑select.

Administrative and clerical

• Create, format, and proofread documents, spreadsheets, and presentations
• File and retrieve records (electronic and physical) with consistent naming conventions
• Enter and verify data across CRMs, ERPs, and shared drives
• Manage document signatures and routing using e‑signature tools
• Prepare mailers, labels, and basic reports for distribution
• Maintain office policies, procedures, and how‑to guides
• Process expense receipts and code invoices for approval

Front desk and customer support

• Greet visitors, manage badges, and maintain sign‑in logs
• Answer and route calls; monitor voicemail and shared inboxes
• Respond to basic customer inquiries with approved scripts or FAQs
• Coordinate deliveries, couriers, and building access
• Keep reception and common areas tidy and presentable
• Escalate service issues to the right team with complete details

Scheduling and coordination

• Manage calendars; schedule meetings, rooms, and video links
• Prepare meeting agendas, take notes, and track action items
• Book travel and accommodations per policy; reconcile itineraries
• Coordinate onsite events, trainings, and catering
• Monitor deadlines and reminders; follow up on outstanding tasks

Operations support

• Track and replenish office supplies; work with vendors to control costs
• Sort, scan, and distribute mail; prepare shipping labels and pick‑ups
• Assist with basic bookkeeping support (AP/AR prep, deposits)
• Open/close office procedures and safety checks as assigned
• Partner with IT and Facilities on equipment set‑up and moves
• Support HR with onboarding logistics (badges, desks, accounts)

Required skills and qualifications

Balance must‑have skills with teachable ones to keep the candidate pool strong. Use these menus to set a fair, clear bar and highlight the tools your Office Assistant will use daily.

Describe proficiency levels where helpful (e.g., beginner vs intermediate spreadsheets), and mark “preferred” vs “required” to remain inclusive. Keep requirements realistic to avoid deterring qualified, trainable talent.

Hard skills and tools

• Microsoft 365 or Google Workspace (Docs/Sheets/Slides)
• Calendar tools (Outlook, Google Calendar) and Zoom/Teams/Meet
• Phone systems and shared inbox/CRM (e.g., RingCentral, HubSpot, Salesforce)
• E‑signature platforms (DocuSign, Adobe Acrobat Sign)
• Basic bookkeeping software (QuickBooks, Xero) and invoice coding
• File management and scanners; PDF editing and form creation
• Comfort with ERPs or ticketing tools (e.g., NetSuite, Zendesk, JSM)

Soft skills

• Organization and time management under shifting priorities
• Clear written and verbal communication with service mindset
• Attention to detail and data accuracy
• Professionalism and discretion with confidential information
• Problem solving and follow‑through to closure
• Teamwork across departments and vendors

Education and experience

• High school diploma or equivalent required; associate degree preferred
• 1–3 years in clerical, receptionist, or administrative support. Entry‑level variants welcome; no experience required with training.
• Industry compliance a plus: HIPAA awareness (medical), e‑filing/court rules (legal), FERPA (education), donor data (nonprofit)
• Typing speed and accuracy benchmarks as applicable (e.g., 45+ wpm)

Reporting structure and work environment

Great hires want to know where they fit and how they’ll succeed. State who they report to, who they support day to day, and how work flows across teams.

Use the collaboration map below to show cross‑functional touchpoints. Setting work environment and physical requirements up front also supports ADA compliance and reduces surprises.

• Typical reporting lines: Office Manager, Operations Manager, Administrative Services, or Practice Manager (industry).
• Collaboration map: Finance/AP, HR/People, IT/Help Desk, Facilities/Building Management, Sales/Customer Service, and External Vendors.

Work environment and physical requirements set expectations and support ADA compliance.

• Environment: Onsite, hybrid, or remote; specify days onsite and core hours
• Physical: Prolonged sitting/standing, lifting up to 20 lbs, moving boxes/equipment occasionally, frequent typing and phone use
• Equipment: Computer, headset, multi‑function printer/scanner, VoIP phone, access badge

Compensation: salary, benefits, and pay transparency

Pay transparency is now expected and, in many jurisdictions, required. Anchor your range to credible data, then localize and disclose your FLSA status to stay compliant.

List your benefits clearly and avoid vague language (“competitive pay”). Candidates convert faster when they can assess total compensation up front.

• National snapshot: Typical Office Assistant salary ranges from $36,000–$50,000 annually ($17–$24/hour). The broader 10th–90th percentile ranges around $31,000–$58,000, depending on industry and location.
• Localize: Adjust using BLS Occupational Employment and Wage Statistics (OEWS), O*NET role match, and your internal pay bands. High‑cost metros may exceed national medians by 15–35%.

Benefits to list clearly:

• Medical, dental, vision; HSA/FSA
• 401(k) with match
• Paid time off, sick leave, and holidays
• Commuter, phone, or home‑office stipend (if hybrid/remote)
• Professional development and training
• Parental leave and employee assistance program

Compliance‑ready pay transparency language (edit for your jurisdiction):

• “The base pay range for this Office Assistant role is $XX–$YY per year/hour. Actual pay is based on location, skills, experience, and internal equity. This role is non‑exempt and eligible for overtime in accordance with applicable laws.”

Copy‑paste Office Assistant job description template

Post faster with a compliant, ready‑to‑edit template. Replace bracketed fields and tailor duties to your stack. Keep the pay range and FLSA status visible to meet transparency requirements where applicable.

Job Title: Office Assistant

Location: [City, State] | Schedule: [Onsite/Hybrid/Remote; days/hours]

Employment Type: [Full‑time/Part‑time] | FLSA: [Non‑exempt]

About [Company]

[1–2 lines on what you do, who you serve, and your values. Example: We’re a growing, customer‑obsessed services firm helping 2,000+ clients streamline operations.]

Role overview

The Office Assistant keeps daily operations running smoothly by handling reception, scheduling, document management, data entry, and basic bookkeeping support. You’ll report to the [Office/Operations] Manager and partner with HR, Finance, IT, and Facilities to deliver a great employee and visitor experience.

Key duties and responsibilities

• Greet visitors, answer calls/emails, and route requests promptly
• Create and maintain documents, spreadsheets, and presentations
• Enter, verify, and update records in [CRM/ERP/HRIS]
• Manage calendars, meetings, rooms, and video links
• Prepare mailings; sort and ship incoming/outgoing mail and packages
• Track and order office supplies; coordinate vendors
• Assist with invoice coding, receipts, and deposits
• Support onboarding logistics (badges, desks, accounts)
• Maintain tidy reception and shared spaces; uphold office policies
• Escalate issues with context and follow through to resolution

Skills and qualifications

• Proficiency with [Microsoft 365/Google Workspace], Zoom/Teams, and shared calendars
• Experience with [DocuSign/Adobe Sign], [QuickBooks/Xero], and [RingCentral/phone system] a plus
• Organized, detail‑oriented, and service‑minded communicator
• Ability to handle confidential information with discretion
• [1–3]+ years in office/admin support; [HS diploma] required; [AA preferred]

Work environment and physical requirements

• [Onsite/hybrid/remote] with core hours of [XX–YY]; occasional overtime during peak periods
• Frequent typing/phone use; ability to lift up to 20 lbs; reasonable accommodations available

Compensation and benefits

• Pay range: $[XX,XXX]–$[YY,YYY] per [year/hour]; actual pay based on location, skills, and experience
• Benefits: [Medical/Dental/Vision], PTO, holidays, 401(k) with match, [stipends/perks]

Reporting line and growth

• Reports to: [Title] | Collaborates with: HR, Finance, IT, Facilities
• Growth path: Office Coordinator, Administrative Assistant, or Operations Specialist

EEO, inclusion, and accommodations

[Company] is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you need a reasonable accommodation during the application or interview process, contact [email/phone].

Background checks and at‑will

Employment may be contingent on a background check consistent with local laws. Employment is at‑will where permitted.

How to apply

Submit your resume to [email/app link]. Optional: Include a brief note on your favorite productivity tip or calendar hack.

Template includes

• Company summary and role overview
• Duties and responsibilities
• Skills, requirements, and tool stack
• Schedule, location, and work environment
• Pay range and benefits with pay transparency
• Reporting lines and growth path
• EEO/ADA, background check, and at‑will statements
• Clear application instructions

Role-specific variants (ready to use)

Use these trimmed versions to match intent quickly. Choose the variant that mirrors your schedule, location, and front‑of‑house needs.

Front Desk Office Assistant (Template)

Job Title: Front Desk Office Assistant | Location: [City] | Schedule: [Onsite]

Overview: Be the first impression for visitors and callers while keeping reception, scheduling, and office coordination on track.

Key duties

• Greet and badge visitors; maintain lobby and sign‑in logs
• Answer multi‑line phones; triage shared inbox inquiries
• Schedule conference rooms; set up AV/video links
• Coordinate deliveries, couriers, and building access
• Prepare visitor materials and guest Wi‑Fi
• Maintain supplies for front‑of‑house; escalate facilities issues

Requirements

• Front desk/reception experience; professional presence
• Phone system and calendar proficiency; strong customer service
• Comfort with building/vendor coordination and basic security procedures

Part-Time Office Assistant (Template)

Job Title: Part‑Time Office Assistant | Schedule: [XX hours/week; days]

Overview: Provide flexible admin support across reception, scheduling, and document tasks during peak hours.

Key duties

• Cover phones and lobby during [time window]
• Process mail and shipments; update records
• Prep documents and forms; support AP/AR as needed
• Coordinate calendars for recurring meetings

Requirements

• Availability [days/times]; reliability and punctuality
• Proficiency with [Google Workspace/Microsoft 365]
• Detail orientation; ability to switch tasks quickly

Remote Office Assistant (Template)

Job Title: Remote Office Assistant | Schedule: [Time zone and core hours]

Overview: Support teams virtually with calendars, documents, shared inboxes, and vendor coordination.

Key duties

• Manage shared inbox SLAs; route tickets in [Zendesk/JSM]
• Prepare docs/spreadsheets; coordinate virtual meetings
• E‑sign routing and file hygiene in cloud storage
• Order supplies and coordinate remote shipments
• Follow security policies for PII and device usage

Requirements

• Reliable internet; distraction‑free workspace
• Tools: [Google Workspace/M365], Zoom/Teams, Slack, password manager
• Experience handling confidential information; availability [core hours]
• Familiar with MFA and least‑privilege access principles

Entry-Level Office Assistant (Template)

Job Title: Entry‑Level Office Assistant | Training provided

Overview: Start your admin career with hands‑on training in reception, scheduling, and office ops.

Key duties

• Greet visitors; answer phones with provided scripts
• Create basic documents; update records accurately
• Schedule meetings; set up rooms and video links
• Support mail, supplies, and event logistics

Requirements

• HS diploma or equivalent; eagerness to learn
• Clear communication; attention to detail
• Familiarity with Google or Microsoft tools a plus

How to customize your job description (size, industry, and tool stack)

Write for your reality: scope, compliance, and tools. Follow these steps to tailor responsibly so candidates know exactly what success looks like.

Focus the scope first, then layer in industry and software. Close by clarifying access levels and availability, especially for hybrid or distributed teams.

1) Define scope by size

• Small business: Broad generalist; include vendor management and light bookkeeping.
• Mid‑market: Clear swim lanes; emphasize coordination and SLAs with Finance/IT.
• Enterprise: Narrow scope, higher volume; include ticketing tools and compliance workflows.

2) Add industry specifics

• Medical: HIPAA training, PHI handling, EHR scheduling.
• Legal: Court calendars, e‑filing portals, dictation/transcription.
• Nonprofit: Donor CRM, event support, grant deadlines.
• Education: FERPA, student records, campus coordination.

3) Map the tool stack and access

• List software by name plus level of access (viewer/editor/approver).
• Note data sensitivity (PII/PHI) and required security practices (MFA, device encryption).
• Include availability windows and time zones for distributed teams.

Small business vs mid-market vs enterprise

Use these cues to calibrate scope, autonomy, and volume by company size.

• Small business: One person wearing many hats; prioritize autonomy and cross‑training.
• Mid‑market: Balance throughput and collaboration; state SLAs and hand‑offs.
• Enterprise: Specialization and scale; integrate with ticketing/queue systems and SOPs.

Industry nuances (medical, legal, nonprofit, education)

Highlight the compliance and workflow details that matter most in your sector.

• Medical: HIPAA, BAAs with vendors, secure faxing, patient intake.
• Legal: Matter management, conflict checks, deadlines/court rules.
• Nonprofit: CRM segmentation, donor privacy, fundraising events.
• Education: Student privacy (FERPA), registrar coordination, campus security.

Tooling map and access levels

Spell out the stack and permissions so candidates understand day‑to‑day tools.

• Productivity: Google Workspace/M365 (editor)
• Comms: Slack/Teams (standard), Zoom/Teams (host)
• Phones: VoIP (call routing)
• Records: CRM/ERP/HRIS (data entry)
• Finance: AP/AR (submitter), expense tools (editor)
• Security: MFA, password manager, least‑privilege access

KPIs and performance standards for Office Assistants

Set objective metrics so expectations are clear from day one. Include 3–5 KPIs in your job description and use the same targets in onboarding and reviews.

Choose metrics that map to your tools and service levels, then make them visible to stakeholders. This alignment improves ramp time and reduces rework.

• Response time: 90% of calls/emails acknowledged within 1 business hour
• Data accuracy: 99% error‑free entries in CRM/ERP per month
• Scheduling reliability: <2 reschedules per 50 meetings due to admin error
• Ticket turnaround: 90% of admin requests closed within 2 business days
• Visitor experience: 95% “satisfied” rating on lobby surveys
• Document SLA: Standard forms prepared within 24 hours of request
• Supply readiness: Zero stock‑outs on critical items per quarter

Sample JD phrasing: “Success in this role looks like 99% data accuracy, acknowledging inquiries within 1 hour, and closing 90% of admin requests within 2 business days.”

Screening: interview questions, work samples, and scoring rubric

Evaluate how candidates work, not just what they claim. Use structured questions, practical exercises, and a simple rubric to keep hiring equitable and predictive.

Favor skills demonstrations over personality tests for this role. Short, real‑world tasks surface accuracy, prioritization, and tool fluency.

Interview questions

• Walk me through how you triage a busy shared inbox at 9 a.m.
• Tell me about a time you caught and corrected a data error—how did you prevent repeats?
• How do you handle overlapping calendar requests from two leaders?
• Which tools help you stay organized, and why?
• Describe a difficult visitor or caller interaction and the outcome.
• How do you protect confidential information in your workflow?

Work samples

• Calendar exercise: Schedule a 6‑person meeting across time zones with room/Zoom link and agenda; identify conflicts.
• Data task: Clean a short contact list (duplicates, formatting) and upload to a sample spreadsheet with validation.

Scoring rubric (1–5 scale)

• Organization and prioritization (clear, defensible choices)
• Tool proficiency (appropriate features used efficiently)
• Accuracy and attention to detail (low/no errors)
• Communication clarity (concise, professional)
• Judgment and escalation (knows when/how to escalate)

Compliance checklist for your job post

Keep your posting compliant and inclusive across jurisdictions. Confirm with counsel for your state/city to reflect current laws and any required notices.

Use straightforward, bias‑free language and distinguish “required” from “preferred.” When in doubt, err on the side of transparency.

• EEO statement affirming equal opportunity and inclusion
• ADA accommodation language and contact method
• Pay transparency: visible range and factors per local laws (e.g., CA, CO, NYC, WA)
• FLSA status (likely non‑exempt) and overtime eligibility
• Background check disclosure and any conditional offer timing
• At‑will employment statement (where applicable)
• Clear work location, schedule, and physical requirements
• Avoid exclusionary language (e.g., “young,” “native English,” “perfect health”)
• Minimum qualifications only; mark “preferred” vs “required” distinctly

Office Assistant vs Administrative Assistant vs Office Administrator

Choose the title that matches scope and level to attract the right candidates. Aligning title to responsibilities reduces confusion on pay band, autonomy, and growth path.

• Office Assistant: Executes clerical/front‑desk tasks, scheduling, and general coordination; broad support; entry to early‑career; non‑exempt.
• Administrative Assistant: Deeper support to specific leaders/teams; complex scheduling, prep, and information management; higher autonomy; often higher pay band.
• Office Administrator: Oversees office operations, vendors, budgets, and policies; may supervise assistants; process ownership and reporting; stepping stone to Operations/Facilities.

FAQs

Q: How do I write an office assistant job description that attracts great candidates?

A: Lead with a clear role overview, list 8–12 concrete duties tied to your tools, specify 3–5 must‑have skills, post a real pay range, and state schedule/location. Keep requirements realistic to avoid shrinking your pool.

Q: What KPIs should I include?

A: Use response time, data accuracy, ticket turnaround, scheduling reliability, and visitor satisfaction. Phrase them as targets (e.g., “99% accuracy; 90% of requests closed in 2 days”).

Q: Who should the role report to?

A: Small business: Owner/Office Manager. Mid‑market: Operations/Facilities/Administrative Services. Enterprise: Admin Services or Business Operations. State this explicitly in your JD.

Q: How do pay transparency laws affect my posting?

A: In jurisdictions like CA, CO, NYC, and WA, you must post a bona fide pay range and sometimes benefits. Include the range, factors (skills/location), and FLSA status.

Q: What’s the growth path for an Office Assistant?

A: Common next steps are Office Coordinator, Administrative Assistant, Operations Specialist, or Facilities Coordinator, depending on interest and company size.

Q: How do I tailor for remote or hybrid work?

A: Add core availability windows and time zone expectations. Include security requirements (MFA, password manager), equipment, and response SLAs for shared inboxes and tickets.

Q: What benefits matter most for this role?

A: PTO, schedule predictability, health coverage, and a 401(k) match matter most. Learning stipends, commuter/home‑office support, and clear overtime eligibility also help.

Q: How can I set entry‑level vs experienced requirements?

A: Keep the floor low (HS diploma; willingness to learn) and mark advanced tools/industry compliance as “preferred.” Emphasize training and growth to widen the pool.

Q: What’s a strong skills test?

A: A 20–30 minute calendar coordination and a short data‑cleaning exercise predict success better than generic personality tests.

Q: How do I localize salary ranges?

A: Start with BLS/OEWS for the matching occupation and compare with O*NET duties. Layer in cost‑of‑labor adjustments for your metro, then align with internal bands and budget.

Q: What should a 30/60/90‑day plan include?

A:

• 30: Learn tools, policies, and core workflows; shadow front desk
• 60: Own recurring tasks and calendars; hit response/accuracy SLAs
• 90: Improve a process; document an SOP; cross‑train in AP/AR or facilities

Sources and update note

• U.S. Bureau of Labor Statistics (BLS), Occupational Employment and Wage Statistics: Office and Administrative Support roles; Office Clerks, General; Secretaries and Administrative Assistants
• O*NET OnLine: Task lists and technology skills for office support occupations
• State and city pay transparency resources (e.g., Colorado Equal Pay for Equal Work Act, NYC Pay Transparency Law)

Updated for 2025. Salary figures reflect the latest BLS/O*NET data available at time of publication plus common market benchmarks. Always localize ranges to your city and industry.