Piplhr
Finance & AdministrationJD · JS · KPIs

Administrative Assistant Roles and Responsibilities

The Administrative Assistant keeps paperwork, schedules and office tasks organised so managers and teams can focus on their core work. They coordinate calendars, prepare documents, maintain records and handle routine administrative processes.

Also known as: Admin Executive, Office Assistant, Executive Assistant

Build this role in Piplhr
Reports to
Office Manager or the executive supported
Department
Finance & Administration
Experience
0-3 years in an administrative role
Work location
Office-based or hybrid

Job Description (JD)

The responsibilities an Administrative Assistant owns and the duties they perform.

Responsibilities

  1. 1Coordinate schedules, meetings and travel
  2. 2Prepare and format documents accurately
  3. 3Maintain organised filing systems
  4. 4Process routine administrative requests
  5. 5Track action items and deadlines
  6. 6Keep confidential information private
  7. 7Support office and HR administration

Duties

Daily
  • Manage calendars, meetings and appointments
  • Prepare letters, documents and presentations
  • File and organise physical and digital records
  • Handle routine emails and queries
Weekly
  • Track and follow up on action items from meetings
  • Process expense claims and purchase requests
  • Coordinate travel and logistics
Monthly
  • Update records, trackers and contact databases
  • Support preparation of monthly reports

Job Specification (JS)

The job information and the skills this role needs.

Job information

Qualification
Bachelor's degree in any discipline
Experience
0-3 years in an administrative role
Work location
Office-based or hybrid
Working hours
Full-time, typically 9 hours a day, 5-6 days a week
Shift
Day shift
Employment type
Full-time

Technical skills

  • MS Office or Google Workspace
  • Calendar management
  • Document formatting
  • Data entry
  • Filing systems

Soft skills

  • Organisation
  • Keeping things confidential
  • Taking initiative
  • Written communication
  • Attention to detail

Tools used

  • Google Workspace or Microsoft 365
  • Calendar tools
  • Expense tools
  • Document scanners
  • Shared drives

Career path

  1. Office Assistant
  2. Administrative Assistant
  3. Executive Assistant
  4. Office Manager

KPI

How to measure whether an Administrative Assistant is succeeding.

KPIWhat it measuresReview
Task turnaroundRequests completed within agreed timeWeekly
Scheduling accuracyMeetings and travel arranged without errorsMonthly
Record completenessFiles and trackers up to dateMonthly

In Piplhr, KPIs become recurring daily and weekly reports that each person submits - see Reporting & KPI tracking.

Administrative Assistant FAQs

What does an Administrative Assistant do?

The Administrative Assistant keeps paperwork, schedules and office tasks organised so managers and teams can focus on their core work. They coordinate calendars, prepare documents, maintain records and handle routine administrative processes.

What are the main responsibilities of an Administrative Assistant?

Key responsibilities include: coordinate schedules, meetings and travel; prepare and format documents accurately; maintain organised filing systems; process routine administrative requests; track action items and deadlines.

What skills does an Administrative Assistant need?

Technical skills: MS Office or Google Workspace, Calendar management, Document formatting, Data entry, Filing systems. Soft skills: Organisation, Keeping things confidential, Taking initiative, Written communication, Attention to detail.

Who does an Administrative Assistant report to?

An Administrative Assistant typically reports to the Office Manager or the executive supported.

What qualifications are required to become an Administrative Assistant?

Bachelor's degree in any discipline, with 0-3 years in an administrative role.

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