Admin Assistant Job Description: 5 Things You Don’t Want to Forget

November 13th, 2017 Written by: Molly Masterson

Admin assistants are vital to business operations. Their ability to keep the entire team organized and operating smoothly while under immense stress is what makes them worth their weight in gold. A good admin is also reliable and consistent while being self-sufficient—something you might not be able to say about every member of your team.

But a good admin assistant with the right skillset  is hard to nab. With admin assistants, secretaries, receptionists, and other office support positions included in the top 10 roles that employers struggle to fill, there is a shortage of qualified talent with a high level of competition. Luckily for you, an outstanding job description can help you stand out from the crowd and attract top talent.

With over 50 years of experience in administrative staffing, we know a thing or two about how to attract top admin talent. To help you create a compelling job description that applicants can’t ignore, here are the five things you don’t want to forget in an admin assistant job description.

1. Don’t Call Them a Secretary

It’s a common mistake that happens all of the time, but admin assistants are much more than a secretary. In many cases, they are the lifeblood of the office making sure everything and everyone is running smoothly.

To really attract quality applicants, honor the value of their work in the job description by detailing their specific duties and the benefits they offer the team. For example, write, “Organize and maintain the company’s electronic and hardcopy file system so team members can easily find vital documents.” This sounds a lot more important than, “Organize and maintain the company file system.”

2. Mention Job Benefits

To entice candidates, it’s important to include the benefits that come with the job. And considering that admin assistants are frequently part-time hires, benefits can be scarce for candidates to come across.

Show candidates that you care by highlighting the benefits you do offer for admins. It doesn’t need to be as complex as health and dental, either. It can as simple as a 401k or paid time off. The bottom line is to make sure you address the position’s benefits somewhere in your job description.

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3. Sell Your Company and Culture

Your potential admin assistant should want to work for you. Show candidates why your company is an amazing and special place to work by sharing a little bit of your culture and team. Because admins are a resource for the whole team, this will also give candidates a feel for the individuals they’ll be working with. Showcasing your company, culture, and team members in your job description helps you to begin finding that perfect fit right away.

4. Qualify Candidates Upfront

Just like sales teams need to qualify leads, it’s important that recruiters qualify candidates. Be clear about the skills, education, and experience you require from candidates. This will immediately weed out unqualified admins and give your position a level of prestige that applicants will work hard to earn.

To further reduce the number of unqualified applicants, indicate on your job listing that only qualified candidates will be contacted. This has a twofold effect, allowing your to reduce the number of under qualified applicants but also attract more hard-working candidates.

5. Clarify Employee Type or Classification

Any employer would agree that the worst feeling is finding a great hire and watching them walk away because of mismatched expectations. With admins occasionally serving as part-time and hourly employees, it’s important to clarify the position’s time commitment and compensation. These clarifications are important as they set candidate expectations before they apply or come in for a job interview. You don’t have to include the exact rate or pay they will receive—but offering a salary range and type of employment will go a long way to match expectations.

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A good admin increases productivity for the whole office. Let us help connect you with the right administrative assistant candidates. Get in touch by filling out our request talent form.

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