Job description · Admin and executive support · Full-time
Administrative Assistant job description
An administrative assistant keeps an office's paperwork, records, and schedules in order. In a remote setup they become the team's operations backbone: documents filed correctly, forms processed on time, and nothing lost between people.
Responsibilities
- Maintain digital filing systems and naming conventions so anyone can find a document
- Prepare letters, forms, reports, and meeting materials from templates
- Manage shared calendars, room or video links, and meeting logistics
- Track office subscriptions, renewals, and supplier contracts
- Answer and route internal and external requests by email or chat
- Keep contact lists, vendor records, and employee directories current
- Compile simple weekly reports from spreadsheets and systems
Requirements
- Two or more years of administrative experience
- Strong spreadsheet basics: sorting, filtering, lookups, and clean formatting
- Professional written English and consistent formatting habits
- Discretion with confidential employee and client information
- Organized enough to keep many small deadlines without dropping one
- Polite persistence when chasing signatures and approvals
Tools
- Google Drive or SharePoint
- Google Sheets or Excel
- DocuSign or PandaDoc
- Slack or Teams
What success looks like after 90 days
- Shared drives follow one structure and naming rule
- All renewals and contract dates sit in one tracker with reminders
- A weekly admin report goes out on the same day every week
Screening questions
Ask these before you book an interview.
- Describe the filing system you maintained in your last role.
- How comfortable are you with spreadsheets, from 1 to 10, and why?
- Have you handled confidential HR or client records?
- This is a full-time role working set hours each business day. Can you commit to that schedule?
Interview questions
- Show me how you would organize a messy shared drive with 2,000 files.
- Tell me about a deadline you tracked that everyone else had forgotten.
- How do you chase someone for a signature without annoying them?
- What do you do when two managers give you conflicting instructions?
- Which report have you built that people actually used?
Hiring tip
Ask candidates to format a short, messy document to your style guide in a test. Consistent formatting is the quickest signal of an administrator who will keep your systems tidy.
Administrative Assistant hiring FAQ
What does a Administrative Assistant do?
An administrative assistant keeps an office's paperwork, records, and schedules in order. In a remote setup they become the team's operations backbone: documents filed correctly, forms processed on time, and nothing lost between people. Day to day, the role covers work such as: maintain digital filing systems and naming conventions so anyone can find a document, prepare letters, forms, reports, and meeting materials from templates, and manage shared calendars, room or video links, and meeting logistics.
How much does it cost to hire a full-time Administrative Assistant from the Philippines?
We place a full-time Administrative Assistant from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund. The price is a flat monthly rate for a dedicated full-time hire.
What skills should a Administrative Assistant have?
Look for: two or more years of administrative experience, strong spreadsheet basics: sorting, filtering, lookups, and clean formatting, professional written English and consistent formatting habits, and discretion with confidential employee and client information. Common tools include Google Drive or SharePoint, Google Sheets or Excel, DocuSign or PandaDoc, and Slack or Teams.
What should a Administrative Assistant achieve in the first 90 days?
Shared drives follow one structure and naming rule, all renewals and contract dates sit in one tracker with reminders, and A weekly admin report goes out on the same day every week.
Can I copy and edit this Administrative Assistant job description?
Yes. Copy it with one click, edit it for your business, and post it anywhere. For a version built from your own task list, open it in our free job description generator, or book a strategy call and we will find the hire for you.
Want us to find your Administrative Assistant?
We place a full-time Administrative Assistant from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund.