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Office Assistant Job Description

What Does an Office Assistant Do?

A office assistant is typically a multi-purpose role that provides administrative, customer service and/or clerical tasks. These tasks generally include answering phones, scheduling appointments, typing correspondence and reports, filing, and other general office tasks.

Office Assistant Job Description Example

Missoula Legal Solutions is a law firm serving clients in Missoula, Montana, and the surrounding area. We are looking for a hard-working and detail-oriented office assistant to join our team. The office assistant will be an essential part of our law practice and, as such, must be committed to providing outstanding customer service to our clients, showing initiative, and going the extra mile.

Duties and Responsibilities:

The office assistant will be responsible for providing general administrative and clerical tasks to support the office. Duties include, but are not limited to:

Answering incoming phone calls and emails
Assisting clients in filling out forms
Scheduling client appointments and other meetings
Filing and organizing documents
Maintaining office supplies
Serving as a contact point for all clients
Executing other tasks assigned by management

Work Hours and Benefits:

The office assistant position is a part-time position, with work hours estimated at approximately 20 hours per week. The office assistant will be eligible for paid time off and medical leave benefits, in addition to a competitive hourly wage.

Qualifications:

The ideal candidate for the office assistant role will have the following qualifications:

Excellent customer service skills
Computer proficiency, including strong familiarity with Microsoft Office software
Strong verbal and written communication skills
Ability to multitask and prioritize tasks
Attention to detail and commitment to accuracy
Dependability

Training and Education:

No formal education or training is required, however, preference may be given to applicants with a high school diploma or equivalent, prior experience in office support or customer service roles, and/or legal experience.

If you are interested in joining a team of legal professionals and providing outstanding service to our clients, we encourage you to apply for this position. We look forward to hearing from you!

What to Include on an Office Assistant Resume or Job Posting

Common office assistant responsibilities

Answering and directing phone calls
Scheduling appointments and meetings
Maintaining filing systems
Preparing and editing correspondence, reports, and presentations
Greeting visitors and directing them to the appropriate person
Coordinating travel arrangements
Processing incoming and outgoing mail
Assisting with special projects
Ordering office supplies
Maintaining office equipment and supplies

Qualities & traits

Strong organizational skills: Office assistants must be able to prioritize tasks, manage their time efficiently, and keep track of multiple projects at once.
Communication skills: Office assistants must be able to communicate effectively with colleagues, customers, and vendors.
Attention to detail: Office assistants must be able to pay attention to the smallest details in order to ensure accuracy and efficiency.
Interpersonal skills: Office assistants must be able to work well with a variety of people, from colleagues to customers.
Flexibility: Office assistants must be able to adapt quickly to changing priorities and demands.
Problem-solving skills: Office assistants must be able to troubleshoot problems and come up with creative solutions.
Computer skills: Office assistants must be proficient in a variety of computer programs, such as Microsoft Office and other related software.
Knowledge of office procedures: Office assistants must be familiar with office procedures and protocols.

What a typical day looks like for an office assistant

An office assistant typically performs a range of administrative and organizational tasks on a daily basis. This could include managing incoming and outgoing telephone calls, filing and documentation, managing office supplies, dealing with mail and organising records. They may also be responsible for providing basic IT support – such as setting up computers and printers and resolving basic technical issues. An office assistant may be called upon to perform administrative tasks such as scheduling appointments, preparing and circulating documents, making travel arrangements or inputting data into a computer system.

Compatible jobs and work history

Office assistants are often the backbone of an organisation, providing essential administrative and organisational support to help ensure a business runs smoothly. While previous office assistant experience can be helpful, there are a number of other compatible job titles and work histories that can be just as effective for a successful office assistant. These positions may include roles in customer service, data entry, reception, administrative and executive support, and general office management. Additionally, those with experience in retail, hospitality, and other customer-facing positions can bring a valuable customer service-oriented approach to the job. Here are five compatible job titles for an office assistant position:

Customer Service Representative
Receptionist
Data Entry Clerk
Administrative Assistant
Executive Support Professional
Office Manager
Retail Associate
Hotel Desk Clerk
Front Desk Attendant
General Office Clerk

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