A good job description should include a company overview and job overview, as well as an explanation of the associated responsibilities, skills & qualifications, and work environment. Below are some general guidelines for writing each of these sections effectively.
1. COMPANY OVERVIEW
Providing an accurate, concise description of your business is a great way to attract the right employees. Think of this section as an advertisement for your company -- why should prospective employees want to join your team?
Some useful things to include here are:
- Core company values
- Mission statement
- Brief history of your organization
- Anticipated growth
- Business goals
2. JOB OVERVIEW
In a few sentences, describe the purpose, importance, and fundamental qualities of the position being offered. No need to be too specific or comprehensive here -- the idea is to provide a zoomed-out image of the role the applicant would be filling in your company.
This is where you’ll outline the specific day-to-day responsibilities of the job. Bullet-point format is typically the most practical way to present this information.
4. NECESSARY SKILLS & QUALIFICATIONS
List in bulleted format the skills & qualifications that are absolutely essential to this position. Consider as many specific conditions of the job as possible in order to create a complete list of qualifications an applicant must have in order to succeed.
5. PREFERRED SKILLS & QUALIFICATIONS
List in bulleted format the skills & qualifications that are not essential, but would make an applicant more eligible for the position being offered.
6. WORK ENVIRONMENT
Describe the environment in which the applicant would be spending most of their time. In this description, include information about:
- Company culture
- Pace of work
- Amount of collaborative vs. independent activity
- Who the employee will report to (or vice versa)
Below is our administrative assistant job description. You can post it as-is to an online job board like ZipRecruiter, or download and customize it to match the unique aspects of your business. Keep in mind that adding a custom company overview and description of the work environment (outlined above) will help you draw in the right applicants.
Administrative Assistant Job Description
Our Administrative Assistant is in charge of keeping our office running as smoothly as possible. They’ll work closely with senior managers to set meetings, coordinate schedules, and service high-level clients. They’re tasked with filling the gaps between different departments and keeping all employees on the same page. Our Administrative Assistant must be exceptionally intuitive and able to spot and fix potential issues before they turn into major problems. The ideal candidate will have exceptional record keeping skills and the ability to rapidly retrieve or recall information as needed.
- Organize schedules for senior managers
- Inform departments of changes or updates
- Coordinate software updates as needed
- Record and organize data so it’s easy to retrieve
- Assist on special projects and provide input
- Answer and direct phone calls
- Send and receive emails and faxes
- Make travel arrangements for senior managers
- Maintain the company contact list
- Order new office supplies and coordinate deliveries
- Support clients and provide general customer service
- Prepare and submit expense or financial reports
Necessary Skills & Qualifications:
- High school diploma or equivalent
- Minimum of one year of experience as an administrative assistant
- Experience with bookkeeping or financial accounting principles
- Experience with basic office software
- Excellent organizational skills
- Ability to develop and maintain a functional filing system
- Superior time management skills
- Excellent people skills
Preferred Skills & Qualifications:
- Associate degree in administrative or secretarial studies
- Minimum of three years as an administrative assistant
ENSURE LEGAL COMPLIANCE
Hiring employees can be an intimidating and time-consuming process, but it doesn’t have to be. We’ve created a hiring compliance checklist to help you get over the legal hurdles with ease. From obtaining an Employer Identification Number (EIN) to confirming work eligibility, our guide covers everything you need to know.
SET UP PAYROLL
Even if your business only has a few employees, setting up a payroll service can save you time for running your business and also ensure that your company is compliant with important federal requirements, such as employee withholding.
We recommend Gusto, a user-friendly payroll platform for small businesses. Try out their services and get one month free.
ACQUIRE WORKERS' COMP INSURANCE
Workers’ compensation insurance provides financial and legal protection for your business and its employees.
Whether or not you need workers’ comp insurance for your company depends on the nature of the job, the employer-employee relationship, and the unique regulations of your state.