Staff Assistant Job Description

Finding qualified, reliable individuals to join your staff is an essential step in growing your business. We’re here to make the hiring process as easy as possible for you. In this guide, we’ll cover all of the following:


WHAT TO INCLUDE IN A JOB DESCRIPTION

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.

3. RESPONSIBILITIES


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)

Staff Assistant Job Description

Below is our staff 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.

Staff Assistant Job Description

Job Overview:

Our staff assistant will provide the administrative support needed for senior staffers to do their jobs. They’ll take phone calls, answer emails, send faxes, and assist on a variety of special projects. We need them to be extremely versatile when on the job. They may be required to alter their routine on any given day, and they need to do so without letting anything fall through the cracks. From scheduling appointments to making copies, this job will include a wide variety of specific tasks.

Responsibilities:

  • Providing administrative support to staffers
  • Facilitating communication for employees and clients alike
  • Fielding phone calls, answering emails, and sending faxes
  • Scheduling and updating meetings and events in the calendar
  • Informing appropriate parties of any last-minute changes
  • Assisting with special projects
  • Completing necessary data entry and filing results
  • Making and confirming travel arrangements
  • Preparing conference rooms
  • Arranging new-hire paperwork and update database

Necessary Skills & Qualifications:

  • At least 1 year of experience in an assistant role
  • Strong organizational and time-management skills
  • Clear written and verbal communication
  • Familiarity with MS Office and calendar software
  • Ability to work under pressure
  • Basic understanding of HR regulations and labor laws
  • High school diploma (or equivalent)

Preferred Skills & Qualifications:

  • Bachelor’s degree in a business-related field
  • Formal training in project management principles
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3 STEPS TO TAKE WHEN HIRING EMPLOYEES

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.

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We recommend Gusto, a user-friendly payroll platform for small businesses. Try out their services and get one month free.

Sign up now

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.

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Find out how much the right insurance will cost you.

GET A QUOTE