This page provides information on how to describe your previous administrative assistant experience in your resume’s job description or work history section.
Administrative Assistant Duties & Responsibilities Topics
How To Describe Your Past Administrative Assistant Experience
To land the interview, you need to describe your past job experience in a clear and concise way to keep the attention of the employer.
It is very important to change your resume for each job you apply to. There may not be many changes from job to job, but take some time to review the employer’s job listing and see how they describe the job. Describing your past experience in the language of their job listing is a crucial step in any job search.
Once you have a good idea about what they’re looking for in an employee, you can now make connections and think about how it relates to your previous experience. We can describe our past work history a number of ways:
Administrative Assistant Job Description Duties
Job description duties are the tasks and responsibilities of the job.
Job duties can be about daily tasks you had to accomplish or long term planning that was essential to your job. Duties can also describe your responsibilities and how they related to the company as a whole.
Your job description duties, no matter what they’re about, should be phrased in the language of an accomplishment when possible. As one example, if you use numbers or percentages in your job description you will want to place those numbers into a larger context.
Did you meet departmental goals with those percentages? Did you beat your own personal goals? You will want to be specific about the numbers and percentages while also taking care to place them into a broader context.
For a ton of different job description duties examples, click here or scroll down.
Administrative Assistant Job Description Skills
Another way to talk about your past work experience is by listing specific admin assistant job-based skills.
Because an administrative assistant is a job with a lot of different functions, job-based skills for it are usually not
Administrative Assistant Job Description Examples
Non Profit | Human Resources | Legal | Medical | Business | Financial | Government
Non-Profit Admin Assistant Job Description Examples
- Responsible for management of the Senior Minister’s calendar, correspondence (voicemail, e-mail, regular mail, etc.), and speaking engagements.
- Assisted in development and production for printed materials, brochures, signage, and other marketing pieces. This includes design of graphics or graphic concepts for events
- Maintained employment files, database, and applicant training and education certifications.
- Developed, implemented, and maintained a resource management tool (book text, magazine and newspaper articles, etc.) in support of sermon development and authorship of articles, books, and other publications.
- Provided assistance and support during audits, program reviews, surveys and system appraisal as required.
- Assisted the Statewide Conference & Events Manager by managing phone calls, calendar, travel, and other department logistics as assigned.
- Maintained Salesforce database contacts with the most recent emails from district personnel
- Worked in conjunction with the Safety Officer to update, maintain, and develop annual staff training plan.
- Assisted with developing an annual departmental budget and managed spending to budget for the Senior Minister.
- Assembled materials, schedules and coordinates the monthly new employee and supervisor orientations, as well as other training and staff development opportunities for employees.
HR Human Resources Admin Assistant Job Description Examples
- Assisted HR manager with all end of year reports, updates, and compliance matters, to include 1-9 reverification, EEOC-1 report, Workman’s Compensation and OSHA required postings etc.
- Processed bi-weekly payroll for 7 branches including final checks as needed for 200+ employees.
- Managed wage deductions including medical, garnishments and 401k.
- Experienced with Cobra procedures and paperwork.
- Coordinated Benefits Management including providing information to employees, adding and terming employee benefits.
- Completed Forms I-9, verified I-9 documentation and maintained I-9 files.
- Processed online investigation requests and assisted with new-employee background check.
- Performd HRIS data entry and personnel file maintenance.
- Assisted employees and supervisors with basic interpretation of HR policies and procedures.
- Processed bi-weekly payroll reports including hire dates, PTO calculations, monthly new hire report to EDD, & wage garnishments.
Legal Admin Assistant Job Description Examples
- Processed collection letters and other legal documents for the attorney’s review.
- Prepared/revised correspondence, pleadings, documents and other clerical assignments as directed.
- Maintained the collections manual and training materials.
- Performed research on laws, regulations, bank policies, and processed legal invoices, prepared litigation reports and organized and presented the results in Word, Excel, PowerPoint, or flowcharts formats as directed.
- Acted as liaison between attorneys and internal departments, as well as outside agencies.
- Prepared and finalized mail, certified parcels, overnight packages, other packets for delivery by deadline.
- Maintained attorney calendars, CLE, and reports.
- Handled a wide variety of complex and confidential, time-sensitive material.
- Prepared drafts of legal documents such as affidavits, motions, corporate minutes, contracts and other legal documents.
- Supported the work of the attorneys by demonstrating knowledge and status of current cases and projects, utilizing available resources in order to achieve.
Medical & Healthcare Admin Assistant Job Description Examples
- Performed medical claims research, appeals and related follow up using EMR.
- Review each exam report for accuracy prior to submission to the physician for final review and approval.
- Documented all communication in reference to the authorization from patients, insurances, and providers accordingly in a communication log in the patients electronic health record
- Assisted in the retrieval of diagnostic tests for scanning into proprietary software applications.
- Ordered medical scrubs, supplies, etc. As directed by the Program Coordinator / Associate Program Director.
- Responsible for front office duties such as: answering telephones, scheduling and confirming appointments, preparing schedules, data entry (including referral contracts, post appointment information), and general filing.
- Responsible for completing Home Health and Durable Medical Equipment referral and forms.
- Maintained strict compliance with all pertinent laws and regulations (HIPAA, OSHA)
- Experienced in screening and classifying wounded, sick, or injured patients.
- Used interpersonal, verbal and written communication skills while utilizing medical terminology in the appropriate settings.
Business Admin Assistant Job Description Examples
- Completed expense reports, maintaining schedules, plan events, and coordinate meetings and events for our Fulfillment Center Staff.
- Ensured that office supply room and kitchen were kept neat and orderly and properly stocked (e.g. fill coffee maker; fill toner in printers and copiers).
- Assisted with office security responsibilities, such as managing building access cards, keys, or emergency procedures.
- Experience with purchasing, accounts payable and accounts receivable; and working with invoices, monthly reconciliation of purchases, billing, and collections.
- Worked with our various vendors to order plants, artwork and decorations, office furniture, employee/client gifts or anything that may be requested.
- Worked with USPS FedEX and UPS and other shipping vendors to make labels and schedule pickup/delivery of packages.
- Updated and maintained member contact details in membership databases.
- Responsible for month end financial reports (ie. Service Agreement Status) and miscellaneous financial report requests from Service Business Manager.
- Experience using a computer and software programs including, MS Office, database programs, and automated accounting systems.
- Coordinated with executive and senior administrative assistants to handle requests and queries from senior managers.
Financial Admin Assistant Job Description Examples
- Support real estate transactions, leases, assists in coordinating acquisition transitions.
- Managed project resources including but not limited to updating/managing resource information, maintaining monthly actuals and reforecasting process, balancing year to date and to budget for all financial worksheets.
- Captured invoice details into the accounts payable system while ensuring accurate coding of related expenses.
- Maintained accurate records of all petty cash transactions.
- Reviewed transmittals and materials prepared by others for signature.
- Generated various reports from QuickBooks and performed requested analyses, including month-end reports to President and quarterly reports to Financial Consultant.
- Maintained conference room calendar and scheduling, reserve equipment and assist with webinars as needed.
- Ensured absolute confidentiality on all information, including but not limited to, personnel files, employee data, agency activities, management decisions, special projects, legal matters, etc;
- Provided input for departmental budgeting and track monthly, quarterly, and annual department expenses.
- Researchd, analyzed, prepared, and entered data to create business correspondences, prepare summaries, and draft reports.
Government Admin Assistant Job Description Examples
- Recorded, updated, and retrieved information from electronic and hardcopy logs, files and databases including document and visitor logs, equipment records, and central office inventories of equipment and supplies.
- Prepare meeting agendas and minutes for departmental and/or specified committee meetings.
- Served on a variety of departmental and City-wide project teams or committees.
- Performed administrative and support services for the Magistrates to meet court performance standards and goals.
- Called for service on all office machines and maintain service log. Reviewed service agreement invoices for accuracy and approve and code for payment.
- Type and prepare documents, orders, reports, referrals and other related paperwork.
- Conferred and coordinated with other administrative staff within the department of assignment and with staff in County administrative agencies on a variety of administrative matters.
- Researched cases using Odyssey or the Clerk’s online records.
- Maintained auditing, accounting and budget controls on a level not requiring a professional accountant.
- Provided information to the public or to City staff that requires the use of judgment in the application of policies, rules or procedures.