Office Assistant Job Profile and Description:

An office assistant works for different offices and has varied duties according to the sector in which the company specialises in. He primarily has to assist his boss and take care of basic duties like answering phones, recruiting new candidates, making travel arrangements, coordinating courier service, faxing, copying, scanning, filing, and doing other errands.

Duties and Responsibilities

  • An office assistant assumes the duties of a receptionist: He has to greet the public and refer them to appropriate departments, answer phone calls, route calls, or take messages
  • He should take down and transcribe the main points of any meetings
  • He needs to assist the staff with administrative duties as asked
  • He is in charge of scanning incoming mail, distributing it to respective departments and also prepares outgoing mail
  • He has to arrange conference calls and schedule meetings
  • He may have to conduct research, prepare statistical reports and handle information requests
  • He should make sure the office front desk is clean and creates a good impression
  • He must oversee database management to make sure everything is updated
  • He also keeps track of travel slips, phone bills and other such documents
  • He has to order office supplies and monitor inventory
  • He may have to train and supervise lower-level clerical staff
  • He manages and maintains executives’ schedules.

Skills and Specifications

  • An office assistant must have excellent communication skills, both written and verbal
  • He needs to pay attention to details and file data, reports etc properly
  • He should be hardworking and may have to work long hours and so he should know how to deal with stress

Education and Qualifications

There are no specific degrees required for this job but one needs to have a bachelor’s degree at least. He should be proficient in computer and have basic technical knowledge required for administrative duties.