Office Assistant Job Profile and Description

An office assistant can have a wide range of responsibilities and these will depend upon the industry and the kind of organization the person is working for. In general, an office assistant is responsible for ensuring that the office functions efficiently and smoothly. In order for this to happen, the office assistant provides clerical, secretarial and administrative support to other employees working in the office.

Office Assistant Duties and Responsibilities

The duties and responsibilities of an office assistant are as follows:

  • Answering telephone calls and transferring the calls to the relevant person
  • Taking telephonic messages and distributing them
  • Greeting visitors on arrival
  • Providing visitors with refreshments while they wait
  • Receiving, sorting and distributing incoming mail
  • Preparing outgoing mail
  • Faxing
  • Photocopying
  • Scanning
  • Filing
  • Typing reports, documents and letters
  • Sending emails
  • Making travel arrangements
  • Assisting with event planning
  • Scheduling and arranging meetings and appointments
  • Ensuring that office equipment are maintained and serviced
  • Run work-related errands
  • Keep office area neat and tidy
  • Keep track of office supplies and order when supplies run low
  • Handle petty cash

Office Assistant Skills and Specifications

The skills and specifications that an office assistant needs are as follows:

  • Have outstanding organizational skills
  • Be good in planning
  • Have problem solving abilities
  • Be presentable
  • Be friendly and approachable
  • Have good written and spoken skills
  • Have an eye for details
  • Flexible
  • Accurate
  • Computer savvy
  • Confidentiality
  • Reliability
  • Be a team player
  • Be able to prioritize tasks
  • Be able to work under pressure
  • Have computer and Internet skills
  • Have numerical skills
  • Be meticulous
  • Have knowledge of administrative procedures
  • Have working experience of office management systems

Office Assistant Education and Qualifications

To work as an office assistant, a person needs the following education and qualifications:

  • High school diploma or equivalent
  • Training from a business college can be an advantage
  • Work experience may be an advantage
  • Get on the job training

Office Assistant Salary

The salary of an office assistant depends on the education, experience and the organization size. On an average, an office assistant can earn anywhere from $23,800 to $28,700 per year. Office assistant can earn higher salaries if they work for hospitals and government agencies.