Staff Assistant Job Profile and Description

Staff assistant is an umbrella term to cover employees who help in an office with clerical work. The job profile of a staff assistant can vary depending upon the industry and organization. However, typically a staff assistant can assist one senior employee or an entire department with support and administrative tasks. Some of the administrative tasks are routine, such as answering phones and sorting mails, while others could be more complex.

Staff Assistant Duties and Responsibilities

The duties and responsibilities of a staff assistant vary according to the organization or department, and could include the following:

  • Answering telephone calls
  • Making telephone calls
  • Taking telephone messages
  • Arranging meetings
  • Coordinating meetings
  • Handling telephonic inquiries
  • Performing work requests
  • Maintaining files and records
  • Distributing correspondence and documents
  • Sorting and distributing incoming mail
  • Keeping records of office activities
  • Sending emails
  • Preparing outgoing packages and mail
  • Typing out documents and letters
  • Updating database and maintaining it
  • Coordinating workflow
  • Monitoring office supplies and ordering them when the inventory runs low
  • In-charge of overall neatness of the office
  • Checking invoices and making deposits

Staff Assistant Skills and Specifications

The skills and specifications needed to become a staff assistant are as follows:

  • Excellent organizational skills
  • Good in planning and executing
  • Time management skills
  • Being accurate and having an eye for details
  • Ability to multitask
  • Have excellent communication skills, both verbal and written
  • Courteous and polite
  • Confidentiality
  • Be able to work in a team
  • Have problem solving skills
  • Be meticulous

Staff Assistant Education and Qualifications

The education and qualification requirements to be a staff assistant are as follows:

  • High school diploma or equivalent
  • Having an associate degree in office management or office administration is preferable
  • Some organizations may want their staff assistant to have a bachelor’s degree, especially when working for senior executives
  • Certification from International Association of Administrative Professionals can help the clerical assistant rise in the organization
  • Computer savvy
  • Knowing how to use the Internet
  • Knowledge of sending emails and drafting letters
  • Good type writing skills
  • Have knowledge about office management systems
  • Have knowledge of administrative procedures
  • Have basic accounting skills

Staff Assistant Salary

The average salary of a staff assistant is about $40,000. However, there are some industries that pay better, such as working for the government, large hospitals and HR organizations.