Administrative Support Specialist job description.
An Administrative Support Specialist handles general office and clerical tasks that keep a team or department running smoothly. They manage correspondence, scheduling, filing, and data entry, providing reliable day-to-day support to staff and leadership.
The Administrative Support Specialist job description · $29
The full editable .docx — role summary, 8 worked responsibilities, qualifications, and skills, formatted for your letterhead. Delivered to your inbox within 24 hours — usually instantly.
Role: Administrative Support Specialist Reports to: Office Manager or Department Supervisor
An Administrative Support Specialist handles general office and clerical tasks that keep a team or department running smoothly. They manage correspondence, scheduling, filing, and data entry, providing reliable day-to-day support to staff and leadership.
- Answer phones, emails, and route inquiries to appropriate staff
- Schedule meetings, appointments, and manage calendars
- Prepare, organize, and file documents and correspondence
What's inside the document.
One-paragraph plain-English explanation of the role's outcome and scope.
8 responsibilities phrased the way the work is actually done.
4 qualifications a candidate must have to perform on day 30.
3 qualifications that would make a candidate excellent in year two.
5 skill chips you can copy directly into your ATS.
Office Manager or Department Supervisor
A complete document set.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
- 12 months of updates to this document
- Commercial-use licence for internal and client work
The work, not the title.
- Answer phones, emails, and route inquiries to appropriate staff
- Schedule meetings, appointments, and manage calendars
- Prepare, organize, and file documents and correspondence
- Enter and update data in office systems and databases
- Order and track office supplies and equipment
- Assist with onboarding, mailings, and general office tasks
- Support other departments with administrative overflow work
- Maintain confidentiality of sensitive company and employee information
Required — and what would make a candidate excellent.
- High school diploma or equivalent
- Proficiency with office software (word processing, spreadsheets, email)
- Strong written and verbal communication skills
- Ability to prioritize and manage multiple tasks
- Associate's degree in business or office administration
- 1+ years of office or clerical experience
- Experience with scheduling or database software
Eight steps from download to publish.
- 01Open the Administrative Support Specialist job description in Word or your one-click Google Docs copy.
- 02Replace placeholders for company name, reporting line, and location with your specifics.
- 03Tighten the summary to one paragraph that names the team's outcome, not just the role.
- 04Edit the responsibilities to match the actual scope of the seat — aim for 6 to 8 items, not 12.
- 05Separate required qualifications from preferred. Required is what a candidate must have to do the work on day 30; preferred is what would make them excellent in year two.
- 06Add salary range guidance using BLS, Payscale, or your own band data — do not copy generic figures.
- 07Have the hiring manager and one peer read it. Cut anything that wouldn't survive a candidate question.
- 08Publish to your ATS, intranet, and external careers page.
The right document at the right moment.
Use this Administrative Support Specialist job description any time you are opening or reopening a seat at this level. The entry band sets the calibration — copy the document, tighten it to your specific scope, and circulate to the hiring panel before the first interview.
The reporting line (Office Manager or Department Supervisor) and skills list are starting points. Override either if your org structure or stack differs from the norm — the template is a draft, not a contract.
Honest answers before you download.
- Is admin support an entry-level role?
- Yes, this role is commonly filled by candidates new to office work, though strong organizational and communication skills are still expected.
- What software should candidates be familiar with?
- Common requirements include word processing, spreadsheet, and email tools, along with basic scheduling or database software used by the organization.
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Office Coordinator
An office coordinator manages daily administrative operations to keep a workplace running smoothly.
Receptionist
A Receptionist is the first point of contact at the workplace — greeting visitors, managing phones, and supporting the front-of-house experience.
This Administrative Support Specialist job description is a professionally drafted starting point for your hiring process and is not legal advice. Hiring practice varies by jurisdiction (e.g. pay-transparency laws differ across US states and AU jurisdictions). Adapt this document for your specific location and have employment counsel review any clauses you add before publishing. Salary varies by region, employer type, and experience. Reference BLS or current industry surveys for ranges. Full disclaimer.