Assistant to the Manager job description.
An assistant to the manager provides direct administrative and organizational support to a manager, handling scheduling, correspondence, reporting, and day-to-day tasks that keep the manager's workload on track. Unlike an assistant manager, the role carries no supervisory authority over other staff; instead it focuses on freeing the manager's time by managing calendars, preparing documents, coordinating meetings, and following up on action items. It suits organized, discreet professionals who enjoy varied administrative work and cross-team coordination.
The Assistant to the Manager job description · $29
The full editable .docx — role summary, 9 worked responsibilities, qualifications, and skills, formatted for your letterhead. Delivered to your inbox within 24 hours — usually instantly.
Role: Assistant to the Manager Reports to: Manager they support
An assistant to the manager provides direct administrative and organizational support to a manager, handling scheduling, correspondence, reporting, and day-to-day tasks that keep the manager's workload on track. Unlike an assistant manager, the role carries no supervisory authority over other staff; instead it focuses on freeing the manager's time by managing calendars, preparing documents, coordinating meetings, and following up on action items. It suits organized, discreet professionals who enjoy varied administrative work and cross-team coordination.
- Manage the manager's calendar, appointments, and meeting logistics
- Draft, proofread, and format correspondence, reports, and presentations
- Screen and route phone calls, emails, and visitor requests
What's inside the document.
One-paragraph plain-English explanation of the role's outcome and scope.
9 responsibilities phrased the way the work is actually done.
4 qualifications a candidate must have to perform on day 30.
2 qualifications that would make a candidate excellent in year two.
6 skill chips you can copy directly into your ATS.
Manager they support
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.
- Manage the manager's calendar, appointments, and meeting logistics
- Draft, proofread, and format correspondence, reports, and presentations
- Screen and route phone calls, emails, and visitor requests
- Prepare agendas, take meeting minutes, and track follow-up action items
- Coordinate travel arrangements and process expense reports
- Maintain organized filing systems for documents and records
- Liaise with other departments on behalf of the manager
- Handle confidential information with discretion and professionalism
- Complete ad hoc administrative projects as assigned
Required — and what would make a candidate excellent.
- High school diploma or equivalent; associate degree preferred
- Prior administrative or office support experience
- Strong written and verbal communication skills
- Proficiency with office software (word processing, spreadsheets, email, calendars)
- Experience supporting a department head or senior manager
- Familiarity with the organization's industry or function
Eight steps from download to publish.
- 01Open the Assistant to the Manager 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 Assistant to the Manager 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 (Manager they support) 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.
- How is an assistant to the manager different from an assistant manager?
- An assistant manager holds supervisory responsibility over staff and operations, while an assistant to the manager provides administrative support without direct authority over other employees.
- What software skills should this role have?
- Core competency in word processing, spreadsheets, email, and calendar tools is standard; familiarity with the department's specific systems is a plus.
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This Assistant to the Manager 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.