Administrative Assistant Job Description Template (Free, 2026)

Job Title: Administrative Assistant [Junior / Senior / Executive Assistant] Department: [Office of the CEO / Operations / [Department Name]] Location: [City, State — In-Person / Hybrid / Remote] Reports To: [CEO / VP Operations / Department Head] Employment Type: Full-Time About [Company Name] [Company Name] is a [stage/industry] company with [X] employees. Our operations team keeps the business running smoothly. This role directly supports [executive title(s)] and the broader [team/department] in an environment that values [organization / speed / precision / collaboration]. About the Role We're looking for an Administrative Assistant to provide operational and organizational support to [the CEO / the leadership team / the [department] team]. You'll manage complex calendars, coordinate communications, arrange travel, prepare materials for meetings, and handle a wide range of administrative tasks that keep things running efficiently. This is a high-trust role that requires [discretion / proactivity / excellent judgment]. Key Responsibilities • Manage complex calendars for [executive(s)]: schedule meetings, resolve conflicts, prioritize time strategically • Coordinate domestic and international travel arrangements: flights, hotels, ground transportation, and itineraries • Prepare meeting agendas, take notes, track action items, and follow up on commitments • Process and reconcile expense reports in [Concur / Expensify / company system — specify] • Draft, proofread, and format correspondence, presentations, and reports • Serve as a point of contact for internal and external stakeholders on behalf of [executive(s)] • Maintain organized digital and physical filing systems; manage access to sensitive documents • Coordinate logistics for team events, offsites, board meetings, and company-wide meetings • Support special projects and research requests from [executive(s) or team] • Handle incoming communications: triage email, route inquiries, and manage the executive's inbox [if applicable] Required Qualifications • [X]+ years of administrative assistant or executive assistant experience • Advanced proficiency in [Microsoft Office 365 / Google Workspace — specify]: Outlook/Gmail, Word/Docs, Excel/Sheets, PowerPoint/Slides • Experience managing complex, multi-timezone calendars • Strong written communication skills: professional email drafting, proofreading, formatting • Ability to handle sensitive information with absolute discretion • High attention to detail and ability to manage multiple priorities simultaneously Nice to Have • Experience supporting C-suite or VP-level executives • Familiarity with expense management tools (Concur, Expensify) • Experience with project management tools (Asana, Monday.com, Notion) • Proficiency in CRM systems (Salesforce, HubSpot) — if customer-facing coordination is required What We Offer • Salary: $[low]–$[high]/year (see benchmarks below) • Health, dental, and vision insurance • Flexible PTO and [X] paid holidays • [Hybrid / remote / in-office] work arrangement • Learning and development budget: $[X]/year • Clear path to Senior EA, Operations Coordinator, or Chief of Staff roles Salary Range: $48,000–$62,000/year (US, 2026 benchmark; senior EA roles up to $80,000) [Company Name] is an equal opportunity employer.