ADMINISTRATION ASSISTANT JOB DESCRIPTION

Administrative continuity is a plain concept until it fails - missed partner deadlines, misfiled client records, and travel arrangements that fall apart the morning of a board meeting. The Administration Assistant answers for all of it. Sitting inside corporate or professional services teams that routinely manage national risk management standards, billing compliance, and multi-stakeholder calendars, the role owns the operational layer that keeps senior staff productive. No glamour. Indispensable.

Reading across real postings fills in what the daily work looks like in practice far beyond what any single template can capture.

As the Administration Assistant, you keep the daily operational infrastructure of a corporate or professional services team running with accuracy and discretion, owning everything from document coordination and expense reconciliation to calendar and correspondence management. The role typically supports one or more senior managers or partners, operating within established compliance and branding guidelines while fielding internal and external communications independently.

Career Impact: Consistent exposure to partner-level workflows, national risk management protocols, and billing systems develops the kind of multi-function operational fluency that senior Executive Assistant and Office Manager roles require.

Business Impact: Partners and senior managers depend on this role to keep client relationship timelines intact - a lapse in agenda management or document accuracy has direct, visible consequences for client-facing outcomes.

Growth Opportunity: The breadth of corporate administration, spanning procurement, travel, compliance registers, and executive support, builds a transferable skill set that opens pathways into Office Manager, EA, and operations coordinator positions.

• Coordinate senior managers' calendars, schedule internal and external meetings, and circulate agendas and supporting materials in advance.
• Prepare, edit, and proofread correspondence, proposals, presentations, and reports to meet professional standards and branding guidelines.
• Process and track expense reports, invoices, and purchase orders, ensuring accuracy against supporting documentation.
• Manage travel arrangements for senior staff, including itineraries, accommodation, and cost-effective booking within policy.
• Maintain document filing systems, databases, and spreadsheet records to ensure accurate and retrievable information.
• Support onboarding and orientation for new staff by coordinating documentation and workspace logistics.
• Monitor shared inboxes and communication channels, redirecting urgent matters and responding to routine enquiries independently.
• Record and circulate meeting minutes accurately, following up on action items to support timely completion.

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• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent work experience.
• 2 or more years of administrative support experience, with demonstrated exposure to senior stakeholder management.
• Proficiency in productivity and office software suites across word processing, spreadsheet, and presentation applications.
• Strong written and verbal communication skills, with the ability to draft professional correspondence independently.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Proven organisational ability, including the capacity to manage competing deadlines without close supervision.
• Attention to detail in document preparation, data entry, and records management across high-volume workloads.

The qualification bar postings set for this role shifts meaningfully with sector and seniority, and the skills page draws that line with real profile examples.

• Prior experience in a professional services, financial services, or corporate environment with exposure to billing or procurement processes.
• Familiarity with expense management platforms and travel booking systems used in mid-to-large organisations.
• Experience supporting multiple stakeholders simultaneously, including diary management across more than one senior principal.
• Bilingual or multilingual communication ability, particularly relevant in organisations operating across multiple markets.

• Document accuracy rate, measured by error volume flagged in correspondence and reports produced per month.
• Meeting schedule adherence, tracking the percentage of meetings launched on time with materials distributed in advance.
• Expense and invoice processing turnaround time, reflecting prompt and accurate reconciliation against policy.
• Inbox response time on redirected communications, measuring how quickly urgent matters are escalated or resolved.
• Travel booking cost variance, comparing booked arrangements against approved policy benchmarks per quarter.
• Typical tools: office productivity suites (commonly Microsoft 365); expense and travel platforms (commonly Concur or equivalent).

Pay benchmarks, the CAP certification pathway, and progression toward Executive Assistant or Office Manager are all laid out under salary benchmarks, certifications, and career path.

• Base Salary Range: $42,000 to $58,000 per year depending on seniority and market
• Bonus: discretionary annual bonus, typically 3 to 7 percent of base salary
• Equity: not standard at this level in most corporate settings
• Health Benefits: medical, dental, and vision coverage; employer contribution varies by organisation
• PTO: 10 to 15 days annually plus federal holidays; sick leave per state law
• Common Perks: professional development allowance, commuter benefits, hybrid work eligibility where role permits

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the hiring process upon request. Employment offers are contingent on the successful completion of a background check.

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The Administration Assistant owns a broad operational remit within the Resources Team, covering reception, records management, diary coordination, and statistical reporting in support of the Halesowen Collaboration Hub. Supporting the Resources Manager and deputising for the Management Secretary, this role enables the Senior Management Team to operate effectively by ensuring administrative continuity across events, communications, and compliance documentation.

Key Responsibilities

• Provide and assist with telephone and reception arrangements, offering sensitive listening and calm support to children, young people, families and visitors, and relay concerns to appropriate staff.
• Process incoming and outgoing mail, deal with deliveries, and maintain reception and waiting areas in a clean, tidy, and welcoming condition.
• Maintain a diary of events, meetings, and staff locations, and arrange meetings and appointments, including via MS Teams or Zoom.
• Develop and maintain records electronically and manually, update attendance and family outcome records, and produce statistical reports from the electronic registration system.
• Prepare documentation and presentation materials, take and circulate minutes at meetings, and assist with documentation for inspections and update policies and guidance.
• Provide general administrative support, including opening and closing the building, cover as required, and deputise for the Management Secretary within the scope of this post.
• Handle incoming donations and fundraising initiatives, manage IT equipment returns, maintain high and low value inventories, and support regional events, including attending on the day.
• Book travel and accommodation for SMT and provide general administrative support to SMT within the scope and grading of this post.

Required Qualifications

• Well-developed numeracy and literacy skills with substantial experience in data inputting, maintaining records, and producing statistical reports.
• Substantial experience of IT systems, including Word, Excel, and database systems, with an enthusiastic approach to IT and willingness to undertake training.
• Substantial experience in general office procedures and telephone/reception duties.
• Able to maintain strict confidentiality and work within data protection guidelines.
• Able to work effectively as a member of a team and on own initiative, prioritise workload and meet tight deadlines thoroughly and systematically.
• Able to communicate effectively and deal with constant interruptions from staff, young people, and visitors with strong interpersonal skills, managing conflict and promoting teamwork.
• Able to plan and organise resources to ensure achievement of results and shared team goals.

Embedded within the client-facing team at Shine, the Administration Assistant delivers meaningful support at Reception by cultivating strong client relationships, managing inbound communications, and connecting clients with the right legal team members. Working closely with legal teams on administrative tasks and document management, this role serves as the gateway that shapes client outcomes and underpins the firm's commitment to better justice.

Core Functions

• Cultivate strong client relationships through empathy and understanding, interpret client needs, and connect them with the right legal team members based on Reception.
• Maintain meeting rooms and facilities in a clean and tidy condition through a proactive approach.
• Apply keen attention to detail across general filing, photocopying, and archiving management to identify improvements and deliver the best client outcomes.
• Support legal teams with administrative tasks and optimise the use of internal systems to process information.
• Respond to inbound calls, couriers, and emails from clients, ensuring they feel supported and heard.

Qualifications & Experience

• Previous administration or business support experience in a professional services environment.
• Previous law firm experience.
• Accurate typing skills with intermediate Word and Excel proficiency.
• Keen eye for detail in document management and collation.
• Strong verbal and written communication skills.
• Naturally empathetic with a passion for helping people, including those experiencing trauma, and a recognition of the role as a gateway to client support.

Reporting to senior management, the Administration Assistant supports end-to-end recruitment and learning and development administration within a Manchester construction company, managing training bookings, Health and Safety schedules, and new starter tracking. Partnering with senior figures and external stakeholders, this role enables the organisation to maintain compliance and staffing continuity as it transitions toward a broader HR support function.

Primary Duties

• Understand and comply with GDPR at all times.
• Arrange and allocate colleague training, adhering to L&D processes end-to-end, including booking venues, equipment, and informing representatives.
• Work closely with senior management on all L&D projects and track new starters while assessing training needs.
• Attain, preserve, and update all data on trainee and apprentice progress, and keep on top of the Health and Safety training schedule.
• Assist in the end-to-end recruitment process and maintain and update necessary IT systems.
• Perform document control, including filing, scanning, photocopying, and binding, and complete ad hoc duties as required.
• Build and maintain relationships with clients, colleagues, and stakeholders.

Skills & Qualifications

• At least 6 months of office-based administration experience.
• Interest or experience in HR administration.
• Knowledge of construction and/or on-site Health and Safety.
• Excellent communication skills.
• Experience liaising with senior figures.
• Strong organisational skills with the ability to manage deadlines, prioritise tasks, and work on own initiative.
• Flexible attitude to work with a willingness to take on a variety of tasks.

Sitting at the intersection of executive support and business operations, the Administration Assistant delivers high-level secretarial and organisational assistance to the General Manager, Retread Business, and the Senior Management Team, including SAP data entry, travel coordination, expense reconciliation, and HSE Committee secretariat duties. Operating across finance, compliance, and communications functions, this role ensures senior leadership can maintain effective oversight of all internal and external business activities.

Duties

• Provide high-level professional and confidential secretarial, administrative, and organisational support to the General Manager, Retread Business, and Senior Management team.
• Support Operations with data entry, including sales order input and SAP purchase orders, and stay abreast of all internal and external communications.
• Proactively manage senior management team activities, showing initiative to support effective business operations.
• Organise and manage travel and accommodation bookings, co-ordinate agendas, distribute papers, and take minutes for management meetings.
• Reconcile expenses for the Executive Team and centralised accounts, and assist with compliance audits, licence registers, and reporting.
• Undertake the role of HSE Committee Secretary.

Experience & Qualifications

• Significant experience in an Admin, Personal, or Executive Assistant role within a medium to large organisation.
• Excellent time management and forward planning skills.
• Exceptional organisational ability and high attention to detail.
• Sound knowledge of Microsoft Office Suite, with great numeracy and literacy skills.
• Ability to work unsupervised, use initiative, and make judgment calls.
• Proven ability to handle confidential information with discretion.
• Strong interpersonal skills with the ability to build relationships with employees, Executive Members, and clients, combined with a can-do attitude.

A key member of the Portfolio administrative team, the Administration Assistant builds efficient support for technical officers by processing development applications, lodging correspondence, and monitoring workflow at the front counter. Collaborating across the team to address general enquiries and contribute to workplace health, safety, and quality objectives, this role enables the organisation to deliver consistent, high-standard customer service and regulatory compliance outcomes.

Functions

• Provide administrative support, including processing letters, invoices, reports and records, and deliver customer service via face-to-face contact, phone and email.
• Perform registration, preparation and collation of applications, correspondence, certificates, notices, complaints, approval documents and other communications related to the Portfolio.
• Assist technical officers in advising applicants on making and checking applications, lodging development applications at the front counter and complying with development procedures while monitoring workflow.
• Address general enquiries and back up other clerical functions promptly and courteously.
• Contribute to workplace health and safety, risk, environmental and quality objectives and targets.

Requirements

• Working experience in office administration.
• Ability to provide a high level of customer service and advice.
• Experience working with the Microsoft Office suite and electronic records management systems.
• Ability to plan, organise, set priorities, and manage time to meet agreed timelines.
• Ability to communicate effectively both orally and in writing.
• Ability to constructively contribute to organisational and team outcomes.

Accurate administration of training requests, document formatting, meeting logistics, and equipment management depends on the Administration Assistant, who maintains high output standards and close coordination with the broader corporate services team. Based within a shared-services environment, this role supports sub-contractor set-ups, new starter and leaver administration, and travel arrangements, ensuring operational continuity across the business.

Accountabilities

• Process training requests, purchasing, and subcontractor set-ups.
• Manage new starter and leaver administration and mobile phones.
• Format and proofread documents, schedule and minute meetings, and arrange car hires, travel, and accommodation.
• Organise internal and external meetings, including room bookings, video conferences, and refreshments.
• Arrange couriers and manage equipment, including ordering, distribution, and maintenance.

Technical Qualifications

• Experience record data efficiently and methodically with strong attention to detail, and produce work on time to high standards of accuracy.
• Excellent communication and report writing skills.
• Proficiency in MS Word, MS Excel, and MS Outlook.
• Ability to structure and prioritise work effectively through close cooperation with the team, and work both independently and as part of a team without losing initiative.
• Hardworking, highly motivated, creative, practical, adaptable, and enthusiastic with a commitment to continued education through approved training schemes.
• Client-focused with good interpersonal skills.
• Willingness to visit other locations as required.

As the Administration Assistant, this role supports the Practice Principal across a varied remit, including diary management, client review preparation, compliance register maintenance, and petty cash recording within a financial planning business. The practice relies on this work to maintain accurate data, manage day-to-day office operations, and deliver well-organised client outcomes in coordination with a Senior Administration Assistant and external IT support.

Areas of Ownership

• Assist the Practice Principal in preparing for Client Reviews, including production of review documents.
• Manage the Practice Principal's diary, including appointments and documentation.
• Update and maintain data, systems, and various Compliance Registers, and record and maintain Petty Cash.
• Order and maintain office supplies.
• Liaise with the external IT Manager on day-to-day issues.
• Manage memberships and organise office staff events.

Background & Experience

• Previous experience with XPlan is desirable but not essential, as training will be provided.
• Strong computer skills using Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Excellent time management, problem-solving, and organisational skills.
• Great attention to detail.
• Strong work ethic with willingness to learn and ability to adapt to new processes and technologies.

Administration Assistant manages customer enquiries, invoice payments through the Coupa system, and claims tracking within an insurance team environment. The work directly supports accurate policy documentation, centralised inbox workflow, and the team's ongoing capacity to deliver customer-focused service while developing insurance sector knowledge.

Key Deliverables

• Provide a high standard of customer service by answering incoming calls and responding to client enquiries.
• Manage invoice payments through the Coupa system and issue policy documentation with accurate data entry.
• Provide admin support to the team on claims management and tracking.
• Manage workflow through a centralised inbox.
• Engage with internal projects and personal development opportunities to develop insurance skills.

Position Requirements

• Previous experience in an administration or customer service role.
• Insurance experience desirable, but full training provided.
• Customer-focused with strong verbal, written, and interpersonal communication skills.
• Ability to tackle problems creatively, show initiative, prioritise work effectively, and multitask with a sense of urgency.
• Fast learner who can pick up processes easily.
• Strong computer skills, including Outlook, Word, and Excel.
• A positive, enthusiastic attitude.

The Branch Administration Assistant produces accurate quotations, processes stock orders, and maintains up-to-date knowledge of company sales initiatives to serve customers at the trade counter and through telephone and email channels. Supporting branch operations within a supply and distribution setting, this role ensures customers and suppliers receive professional, timely service that sustains sales performance and stock availability.

Role Responsibilities

• Perform general administration duties, including replying to emails, answering phones, processing orders, and updating databases.
• Keep up to date with company sales initiatives and promotions, and effectively pass information to customers.
• Process and pick order requests for stock items for customer collection or delivery, and serve customers at the trade counter in line with company requirements.
• Raise competitive quotations from preferred suppliers with necessary follow-up, and professionally source and order non-stocked items from other branches.
• Liaise professionally with customers and suppliers by telephone and email.

Knowledge, Skills & Abilities

• Hands-on experience working in a builders' merchant, electrical, plumbing, or industrial distribution branch, understanding trade workflows and counter operations.
• Experience managing petty cash, processing card and account payments, raising invoices and credit notes, and reconciling daily takings.
• Experience producing branch performance reports, maintaining accurate sales logs, and inputting data with high attention to detail.
• Excellent organisational and communication skills, both verbal and written.
• Strong IT fluency.
• Self-motivated with the ability to work in a team.

Sitting at the intersection of billing operations and Latin American market administration, the Administration Assistant advances a defined workflow by entering jobs into the MRA database, preparing purchase order requests in Spanish and English, and tracking invoices and Goods Received numbers across multiple LATAM countries. Operating across client-facing communications, electronic document management, and cross-functional coordination with an in-country accountant and MRA directors, this role ensures billing accuracy and process efficiency that sustains the firm's regional client relationships.

Day-to-Day Responsibilities

• Activate and enter new jobs and input job-related information into the MRA database and Project Management system, and track and maintain detailed job lists by country following a defined workflow process.
• Prepare purchase order requests in Spanish and English using existing Word templates, follow documented guidelines for each market and ensure accuracy of details against corresponding job information.
• Send purchase order requests with required documents to MRA clients via email or project management portals, follow up until purchase orders are obtained, and track status by market.
• Obtain Goods Received numbers from clients, retrieve invoices from the MRA accountant and send to clients with all necessary information, ensuring invoices match job information, PO and GR numbers.
• Obtain updated Certificate of Residency from Mexican tax authorities as needed, help resolve incomplete billing and purchase order issues by following up with clients and providing necessary information.
• Maintain all documentation, including client contact information and electronically filed billing documents using well-organised folder structures retrievable by others, and create special or client reports as needed.
• Update the time-off calendar for LATAM consultants and provide suggestions for increasing process efficiency.

Education & Experience

• Experience in accounting or business administration is a plus.
• Familiar with foreign currency exchange rates.
• Proficient in Microsoft Office Suite.
• Familiar with databases and project management platforms, with reliable laptop and internet connectivity for email and virtual meetings via Microsoft Teams.
• Bilingual Spanish and English written and spoken is a must.
• Strong interpersonal, customer service, and communication skills.
• Excellent analytical skills.
• Ability to multitask, stay on task independently, and maintain strong attention to detail in a fast-paced environment.
• Must be a team player who is open to change, adapts well to new processes and contributes to suggested improvements.

A key member of the Senior Services directorate, the Administration Assistant oversees records management, meeting coordination, and confidential correspondence in direct support of the Director or General Manager. Collaborating across elected officials, outside agencies, and public stakeholders, this role enables the department to maintain compliance, briefing quality, and administrative continuity across a complex municipal operating environment.

Scope of Work

• Provide administrative and secretarial support to the Director or General Manager, assist with communications between the Director and staff, elected officials, outside agencies and the public.
• Research, gather, write and coordinate background materials, presentations and briefing notes for meetings, reports and responses to inquiries, and prepare confidential correspondence, documents, reports, charts and graphs.
• Receive, redirect and respond to communications addressed to the Director or General Manager, ensuring urgent matters are dealt with quickly.
• Maintain the office records management system, including bring-forward tracking, database creation and maintenance, documentation for off-site storage and retrieval, and consistent standards and training for branch documents.
• Assist in managing contracts, including purchase orders, verifying invoices and maintaining project records, and provide set-up and orientation for new staff as required.
• Identify and implement best practices and procedures in office administration.

Qualifications & Experience

• Successful completion of a Community College Diploma in Business Studies or related field, or approved equivalent combination of education and experience.
• Minimum 3 years of progressively responsible administrative experience.
• Experience with an emphasis on prioritising and organising diverse work assignments.
• Demonstrated experience in organising meetings, including preparation of agendas, taking and circulating minutes with attention to detail and accuracy.
• Knowledge of general office procedures, document preparation, records management practices, and corporate core competencies, including customer focus, communication, collaboration, and personal ownership.
• Problem-solving abilities and initiative.
• Adaptability and willingness to learn

Serving as the primary administrative resource for partners and senior managers at a national professional services firm, the Administration Assistant refines client data accuracy, manages billing and travel coordination through KPMG systems, and oversees agenda and relationship management to optimise partner timetables. Based within a client service team and working to national risk management and branding guidelines, this role enables leadership to maintain client relationships and operational effectiveness at a senior level.

Strategic Responsibilities

• Provide senior-level administrative support to partners, senior managers, managers and client service teams, and respond independently to client enquiries, escalating complex matters as appropriate.
• Ensure accuracy and completeness of client data following national risk management and branding guidelines, and coordinate, prepare, edit and proofread documents including correspondence, proposals, presentations and reports.
• Manage the partners' agenda and coordinate client relationship management to optimise their timetable, and oversee the preparation and submission of timesheets and expense reports.
• Provide proactive billing and collection support using various KPMG systems, and plan and coordinate cost-effective domestic and international travel using Concur.
• Coordinate meetings, conference calls, video conferences and Skype meetings, organise materials and take minutes.

Skills & Qualifications

• College diploma or equivalent combination of education.
• Experience as an administrative assistant.
• At least 3 to 5 years of experience in administrative support.
• Advanced knowledge of MS Office, especially Outlook, Word, Excel, and PowerPoint.
• Exceptional time management skills with strong attention to detail.
• Aptitude for proofreading, suggesting alternatives, and making modifications.
• Proven ability to deal with sensitive materials with a high degree of tact and discretion.

As the Administration Assistant, this role supports the CEO and Head of Social and Operations across executive calendar coordination, invoice processing, and correspondence management within a digital music organisation. The team relies on this work to sustain operational continuity, ensure confidential matters are handled with discretion, and enable leadership to engage effectively with clients, vendors, and internal stakeholders under deadline pressure.

Performance Expectations

• Answer and screen telephone calls, receive and direct visitors, coordinate calendars, scheduling and meeting logistics, and coordinate travel.
• Prepare written correspondence and communicate internally and to third parties via phone, email or fax, and process packages and mail.
• Code, process and review invoices for accuracy and completeness, and process and track T&E expenses.
• Photocopy, create PDFs, collate and organise documents, and cover for other assistants on breaks and vacations as needed.
• Multitask and prioritise responsibilities with appropriate urgency, pinpoint problems, identify solutions and handle confidential matters with discretion.

Qualifications & Experience

• Undergraduate degree preferred.
• Intermediate Microsoft Office Suite experience.
• Experience or working knowledge of the music industry and/or legal matters is a plus.
• Excellent verbal and written communication and interpersonal skills.
• Strong attention to detail.
• Internet research abilities.
• Can professionally interface with all levels of the organisation, clients, and vendors, and work independently, taking initiative under pressure and to deadlines.
• Willingness to work overtime (overtime may be required for this role).

Administration Assistant executes day-to-day secretarial and administrative support for the Corporate team in Cairns, covering document preparation, file management, invoicing, and claims lodgement across a portfolio of internal clients. Success in the position means the team operates with accurate records, responsive client communication, and well-maintained procurement and reconciliation processes within a global financial services environment.

Operational Focus

• Prepare letters, memos, emails, reports, manuals, proposals, quotes and presentations, and compose and type routine and confidential correspondence and other documents.
• Organise and maintain the file system, correspondence and documentation, maintain database and spreadsheet files, and develop appropriate systems and procedures to enhance accuracy.
• Organise regular team meetings, book meeting rooms, and provide general office reception and phone duties.
• Support the team with invoicing, processing, and administration requirements, maintain a portfolio of internal clients and assist with claims lodgement, follow-up and reporting.
• Assist with procurement and reconciliation of payments.

Background & Experience

• Experience working within a global organisation.
• Experience in the financial services industry.
• Intermediate Microsoft Office experience.
• Excellent written and verbal communication skills with exceptional organisational skills, including anticipating the needs of senior stakeholders.
• Excellent problem-solving and interpersonal skills.
• Ability to meet and manage competing deadlines under pressure.
• Good team player with flexibility when occasional projects require extra resources.

The Administration Assistant creates accurate documentation and correspondence across a specialist surety bond team of 14 administrators and underwriters, inputting terms into the underwriting system, producing quote letters, and retrieving financial information from Companies House. Supporting Surety Underwriters across four locations, this role ensures reliable data flow and responsive broker and customer communication that underpins the department's underwriting capacity.

Key Responsibilities

• Input and retrieve data on the bespoke underwriting system and file documentation into ImageRight.
• Retrieve financial information from Companies House and other information providers, and input terms on the underwriting system and prepare quote letters.
• Prepare and check legal documentation and assist with departmental incoming and outgoing post.
• Monitor the general department email box and distribute incoming emails appropriately, and deal with customer and insurance broker enquiries by telephone.
• Produce invoices and Premium Advice Notes.

Required Qualifications

• Experience reviewing outgoing letters, endorsements, and policy documents for accuracy, formatting consistency, and grammatical correctness before issue to brokers or clients.
• Good command of English and numeracy with high-level written and verbal communication skills
• A confident, courteous telephone manner.
• Good keyboard skills with a high level of accuracy.
• Good organisational skills with the ability to work to tight timescales and deadlines.
• Self-motivated and able to use your own initiative.