Key Responsibilities and Required Skills for Temporary Administrative Assistant

🎯 Role Definition

The Temporary Administrative Assistant provides short-term, high-impact office support to ensure continuity of daily operations. This role focuses on administrative tasks such as scheduling, reception, document management, data entry, and internal communications. Temporary Administrative Assistants typically support teams across departments (HR, Finance, Operations, Sales) and must be adaptable, discreet, and able to learn processes quickly. Strong proficiency in Microsoft Office (Outlook, Excel, Word), Google Workspace, and common office systems is essential. This position is optimized for remote, hybrid, or on-site assignments and emphasizes efficiency, confidentiality, and excellent customer service.

📈 Career Progression

Typical Career Path

Entry Point From:

Receptionist / Front Desk Representative
Office Clerk / General Clerk
Customer Service Representative

Advancement To:

Administrative Coordinator
Executive Assistant
Office Manager
HR Assistant (for HR-focused temporary roles)

Lateral Moves:

Data Entry Specialist
Records Clerk
Customer Success / Client Services Coordinator

Core Responsibilities

Primary Functions

Manage multi-line phone systems and professional front-desk reception duties: greet visitors, direct callers, take messages, and maintain an organized visitor log while representing the company’s brand and customer service standards.
Provide full calendar management for managers and teams including scheduling meetings, coordinating rooms/resources, resolving conflicts, sending calendar invites, and preparing meeting agendas and materials.
Coordinate domestic and international travel arrangements: research travel options, book flights, hotels, ground transportation, prepare itineraries, and process travel expense reports in accordance with company policy.
Perform high-volume data entry with accuracy and speed: update databases, CRM systems, and internal spreadsheets; validate data quality and reconcile discrepancies.
Draft, format, proofread, and distribute professional business correspondence, reports, presentations, and internal memos using Microsoft Word and PowerPoint or Google Docs/Slides.
Maintain accurate paper and electronic filing systems: index, archive, retrieve, and dispose of documents according to company retention schedules and confidentiality requirements.
Process incoming and outgoing mail and courier services: sort, distribute, prepare outgoing shipments, and coordinate package tracking for departments and executives.
Prepare and process invoices, purchase orders, and basic bookkeeping tasks such as expense coding, invoice approvals, and reconciling petty cash under supervision of accounting staff.
Support HR onboarding and offboarding tasks for short-term assignments: prepare new hire packets, schedule orientation, collect documentation, and update personnel records.
Set up meeting rooms and AV equipment, manage catering requests, and ensure conference spaces are clean, stocked, and ready for scheduled events.
Coordinate procurement of office supplies and vendor services: solicit quotes, place orders, manage inventories, and liaise with suppliers to ensure timely delivery.
Manage confidential and sensitive information with discretion: maintain employee and client privacy, handle contracts, NDAs, and legal documents per company policy.
Assist with project support and task tracking: create and update project trackers, coordinate follow-ups, and escalate issues to project leads when necessary.
Handle client and vendor inquiries via phone and email, escalate complex issues to appropriate staff, and ensure timely follow-up to maintain strong external relationships.
Compile, analyze, and distribute operational reports and metrics: produce routine status reports, meeting minutes, action item lists, and weekly dashboards for managers.
Support event logistics for internal and client events: coordinate registrations, invitations, venue logistics, materials, and post-event surveys and reconciliation.
Ensure office facilities and equipment are functional: report maintenance issues, coordinate vendors for repairs, and manage office security access and badge requests.
Assist with legal and compliance administrative tasks as directed: file documents, prepare regulatory submissions, and support audit preparation activities.
Facilitate internal communications: post announcements, update intranet pages, and manage distribution lists to keep teams informed and aligned.
Support temporary staffing transitions: train replacement temps or backfills, document routine procedures, and create handover notes to maintain continuity.
Maintain and update CRM contact records, manage mailing lists, and support basic marketing tasks such as preparing mail merges and support for outreach campaigns.
Execute ad hoc administrative projects and process improvements: identify inefficiencies, propose practical fixes, and implement small-scale changes to improve office workflows.

Secondary Functions

Assist with light HR administration: coordinate interview scheduling, run pre-employment checks, and maintain candidate tracking files for short-term recruitment support.
Support basic records management and digital scanning projects: convert paper documents to searchable PDFs, index scanned files, and ensure accurate metadata tagging.
Provide backup support for other administrative roles during peak volume, PTO, or transitional periods to ensure uninterrupted service levels.
Collaborate with IT to troubleshoot common workstation, network, or printer issues, and coordinate service tickets when specialized support is required.
Contribute to continuous improvement initiatives by documenting standard operating procedures (SOPs) and creating quick-reference guides for recurring tasks.
Assist with simple data reconciliation tasks between internal systems (e.g., tracking discrepancies between CRM and billing systems) under supervision.

Required Skills & Competencies

Hard Skills (Technical)

Microsoft Office Suite: advanced Outlook calendar management, intermediate to advanced Excel skills (VLOOKUP, pivot tables, basic formulas), Word formatting, and PowerPoint slide preparation.
Google Workspace: Gmail, Calendar, Drive, Docs, Sheets, and Slides proficiency for cloud-native workflows.
CRM and database experience (Salesforce, HubSpot, Microsoft Dynamics, or similar) for contact management and lead tracking.
High-accuracy data entry and data validation skills; proven ability to maintain error rates below typical thresholds.
Document management and electronic filing systems (SharePoint, Google Drive, Box) including version control and access permissions.
Basic bookkeeping and accounts payable/receivable support: invoice processing, expense reporting, and reconciliation tools (QuickBooks, NetSuite familiarity a plus).
Travel booking platforms and expense management tools (Concur, Expensify, Chrome River).
Office equipment operation and basic troubleshooting (copiers, multifunction printers, teleconferencing systems).
Meeting and event logistics platforms (MS Teams, Zoom, Webex) and hybrid meeting setup experience.
Adobe Acrobat Pro for PDF editing, form creation, and secure document handling.
Typing speed of 50+ WPM and transcription capability for meeting minutes and recordings.
Familiarity with security and confidentiality best practices, including handling SSNs and other PII.

Soft Skills

Exceptional written and verbal communication with professional phone etiquette for internal and external stakeholders.
Strong organizational skills with ability to prioritize competing tasks and manage multiple calendars simultaneously.
Attention to detail and a commitment to high-quality, error-free work under tight deadlines.
Time management and reliability — punctual, dependable, and able to meet short-term assignment objectives.
Customer-focused mindset with excellent interpersonal skills for front-line client interactions.
Discretion and integrity when handling confidential information and sensitive materials.
Adaptability and quick learning: able to onboard to new processes, tools, and teams rapidly.
Problem-solving orientation: anticipates needs, escalates appropriately, and proposes practical solutions.
Team collaborator who supports colleagues and contributes positively to office culture.
Initiative and resourcefulness: identifies process improvements and documents procedural knowledge for future use.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED

Preferred Education:

Associate degree or Bachelor’s degree in Business Administration, Office Management, Communications, or related field

Relevant Fields of Study:

Business Administration
Office Administration / Office Management
Communications
Human Resources
Accounting / Finance (for bookkeeping-related temp roles)

Experience Requirements

Typical Experience Range:

1 to 3 years of office administrative experience; recent temporary or contract experience is a plus.

Preferred:

2+ years supporting corporate teams or executives, experience with CRM systems, and strong Microsoft Office proficiency. Prior temporary staffing or contract-based work demonstrating rapid onboarding and reliable short-term impact preferred.