You know the saying "it takes a village"? Apply it to running an office, and the office assistant is an integral part of that village. If you're reading an office assistant job description and wondering what the job involves day to day, this guide covers the duties, the skills, what employers ask for, pay data from the government, and where the role can take you.
The short version: an office assistant keeps the office running smoothly and efficiently. You'll mostly handle administrative tasks, but if something helps the office as a whole, it's usually in scope. That makes it a strong entry-level job for anyone who wants to learn how an office really works, from admin and operations to customer service, in a fast-paced environment that's sometimes challenging.
What does an office assistant do?
An office assistant's main role is to keep the office running. The U.S. Bureau of Labor Statistics groups this work under general office clerks and lists typical duties like these, from its Occupational Outlook Handbook entry on general office clerks:
- Answering phone calls, taking messages, and replying to email
- Sorting, delivering, and sending mail
- Scheduling appointments and greeting visitors
- Giving general information to staff, clients, or the public
- Typing, formatting, or editing routine memos and reports
- Copying, filing, and updating paper and electronic records
- Preparing bills and other office documents
- Gathering information and entering data
In practice, you'll also learn to use basic office equipment like printers and scanners, and it pays off if you're ultra-organized and thorough, because filing, correspondence, and data entry are often part of the job. When it comes to keeping the office running, nothing is really off limits, whether that means ordering supplies, restocking the kitchen, or picking up lunch for the team.
What a typical day looks like
There's no typical day. One morning might be phones and messages, and the afternoon could be sorting mail and preparing invoices or correspondence. What you do depends on the company and on how much responsibility they're willing to hand you. Here is a sample day to give you a sense of the rhythm. It's an example, and your own role may look different.
| Time of day | What you might be doing |
|---|---|
| Morning | Open the office, check the shared inbox, greet visitors, answer calls, and sort the mail |
| Midday | Update records, enter data, schedule appointments, and book meeting rooms |
| Afternoon | Prepare documents, copy and scan, order supplies, and handle last-minute requests from the team |
| End of day | File paperwork, tidy the front desk, and leave notes for tomorrow |
Who this job is best for
According to Amanda Stubbs, a former office assistant, the role is best performed by someone with a "reasonably social personality." Because you'll work with so many different personalities every day, you need to adapt quickly and get along with "all types."
People aside, you need to be ready for anything. "You can have last-minute jobs, so you need to be able to work on the fly without getting stressed out," says Stubbs.
You're more likely to excel if you're detail-oriented, organized, and practical. Ideally you'll also be eager to learn the ropes, especially if you want to move up to an administrative or executive assistant role.
Office assistant requirements and skills
In most cases, a high school diploma or equivalent is all you need to qualify. The BLS lists that as the typical entry-level education for general office clerks. Previous experience is looked on favorably, but for entry-level jobs it isn't essential.
Employers usually look for these skills, and they're worth putting on your resume if you have them:
- Typing and data entry. Fast and accurate matters more than flashy.
- Everyday software. Comfort with word processing, spreadsheets, email, and calendars.
- Communication. A good command of English, spoken and written, and a polite phone manner.
- Customer service. A friendly, steady approach with visitors and callers.
- Organization. Filing systems, scheduling, and keeping track of small details.
- Discretion. You'll see and hear things that need to stay in the office.
- Problem solving. Fixing a jammed printer or a double-booked room without a fuss.
Don't have all of these yet? Many are quick to pick up. Our list of high-value skills you can learn fast is a good place to start. And if you need to apply, a clear cover letter can set you apart from other entry-level applicants.
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A sample office assistant job description
If you're writing a job posting, or want to know what to expect from one, here is a simple sample.
Office Assistant. We are looking for a reliable, organized office assistant to support our team. You will answer phones, greet visitors, manage mail, maintain files and records, enter data, order supplies, and support staff with day-to-day administrative tasks. You should have a high school diploma or equivalent, strong written and spoken English, comfort with everyday office software, and a friendly, professional manner. Previous office experience is a plus but not required.
How much does an office assistant make?
Pay depends on your location, employer, and experience, so treat any number as a starting point. The BLS reports a median annual wage of $45,010 and a median hourly wage of $21.64 for general office clerks as of May 2025. Half of workers in the occupation earn more than the median, and half earn less. You can look up wages for your own state or city through the BLS Occupational Employment and Wage Statistics program.
The BLS also projects that employment of general office clerks will decline 6 percent from 2025 to 2035, though it expects about 249,000 openings a year, on average, over the decade, from workers who leave the occupation. In other words, openings keep coming even as total employment shrinks, and strong software and organizational skills help you compete for them.
Where the role can take you
An office assistant job is a place to learn a lot quickly. After a few years of experience, you'll be in good standing to move into larger roles:
- Administrative assistant. More responsibility for scheduling, correspondence, and supporting a team or department. See our guide to the administrative assistant role.
- Executive assistant. Close support for a senior leader, with more judgment and project work. Read what an executive assistant does.
- Office manager, operations, or human resources roles. Your knowledge of how the office runs translates well.
To get there, say yes to projects, ask for feedback, and make your work visible. Our advice on getting promoted when great work is not enough on its own covers how.
Ready to apply? Browse open roles on the Girlboss job board and find your next role.
Frequently Asked Questions
What does an office assistant do?
An office assistant handles day-to-day administrative tasks that keep an office running: answering phones, greeting visitors, sorting mail, filing, entering data, and supporting colleagues with whatever they need. The exact mix depends on the size and type of the company.
Do you need a degree to be an office assistant?
Usually not. The BLS lists a high school diploma or equivalent as the typical entry-level education for general office clerks. Experience and strong organizational and software skills can help you stand out.
Is an office assistant the same as an administrative assistant?
The roles overlap, but administrative assistants typically take on more responsibility, such as managing calendars, preparing reports, and supporting managers. Many people move from office assistant to administrative assistant as they gain experience.
Is an office assistant a good first job?
For many people, yes. It exposes you to several parts of a business, builds communication and organization skills, and doesn't usually require a degree. It's also a common stepping stone into other office roles.
What should I put on my resume for an office assistant job?
Highlight skills such as typing speed, data entry, scheduling, and customer service, along with any experience from school, volunteering, or past jobs that shows reliability. Use examples, like handling a busy phone line or keeping organized records.
This article offers general career information. Pay and job outlook figures come from the U.S. Bureau of Labor Statistics and vary by location and employer.
