How to hire an administrative assistant/supervisor

How to hire an administrative assistant/supervisor, step by step

Here's a step-by-step administrative assistant/supervisor hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an administrative assistant/supervisor job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative assistant/supervisor
• Step 8: Go through the hiring process checklist

What does an administrative assistant/supervisor do?

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1. Identify your hiring needs

   Before you start hiring an administrative assistant/supervisor, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them an administrative assistant/supervisor to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an administrative assistant/supervisor that fits the bill.

   This list presents administrative assistant/supervisor salaries for various positions.

   Type of Administrative Assistant/Supervisor	Description	Hourly rate
   Administrative Assistant/Supervisor	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$15-30
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Payroll
   • Front Desk
   • Financial Statements
   • Office Equipment
   • Schedule Appointments
   • PowerPoint
   • Travel Arrangements
   • CPR
   • Purchase Orders
   • Human Resources
   • Telephone Calls
   • Computer System
   • Inventory Control

   Check all skills

   Responsibilities:

   • Manage an official company page on Facebook to facilitate interaction with customers and increase customer engagement.
   • Enter data and generate time reports for approval using PeopleSoft.
   • Receive and process cash receipts, credit card payments, and checks in QuickBooks.
   • Enter requisitions into Peoplesoft, purchase office supplies, and schedule travel and conferences.
   • Set up new customers in the QuickBooks database and file folder and maintain the vendor and customer list.
   • Perform audits on medical records for Medicare and Medicaid organizations.

   More administrative assistant/supervisor duties

3. Make a budget

   Including a salary range in your administrative assistant/supervisor job description is a great way to entice the best and brightest candidates. An administrative assistant/supervisor salary can vary based on several factors:

   • Location. For example, administrative assistant/supervisors' average salary in arkansas is 43% less than in california.
   • Seniority. Entry-level administrative assistant/supervisors earn 48% less than senior-level administrative assistant/supervisors.
   • Certifications. An administrative assistant/supervisor with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an administrative assistant/supervisor's salary.

   Average administrative assistant/supervisor salary

   $46,285yearly

   $22.25 hourly rate

   ---

   Entry-level administrative assistant/supervisor salary

   $33,000 yearly salary

   Updated January 22, 2026

   Average administrative assistant/supervisor salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Maryland	$49,707	$24
   2	Minnesota	$49,350	$24
   3	Nevada	$48,467	$23
   4	Arizona	$46,419	$22
   5	Nebraska	$46,104	$22
   6	Ohio	$44,485	$21
   7	Colorado	$44,475	$21
   8	Wisconsin	$43,863	$21
   9	North Carolina	$42,594	$20
   10	Tennessee	$41,555	$20
   11	Idaho	$40,097	$19
   12	Kansas	$39,942	$19
   13	South Carolina	$35,164	$17

   Average administrative assistant/supervisor salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Minnesota State Fair	$51,868	$24.94	17
   2	Mayo Clinic	$50,643	$24.35	17
   3	Baxter International	$46,648	$22.43
   4	ABM Industries	$45,262	$21.76	11
   5	University of Maryland Medical System	$44,887	$21.58	2
   6	State Bar of Michigan	$42,760	$20.56	7
   7	Phoenix Children's	$42,394	$20.38
   8	Treasure Island Resort & Casino	$42,367	$20.37
   9	Youth Villages	$42,043	$20.21
   10	The TJX Companies	$35,143	$16.90	72
   11	Boyd Gaming	$34,537	$16.60
   12	S.C. Department of Commerce	$30,227	$14.53

4. Writing an administrative assistant/supervisor job description

   A good administrative assistant/supervisor job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of an administrative assistant/supervisor job description:

   Administrative assistant/supervisor job description example

   Make a difference.
   
   As an Assistant to the Warehouse Supervisor you will ensure our warehouse is a smooth operating machine and that our products get where they need to be. In this role, you will receive, store, select, pack, and ship warehouse inventory. Technology will be needed for this role in warehouse management system locations.
   
   Shift is full-time 10:00am - 7:00pm M-F, no weekends, paid holidays.
   Pay is $25.50 per hour.
   
   In this role you will:
   Work with drivers to determine routing for trucks and ensure loading operations are in compliance Select stock to fill customer orders Load and unload delivery vehicles Maintain warehouse equipment and material Supervise warehouse personnel and prepare various inventory reports on occasion
   
   What you bring to the table:
   2+ years warehouse and logistics experience preferred Leadership skills Ability to safely perform physical activities associated with warehouse work Knowledge of proper use of PPEExperience using warehouse management systems
   
   Why should you join Graybar?
   
   At Graybar, our employees are the heart and soul of our company. We believe that employees with diverse perspectives bring the ideas and innovative thinking we need to solve our biggest challenges and compete in an ever-changing world. Consistent with our values, we welcome people from all backgrounds, cultures and experiences into our company because we believe it's the right thing to do and the right way to run our business.We want each of our employees to know that they matter and to feel a sense of belonging, ownership and inclusion at Graybar. We believe that everyone should be treated with dignity and respect, and we work to build a collaborative environment where our employees have the opportunity to grow, learn and make a difference, both as individuals and as part of the team.
   
   That's what our employee ownership culture is all about: working as one team and moving forward together, while honoring the unique value each person brings to our company.
   
   Apply now and find out what's next for you.
   At Graybar, we are known for our comprehensive benefits and our employee stock ownership plan! As a full-time employee of Graybar, you will accrue THREE weeks of vacation during your first 12 months, and will have access to a wide variety of our benefits. Benefits include: Medical Insurance and Prescription Drug, Dental Insurance, Vision Plan, Life Insurance, Flexible Spending Accounts, Disability Benefits, Profit Sharing Plan, 401(k) Savings Plan, Paid Vacation, Sick Days and Holidays, Employee Recognition Program
   
   Equal Opportunity Employer/Vet/Disabled
   
   Not the right fit? Let us know you're interested in a future opportunity by clicking Introduce Yourself in the top-right corner of the page or create an account to set up email alerts as new job postings become available that meet your interest!

   Copy this example

   

5. Post your job

   To find the right administrative assistant/supervisor for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with administrative assistant/supervisors they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit administrative assistant/supervisors who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your administrative assistant/supervisor job on Zippia to find and recruit administrative assistant/supervisor candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with administrative assistant/supervisor candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new administrative assistant/supervisor

   Once you have selected a candidate for the administrative assistant/supervisor position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new administrative assistant/supervisor. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire an administrative assistant/supervisor?