How to hire an administrative services assistant

How to hire an administrative services assistant, step by step

Here's a step-by-step administrative services assistant 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 services assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative services assistant
• Step 8: Go through the hiring process checklist

What does an administrative services assistant do?

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1. Identify your hiring needs

   Before you post your administrative services assistant job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find an administrative services assistant for hire on a part-time basis or as a 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 services assistant 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 services assistant that fits the bill.

   This list shows salaries for various types of administrative services assistants.

   Type of Administrative Services Assistant	Description	Hourly rate
   Administrative Services Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-21
   Administrative Support	Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries... Show more	$12-25
   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
   • Data Entry
   • Home Health
   • Provides Administrative Support
   • Patients
   • PowerPoint
   • Payroll
   • Phone Calls
   • Office Equipment
   • Rehabilitation
   • Travel Arrangements
   • Word Processing
   • Purchase Orders
   • HR

   Check all skills

   Responsibilities:

   • Manage local SharePoint and calendar with real estate and construction files, and event information, corporate attorney updates.
   • Manage and develop the daily clinical schedule for the in-patient rehabilitation staff taking into consideration Medicare guidelines and staffing ratios.
   • Prepare transfer packets and coordinate transfers for patients being send to extend rehabilitation skil facility.
   • Assist in maintaining accountability of all badges issue, and in documenting all badge transactions within a SharePoint database.
   • Create PowerPoint presentations for departmental meetings and external marketing tools.
   • Calculate and submit technicians payroll information and track productivity efficiency of technicians.

   More administrative services assistant duties

3. Make a budget

   Including a salary range in the administrative services assistant job description is a good way to get more applicants. An administrative services assistant salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for an administrative services assistant in Ohio may be lower than in Washington, and an entry-level engineer typically earns less than a senior-level administrative services assistant. Additionally, an administrative services assistant with lots of experience in the field may command a higher salary as a result.

   Average administrative services assistant salary

   $35,490yearly

   $17.06 hourly rate

   ---

   Entry-level administrative services assistant salary

   $28,000 yearly salary

   Updated January 16, 2026

   Average administrative services assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$44,794	$22
   2	Washington	$43,906	$21
   3	Alaska	$42,819	$21
   4	Minnesota	$42,271	$20
   5	Oregon	$40,594	$20
   6	Nebraska	$39,818	$19
   7	Hawaii	$38,991	$19
   8	Maryland	$38,845	$19
   9	Massachusetts	$38,101	$18
   10	Michigan	$37,799	$18
   11	Wisconsin	$37,439	$18
   12	Colorado	$37,055	$18
   13	Utah	$36,366	$17
   14	New York	$36,293	$17
   15	Illinois	$36,173	$17
   16	Iowa	$36,169	$17
   17	Nevada	$35,643	$17
   18	Arizona	$34,349	$17
   19	Tennessee	$34,272	$16
   20	Pennsylvania	$34,132	$16

   Average administrative services assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	University of California-Berkeley	$45,955	$22.09	1
   2	UC Santa Barbara	$45,363	$21.81
   3	University of California	$44,430	$21.36	59
   4	Chubb	$44,263	$21.28	20
   5	Univ Of Colorado-Colorado Spgs	$43,969	$21.14
   6	Russell Sage College	$42,689	$20.52
   7	Washington State University	$41,814	$20.10	5
   8	Uline	$41,807	$20.10	16
   9	SC Johnson	$41,240	$19.83	1
   10	Mount Sinai Health System	$40,991	$19.71	55
   11	University of Washington	$40,953	$19.69	18
   12	Beacon Hill Staffing Group	$40,230	$19.34
   13	ALDI USA	$40,190	$19.32	3
   14	Wayne County, Michigan	$39,943	$19.20	1
   15	Vanderbilt University Medical Center	$39,942	$19.20	18
   16	American Water	$39,689	$19.08	3
   17	University of Nevada, Reno	$39,646	$19.06	7
   18	Gettysburg College	$39,575	$19.03
   19	Mayo Clinic	$39,517	$19.00	37
   20	Crawford & Company	$39,410	$18.95	4

4. Writing an administrative services assistant job description

   A job description for an administrative services assistant role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's an administrative services assistant job description:

   Administrative services assistant job description example

   Performs a variety of administrative functions for one or more Medical Center professionals. Work often requires detailed knowledge of area and the application and interpretation of organizational and departmental policies and procedures.
   
   Answers the telephone, greets visitors, schedules appointments and meetings, and coordinates travel and conference arrangements.
   Develops and implements effective and professional office practices and procedures. Handles purchasing, personnel transactions and special projects. Performs area-specific support activities. Communicates appropriately using good interpersonal skills. Serves, manages and supports internal and external customers. Participates in performance improvement activities. Participates as a team member and is accountable for own work responsibilities. In addition to the above job responsibilities, other duties may be assigned. Position Compensation Range: $15.00 - $19.93 Hourly
   
   MINIMUM REQUIREMENTS
   
   Education: HighSchool Graduate or Equivalent
   
   Experience: 1 year of relevant experience
   
   Licensure: Valid Virginia Driver's License may be required.
   
   PHYSICAL DEMANDS
   
   Job requires standing for prolonged periods, frequently bending/stooping, climbing (ladder, steps), reaching (overhead, extensive, repetitive) and driving. Proficient communicative, auditory and visual skills; Attention to detail and ability to write legibly; Ability to lift/push/pull 50 - 100lbs. May be exposed to fumes, vibrations, heat, dust, noise, radiation and outdoor climate.
   
   COVID Vaccination Requirement and Guidelines
   
   Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.
   
   The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

   Copy this example

   

5. Post your job

   There are a few common ways to find administrative services assistants for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

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

6. Interview candidates

   During your first interview to recruit administrative services assistants, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   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 services assistant

   Once you have selected a candidate for the administrative services assistant 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 services assistant. 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 services assistant?