How to hire an office management assistant

How to hire an office management assistant, step by step

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

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1. Identify your hiring needs

   Before you start hiring an office management assistant, 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

   Hiring the perfect office management assistant also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   Here's a comparison of office management assistant salaries for various roles:

   Type of Office Management Assistant	Description	Hourly rate
   Office Management Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$14-34
   Office Worker	An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs... Show more	$11-34
   Office Clerk	Office clerks are administrative employees who handle clerical activities for the organization. They are in charge of managing company records, organizing and storing documents, filing and sorting hard copies of documents, and liaising with other departments or external partners... Show more	$12-18

2. Create an ideal candidate profile

   Common skills:

   • Phone Calls
   • Customer Service
   • Office Equipment
   • Travel Arrangements
   • Financial Reports
   • Word Processing
   • Patient Care
   • Purchase Orders
   • Office Management
   • Office Operations
   • Meeting Minutes
   • Front Desk
   • Scheduling Appointments
   • Expense Reports

   Check all skills

   Responsibilities:

   • Lead DoD team that assist Pakistan in gaining military capabilities to conduct counter-terrorism operations against the Taliban.
   • Prepare several sophisticate PowerPoint presentations on leading-edge operational improvements.
   • Prepare several sophisticate PowerPoint presentations on leading-edge operational improvements.

3. Make a budget

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

   • Location. For example, office management assistants' average salary in montana is 51% less than in connecticut.
   • Seniority. Entry-level office management assistants earn 57% less than senior-level office management assistants.
   • Certifications. An office management assistant 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 office management assistant's salary.

   Average office management assistant salary

   $47,778yearly

   $22.97 hourly rate

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   Entry-level office management assistant salary

   $31,000 yearly salary

   Updated December 17, 2025

4. Writing an office management assistant job description

   An office management assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of an office management assistant job description:

   Office management assistant job description example

   Do you have a passion for helping people and delivering an exceptional client experience? Do you enjoy problem solving and resolving issues? If so, this may be the opportunity for you. We're looking for the right person to work in our office located in Des Moines, Iowa.
   
   Who We Are: At Farm Bureau Financial Services, our client/members can feel confident knowing their family, home, cars and other property are protected. We value a culture where integrity, teamwork, passion, service, leadership and accountability are at the heart of every decision we make and every action we take. We're proud of our more than 80-year commitment to protecting the livelihoods and futures of our client/members and creating an atmosphere where our employees thrive.
   
   What You'll Do: As a Wealth Management Office Assistant, you'll work closely with a Wealth Management Advisor (WMA) to:
   
   * Interact with associates and clients in a courteous and respectful manner, contributing to the overall positive work environment.
   
   * Support the efforts of the WMA including setting appointments, implementing marketing campaigns, performing general clerical duties, general correspondence, and other special assignments as necessary.
   
   * Schedule and prepare the WMA for upcoming client appointments including: preparing/updating financial plans, conducting investment research, preparing the required documentation for new business or other client transactions, and gathering investment statements.
   
   * Process all new business transactions as well as other types of transactions from beginning to end, ensuring accuracy and timely completion.
   
   * Create a positive client/member experience by communicating directly with clients on service related questions and changes and handling issues and problems as they arise.
   * Provide assistance in maintaining the integrity of client files and a compliant practice.
   * Maintain approved materials including sales literature, brochures, prospectuses, forms, manuals, etc.
   
   What It Takes to Join Our Team:
   
   * Strong communication and customer service skills, with an ability to interact by other the phone and in-person. including meeting planning and facilitation.
   * Strong organizational skills, including use of Microsoft Office Suite required.
   * Ability to learn and adapt to other technologies, including Client Relationship Management (CRM) software.
   * High school diploma or equivalent required.
   * Minimum two years financial services experience preferred.
   * Must be able to maintain confidentiality.
   
   What We Offer You: When you're on our team, you get more than a great paycheck. You'll hear about career development and educational opportunities. We offer an enhanced 401K with a match, low cost health, dental, and vision benefits, and life and disability insurance options. We also offer paid time off, including holidays and volunteer time and teams who know how to have fun.
   
   If your values align with ours, we invite you to join Farm Bureau Financial Services…where the grass really IS greener!
   
   Work Authorization/Sponsorship: At this time, we are not considering candidates that need any type of immigration sponsorship now or in the future, such as additional or permanent work authorization. Applicants must be currently authorized to work in the United States on a full-time, permanent basis. We are not able to sponsor now or in the future, or take over sponsorship of, an employment visa or work authorization for this role. For example, we are not considering candidates with OPT status.

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5. Post your job

   To find the right office management assistant 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 office management assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit office management assistants 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 office management assistant job on Zippia to find and recruit office management assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting office management assistants requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   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 office management assistant

   Once you've decided on a perfect office management assistant candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your 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.

   Once that's done, you can draft an onboarding schedule for the new office management assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

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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