ADMINISTRATIVE ASSISTANT: JOB ANALYSIS
AND DOCUMENTATION
Submitted to:
Amy Liberty Casibang
Prepared by:
Adrian Jade Sabado
Donna Mendaje
Jamaica Pamittan
Marivic Zingabo
Company:
Block 2 Corp.
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TABLE OF CONTENTS
Job Analysis Summary……………………..……………………..……………………..3
Job Description……………………..……………………..……………………..4
Job Specification……………………..……………………..……………………..5
Justification……………………..……………………..……………………..6
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Job Analysis Summary
A job analysis has been performed using an incumbent interview of the Administrative
Assistant of Block 2 Corp. The purpose of the incumbent interview is to collect information
about the tasks, responsibilities, qualifications, skills, and working conditions related to the
position in order to identify its place within the processes of the organization.
According to the incumbent interview, the duties of the Administrative Assistant include
managing the schedule, record keeping, reporting, coordination, communication, and
administrative assistance to various departments. The position implies being professional,
confidential, communicative, organized, and capable of multitasking.
In order to validate the results, the collected information has been compared to reliable
sources such as the O*NET OnLine Summary Report for Administrative Assistants, the book
by Gary Dessler "Human Resource Management," the LinkedIn Global Talent Trends Report,
as well as the ethics in Republic Act No. 6713 and the Civil Service Commission.
Therefore, the information related to the duties, qualifications, and competencies has been
confirmed by the chosen reliable sources.
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Job Description
1. Job Title
Administrative Assistant
2. Department
Operations/Administration
3. Job Summary
According to the interview, the Administrative Assistant is "the glue of operations in the
office." This involves the coordination of the flow of information, scheduling assistance to
the executive team members, as well as ensuring that all the office systems function
effectively.
4. Duties and Responsibilities
• Workflow Management: Emails and calls sorting in relation to urgent matters of business.
• Scheduling Assistance: Managing the schedule and appointments of the management.
•Document Processing: Preparation, modification, and filing of the contracts, reports, and
minutes of meetings.
• Facility Liaison: Acting as an intermediary between the office and the facilities' providers.
•Guest Coordination: Acting as a face of the front desk of the office to the guests.
5. Reporting Relationship
• Reports to the Office Manager.
6. Working Conditions
•High-traffic office environment with frequent interruptions.
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•Full-time on-site presence required.
7. Tools and Equipment Used
•Cloud-based suites (Google Workspace/MS Office 365).
•Digital filing systems and scanners.
•Multi-line phone systems and Zoom/Teams hardware.
Job Specification
a. Educational Qualifications
• Bachelor’s degree in Business, Communications, or any related 4-year course.
b. Work Experience
• One-year minimum work experience in a hectic office or client-oriented environment.
c. Knowledge
• A strong knowledge base of business etiquettes and communication skills.
• Basic knowledge of office programs and handling digital documents.
d. Skills
•Typing: Typing speed of 50 WPM and above.
•Computer: Expert in Excel and PowerPoint.
•Communication: Fluent in English and Filipino languages.
e. Abilities
•Critical Thinking: The ability to set priorities without having to ask the supervisor all the
time. •Stress Tolerance: Keeping calm when many clients are waiting to
be assisted.
f. Personal Characteristics
•Proactive: Finding something productive to do even when there is nothing much to do.
•Detail-Oriented: Spotting typos in contracts before they are sent.
g. Certification
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• There are no mandatory certifications; however, Administrative Professional certification
would be an advantage.
Justification
• Dessler, G. (2020). Human Resource Management (16th ed.). Pearson.
• LinkedIn. (2024). Global Talent Trends Report 2024–2026.
• O*NET OnLine. Summary Report for Administrative Assistants (43-6014.00).
• Republic Act No. 6713. Code of Conduct and Ethical Standards for Public Officials and
Employees.
• Civil Service Commission. Civil Service Commission Standards and Policies.
• Armstrong, M. (2020). Armstrong’s Handbook of Human Resource Management Practice.
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• Noe, R. A., Hollenbeck, J. R., Gerhart, B., & Wright, P. M. (2021). Fundamentals of Human
Resource Management.