Team Assistant Job Description

Key responsibilities

• 📅 Manage schedules and appointments: A Team Assistant takes charge of organising and maintaining the team's schedules to ensure a smooth workflow. They manage calendars, arrange meetings, and schedule appointments so that everyone is in the right place at the right time. This helps the team stay focused and productive without the clutter and chaos of scheduling conflicts.

• 🎨 Coordinate team projects and events: Facilitating collaboration is at the heart of a Team Assistant's role. From coordinating event logistics to organising project timelines, they keep the team's larger initiatives running seamlessly. Their support in planning and executing projects ensures that deadlines are met without sacrificing quality or attention to detail.

• 📞 Handle communication and correspondence: Serving as the communication hub, the Team Assistant oversees incoming and outgoing communications. They manage emails, prepare reports, and liaise with clients or stakeholders. By acting as the first point of contact, they ensure that information flows smoothly and accurately.

• 📂 Maintain records and documentation: A Team Assistant manages filing systems, updates databases, and ensures that all necessary information is readily accessible to team members. This meticulous record-keeping supports transparency, accountability, and efficient decision-making.

• 🚀 Support administrative tasks and duties: They also handle general admin tasks that help keep day-to-day operations running smoothly. From ordering supplies to managing invoices, their efforts keep the team's environment organised and well-supplied. This role ensures that team members can focus on their core tasks without being bogged down by operational hurdles.

Qualifications and skills

• Administrative skills: Demonstrates proficiency in managing calendars, scheduling meetings, and coordinating travel arrangements, ensuring smooth office operations.

• Communication abilities: Possesses strong written and verbal communication skills to effectively liaise with team members, clients, and external partners.

• Organisational prowess: Utilises exceptional organisational skills to manage multiple tasks and priorities in a fast-paced environment.

• Attention to detail: Exhibits a keen eye for detail, ensuring accuracy in documentation and data management.

• Problem-solving skills: Adapts to challenges with a proactive approach, applying logical and creative solutions to assist the team efficiently.

• Interpersonal skills: Builds strong relationships within the team and with external stakeholders, fostering a collaborative and harmonious work environment.

• Technology expertise: Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with team collaboration tools such as Slack or Trello.

• Time management: Effectively manages time and resources, meeting deadlines while supporting the needs of the team.

• Flexibility and adaptability: Embraces change and is able to pivot priorities as required to meet team and organisational goals.

• Confidentiality: Maintains a high level of discretion and professionalism, handling sensitive information with integrity and care.

Career path and opportunities

People in this role often build strong organisational and communication skills, setting them up to grow into roles like Executive Assistant or Office Manager.
With further experience and training, they may branch out into HR, project management, or operations roles.
The skills you build as a Team Assistant give you a strong base to grow into future leadership roles, including roles such as Team Leader or Department Coordinator.

Related job titles

• Administrative Assistant
• Office Coordinator
• Executive Assistant
• Office Administrator
• Personal Assistant
• Administrative Officer
• Receptionist
• Project Support Officer
• Operations Assistant
• Secretary
• Business Support Officer

Example job description

Job title: Team Assistant

Job overview:
A dedicated and organised Team Assistant is needed to support a fast-paced team within a vibrant workplace. This role suits someone with a flair for multitasking and a knack for keeping things running smoothly. If you thrive in dynamic environments and love being the go-to person for solving problems, this could be your perfect fit.

Key responsibilities:

• Provide administrative support, including managing calendars and coordinating meetings
• Prepare and edit documents, presentations, and correspondence
• Organise team events and travel arrangements
• Assist in the planning and execution of projects
• Maintain office supplies and manage inventory
• Act as a point of contact for internal and external stakeholders

Required qualifications:

• Proven experience in a similar administrative or team support role
• Strong organisational and time management skills
• Excellent verbal and written communication abilities
• Proficiency with Microsoft Office Suite and online collaboration tools
• Ability to work independently and within a team

Preferred qualifications:

• Experience in a fast-paced, professional setting
• Prior experience with project management software
• Certificate or diploma in Business Administration or related field

Perks/benefits:

• Competitive salary package
• Flexible work arrangements, including the option to work from home
• Opportunity to develop skills and advance your career within the organisation
• Collaborative and supportive work culture
• Health and wellbeing programs offered on-site

Frequently asked questions

What does a Team Assistant do?

A Team Assistant provides vital administrative support to teams and departments, ensuring smooth workflow and organisation. They handle various tasks, from scheduling meetings to managing communications, which keeps the team functioning efficiently and focused on their primary responsibilities.

What are their key duties and responsibilities?

Key duties of a Team Assistant include organising calendars, arranging travel, preparing documents, and maintaining records. They also coordinate events and manage correspondence, ensuring all communications are timely and clear. By juggling multiple responsibilities, they enable the team to operate efficiently.

What skills are important for a Team Assistant?

Crucial skills for a Team Assistant include strong organisational capabilities, excellent communication, and adaptability. An affinity for multitasking and a detail-oriented nature allow them to handle the diverse range of tasks their role demands. In addition, proficiency with office technology and software is beneficial.

What makes a great Team Assistant?

A great Team Assistant possesses not just technical skills but also a proactive attitude and the ability to anticipate the needs of their team. Their knack for solving problems creatively and fostering a positive work environment makes them invaluable. Empathy, a collaborative spirit, and reliability top off the qualities that distinguish an exemplary Team Assistant.