Writing Job Descriptions
Writing a Job Description for an Administrative Role
This prompt helps HR teams create a structured and engaging job description for administrative roles, such as Office Manager or Executive Assistant. It focuses on defining organizational, operational, and support tasks while highlighting the importance of the role to the company’s success.
Responsible:
HR/Recruiting
Accountable, Informed or Consulted:
HR, Operations
THE PREP
Creating effective prompts involves tailoring them with detailed, relevant information and uploading documents that provide the best context. Prompts act as a framework to guide the response, but specificity and customization ensure the most accurate and helpful results. Use these prep tips to get the most out of this prompt:
Identify the administrative needs and expectations of the company or team.
Review past performance or challenges in similar roles to highlight priorities.
Collaborate with leadership to align responsibilities with organizational goals.
THE PROMPT
Help write a comprehensive job description for the position of [specific administrative role, e.g., Executive Assistant] at [specific software startup]. Focus on:
Role Summary: Recommending a concise overview, such as, ‘Highlight the role’s contribution to organizational efficiency and leadership team support through effective coordination and communication.’
Key Responsibilities: Suggesting core tasks, like, ‘Detail responsibilities such as scheduling meetings, managing correspondence, preparing reports, and ensuring office operations run smoothly.’
Skills and Qualifications: Providing a clear profile, such as, ‘Specify skills in organization, time management, attention to detail, and proficiency in tools like Microsoft Office or Google Workspace.’
Company Impact: Emphasizing the role’s importance, like, ‘Describe how the position supports team productivity and fosters a positive work environment.’
Application Details: Recommending how to conclude, such as, ‘Clearly outline the application process, including submission of resumes and references, and a preferred start date.’
Provide a structured job description that appeals to organized and detail-oriented professionals, showcasing the company’s culture and growth potential. If additional details about operational goals or team dynamics are needed, ask clarifying questions to refine the description.
Bonus Add-On Prompts
Propose strategies for highlighting career advancement opportunities in administrative roles.
Suggest methods for incorporating teamwork and cross-department collaboration into the description.
Highlight techniques for emphasizing the role’s impact on overall business efficiency.
Use AI responsibly by verifying its outputs, as it may occasionally generate inaccurate or incomplete information. Treat AI as a tool to support your decision-making, ensuring human oversight and professional judgment for critical or sensitive use cases.
SUGGESTIONS TO IMPROVE
Focus on specific administrative specializations, such as HR support or project coordination.
Include tips for emphasizing organizational tools or software proficiency, like Asana or Slack.
Propose ways to make the description inclusive and appealing to diverse candidates.
Highlight opportunities for professional development within the role.
Add suggestions for linking the role’s responsibilities to measurable business outcomes.
WHEN TO USE
When hiring for roles that ensure operational efficiency and leadership support.
To attract candidates with strong organizational and multitasking skills.
During team expansion or when addressing gaps in administrative support.
WHEN NOT TO USE
For roles with minimal administrative responsibilities.
If the team’s operational structure or support needs are unclear.