The Top 20 Administrative Job Titles [with Descriptions] (2024)

What Administrative job titles should you use?

I spent about 10 hours analyzing which Administrative job titles work best. In this mini-report (the latest chapter inOngig’s Job Titles: The Definitive Guide, you’ll find guidance on:

  • The Definition of “Administrative” — Best practices on roles and department names.
  • Administrative versus Operations — We explain the difference.
  • Administrative Job Titles Hierarchy — The standard for Administrative department positions…a mini org chart if you will.
  • The 20 Most Searched-For Administrative Titles — A pie chart of the top 20 Administrative positions that candidates search for on Google.
  • Administrative Job Titles and Descriptions — A list of the top 10 Administrative job titles and descriptions that employers request.

What are administrative job titles?

What is an administrative position?It can be nebulous but serves critical functions. A few definitions of administrative roles:

“The [Administrative] functions…can be as mundane as ordering paper towels or as critical as budget talks. When outside departments need to forge a relationship with a given department, an administrator is the person who facilitates the meetings.” —How to Organize an Administrative DepartmentbyDanielle Smyth.

“An effective administrator is…the link between an organization’s various departments and ensures the smooth flow of information from one part to the other.” —Effective Role Of Administration In An OrganizationbyPankaj Mishra.

“An office administrator provides structure to other employees throughout the organization. These activities can range from being responsible for the management of human resources, budgets and records, to undertaking the role of supervising other employees.” — Office Administration definition via Wikipedia

Most large companies have an Administration department and it’s usually called Administrative or General & Administrative (G&A) That’s the approach taken at leading companies such as:

  • CVS Health
  • Casper
  • Lyft

However, some companies also have Administrative positions overlapping Operations and other departments.

Administrative versus Operations & Other Departments

Administrative jobs are often interwoven with Operations (most common), Finance, HR and Legal. We perused 40 top career pages to see how top-performing public companies list Administrative jobs versus Operations jobs,.

Let’s have a look at a few:

  • AtExxonMobil, Administrative jobs fall under “Technical and Administrative Support”with “Operations” jobs being listed separately.
  • Walmart‘s career page lists “Administrative and Support Services” jobs and has a separate career area for “Business Operations”.
  • Facebook files its Administrative jobs in the “Legal, Finance, Facilities & Admin” bucket, with “Global Operations” listed as another area of work.
  • Fiverr‘s “General & Admin” team is made up of HR, Operations, and Legal jobs, which include Executive Assistants and Admin Team Leads.
  • Crowdstrike currently lists an Administrative Assistant opening under the “Administration” job family, but if you read the description, this position “supports multiple VPs and helps with the day-to-day operations of the company.”

You can see that Admin is most often combined with Operations (another nebulous but critical department!). The difference

Administrative is the “what” and Operations is the “how”

Administrative is considered the “what” of an organization. What tasks need to be done? (i.e., Scheduling meetings, answering phones, sending emails, preparing documents, creating presentations, directing visitors, etc.).

Operations is considered the “how” of an organization. How will the organization run effectively? (i.e., Creating processes, Managing Projects, Tracking Product Development, Remaining Legally Compliant, Tracking Efficiency, etc.)

You’ll notice that some of the companies above lump Administrative into FInance, HR and Legal too. This is all just the style of a company’s leadership.

But today, we’ll focus on Administrative job titles alone.

Note: If you’re interested in other departments’ job title analysis, check outThe Top 20 Finance Job Titles(includes Accounting) and The Top 40 Job Titles in Human Resources.

Ok, let’s now dive into administrative positions!

Administrative Job Titles Hierarchy

Here’s a typical org chart of Administrative position titles. The Top 20 Administrative Job Titles [with Descriptions] (1)

  • Chief Administrative Officer – Chief Administration Officer, Head of Administration, Chief Business Officer
  • VP of Administration – Vice President of Finance & Operations, Chief of Staff
  • Director of Administration – Administrative Services Director, Administrative Director
  • Administrative Manager – Administrative Services Manager, Business Support Manager
  • Individual Contributors – Administrative Coordinator, Administrative Specialist, Administrative Analyst, Virtual Assistant, Executive Assistant, Administrative Business Partner, Executive Business Partner, Typist, Data Entry Clerk, Office Manager
  • Entry Level – Entry-Level Administrative Assistant, Administrative Intern, Administrative Trainee, Junior Administrative Assistant

Here’s a little more texture on each of the 6 levels of Admin roles:

Job Titles for Administrative Leaders

Administrative usually reports into the Administrative or Operations team run by the Chief Administrative Officer or Chief Operations Officer.

Examples of job titles for Administrative leaders include:

  1. Chief Administrative Officer CAO) (Yelp and Bank of America uses)
  2. Head of Administration
  3. Chief Administration Officer
  4. Chief of Staff (Jumpstart uses)
  5. Chief Legal & Administrative Officer (Collective Health)
  6. Chief Business Officer

VP of Administrative Titles

Examples of Administrative Vice President titles commonly used include:

  1. VP of Administration
  2. Vice President Administration (The Melt uses)
  3. VP Administration

Director of Administrative Titles

Here are some of the top most used Administrative director titles:

  1. Administrative Director
  2. Director of Administrative Services
  3. Lead Administrative Coordinator
  4. Senior Director of Administrative Services
  5. Administrative Services Lead
  6. Sr. Director of Administrative Services

Administrative Manager Job Titles

Examples of Administrative manager titles include:

  1. Administrative Services Manager
  2. Business Support Manager (Bank of America uses)
  3. Administrative Manager
  4. Administrative Support Manager
  5. Front Desk Supervisor
  6. Administrative Support Supervisor

Individual Contributor Administrative Titles

When you get to the individual contributor level of Administrative positions, there is more granularity.

  1. Administrative Coordinator
  2. Front Desk Agent
  3. Administrative Support Specialist
  4. Secretary
  5. Administrative Analyst
  6. Administrative Assistant
  7. Admin Specialist (Facebook uses)
  8. Administrative Business Partner (used by Goole and Stripe)
  9. Master Scheduler
  10. Executive Business Partner (used by Airbnb, Google, YouTube, and Lyft)
  11. Office Manager
  12. Front Desk Administrative Assistant (Uber uses)
  13. Solutions Coordinator (Cardinal Health uses)
  14. Professional Typist
  15. Documentation Specialist
  16. Virtual Assistant
  17. Executive Assistant
  18. Receptionist
  19. Personal Assistant

Entry-Level Administrative Job Titles

Examples of entry-level Administrative titles include:

  1. Junior Administrative Assistant
  2. Administrative Intern
  3. Administrative Aide
  4. File Clerk
  5. Administrative Trainee
  6. Entry-level Administrative Assistant
  7. Junior Administrative Assistant
  8. Data Entry Clerk
  9. Administrative Assistant I (AmerisourceBergen uses)

Top Administrative Job Titles (Candidates)

Below is a list of the top 20 Administrative job titles based on Google queries we found on ahrefs.

The Top 20 Administrative Job Titles [with Descriptions] (2)

“Virtual Assistant” is #1 and if you’re looking to hire an Assistant, unless it’s a must-have to have them in your office, you’ll get a lot more interest in the job if you use the title “Virtual Assistant”.

Top 10 Administrative Job Titles and Descriptions (Employers)

Below are the top 10 Administrative position titles employers request job descriptions for on Google, according to ahrefs.

I’ve included a brief description for each as well as the # of job title searches per month.

Administrative Assistant

An Administrative Assistant works with an executive or team of executives to carry out the day to day tasks within an organization. An Administrative Assistant may answer phones or greet guests, as a Secretary would, but also performs more complex tasks like creating meeting agendas and managing multiple calendars. Other tasks of an Administrative Assistant include:

  • Keeping an inventory of equipment and office supplies
  • Coordinating reporting procedures across organizational teams
  • Providing project support
  • Monitoring department expenses and accounts

# of job title searches per month: 14,000; Office Assistant: 3,900; Assistant:450

Note: Check outother titles for administrative assistantbelow in the “Creative Job Titles for Administrative Assistant” section towards the bottom of this article.

Office Manager

An Office Manager, also known as an Office Administrator, or just Administrator, acts as a liaison between management and employees in and organization. Office managers are responsible for a variety of tasks including monitoring deliveries, organizing workspaces, and providing assistance to executives where needed. Depending on the size of the organization, an Office Manager may also assist with the hiring process by scheduling interviews, or with financial tasks like invoice management.

# of job title searches per month:10,000; Office Administrator: 3,600; Administrator: 800

Executive Assistant

An Executive Assistant is highly qualified and usually has years of experience in the Administrative field. An Executive Assistant provides high-level support to management in a company. Common tasks of an Executive Assistant include:

  • Scheduling important meetings
  • Assisting with marketing research
  • Managing client or partner relationships
  • Supervise or train clerical staff
  • Setting daily schedules for executives

# of job title searches per month: 6,600; Executive Administrative Assistant: 600


A Receptionist, also commonly called a Secretary or Front Desk Agent is the first point of contact for clients and employees when entering an office environment. A Receptionist is usually seated at the front desk or lobby entrance and helps greet and direct visitors when they arrive. A Receptionist also answers the main phone line for a company and transfers calls accordingly. Other tasks of a Receptionist include receiving mail or shipments, scheduling appointments for clients, cleaning reception areas, and assisting with other administrative tasks as needed.

# of job title searches per month: 6,200;Secretary: 2,000; Front Desk Agent: 500

Personal Assistant

A Personal Assistant, similar to an Executive Assistant, helps manage daily schedules and other administrative tasks. A Personal Assistant works side-by-side with one senior-level executive to ensure their calendar is up to date and their organizational goals are met. A Personal Assistant may also be responsible for assisting with personal tasks like scheduling doctor’s appointments, or handling other family-related matters on top of coordinating administrative tasks for the organization.

# of job title searches per month: 2,800

Chief of Staff

A Chief of Staff, a title heard frequently in politics, is also a somewhat new title for a top administrative position within businesses. A Chief of Staff serves as a liaison between clients, staff, and executives. Some duties of the Chief of Staff include:

  • Helping a CEO Organize their time
  • Attending meetings on behalf of their boss
  • Communicating with major stakeholders
  • Writing draft proposals for the CEO
  • Leading organizational culture and community efforts

# of job title searches per month: 2,000; Administrative Coordinator: 600

Program Coordinator

A Program Coordinator is an administrative professional tasked with helping manage various programs within an organization. A Program Coordinator helps manage program-related budgets, keeps team members up-to-date, creates meeting agendas, and schedules meetings. Other tasks of a Program Coordinator include supporting program growth, creating presentations, and sharing program summaries across an organization.

# of job title searches per month: 1,500

File Clerk

A File Clerk is a front-office position that is responsible for file management for a business. Common duties of a File Clerk, also known as a Data Entry Clerk, are:

  • Receiving and sorting mail
  • Archiving old files
  • Making photocopies
  • Entering data into electronic files
  • Coding materials to be filed
  • Tracking records being removed from files

# of job title searches per month: 1,200; Data Entry Clerk: 800

Virtual Assistant

A Virtual Assistant provides a variety of services to businesses or business leaders from a remote location. A Virtual Assistant performs many of the tasks performed by an Executive Assistant, but may also act as a Personal Assistant and perform personal errands. Common tasks of a Virtual Assistant include:

  • Administrative Work (emails, scheduling, booking travel)
  • Personal Tasks (scheduling personal appointments, making personal purchases, booking personal travel)
  • Create Content (researching and creating blogs or business-related content)
  • Manage Finances (Monitoring budget and expenses)
  • Customer Service (Answering and directing calls)

# of job title searches per month: 500

Contract Administrator

A Contract Administrator is responsible for developing and reviewing contracts on behalf of an organization. A Contract Administrator ensures all parties follows the terms of each contract and also may be tasked with analyzing contracts to make sure they comply with regulations, developing contract proposal to support organizational goals, and writing contract letters or notices.

# of job title searches per month: 450

Creative Job Titles for Administrative Assistant

We found these other funny/creative Administrative job titles :

  1. Captain of Multitasking(Assistant)
  2. Chief Image Officer(Assistant in charge of making their Exec’s image look great)
  3. Executive Sherpa(Assistant)
  4. Indentured Rockstar(Assistant)
  5. Lead Enabler(Assistant)
  6. Manager of Codependence(Assistant)
  7. Manager of Office Operations(Administrative Assistant)
  8. Scheduling Wizard(Administrative Assistant)
  9. Workflow Guru(Administrative Assistant)

There’s more examples of funny admin titles (including for Office Manager) here:]

Thank you, Administrative Title Experts!

In addition to the sources cited above, special thanks to these experts on administrative titles:

  1. Career Quest for their article onWhat’s the Difference Between a Secretary and an Administrative Assistant?
  2. Welcome to the Jungle’s article onOh My Job – Office Manager
  3. for their article onWhat Does and Executive Assistant Do?
  4. Bonnie Marcus for her article onAre You Ready To Become Chief Of Staff?
  5. for their article onWhat is a File Clerk?
  6. Time Doctor for their article onVirtual Assistants: What They Do & How to Hire

Why I wrote this?

My Ongig team and I share this research on Administrative job titles to help you optimize your own titles. This supports our mission to transform job descriptions. Check out to learn more.

by Heather Barbour in Job Titles

The Top 20 Administrative Job Titles [with Descriptions] (2024)


What are some administrative job titles? ›

Here are 20 administrative job titles in an office for you to pursue:
  • Administrative assistant.
  • Administrative coordinator.
  • Secretary.
  • Receptionist.
  • Administrative manager.
  • Administrative director.
  • Administrative specialist.
  • Executive assistant.

What are the 7 administrative roles? ›

Seven excellent administrative skills to include in a resume
  • Microsoft Office.
  • Communication skills.
  • The ability to work autonomously.
  • Database management.
  • Enterprise Resource Planning.
  • Social media management.
  • A strong results focus.
16 Feb 2021

What is a better title than office manager? ›

Popular alternatives include community manager, office administrator, and executive assistant. Each of these titles highlights different aspects of the office manager role, which can help them draw focus on the aspects of the job that they most value.

What are the 4 types of administrators? ›

Here are the four types of system administrators based on their roles and responsibilities:
  • Network Administrators. Network administrators manage the entire network infrastructure of an organization. ...
  • Database Administrators. ...
  • Server/Web Administrators. ...
  • Security Systems Administrators.
19 Oct 2022

What are high level administrative duties? ›

An Executive Administrative Assistant is an employee who provides high level administrative support to executives in the workplace, such as taking calls, scheduling meetings, managing executive requests, and other office duties. They may also oversee office functions and supervise lower level office employees.

What are the 3 basic skills of Administrator? ›

Within this definition, successful administration appears to rest on three basic skills, which we will call technical, human, and conceptual.

What is a better title than executive assistant? ›

Other entry-level assistant titles include:

Support assistant. Staff assistant. Office administrator. Administrative support specialist. Administrative clerk.

What are the 5 main functions of administration? ›

Basic Functions of Administration: Planning, Organizing, Directing and Controlling
  • Planning.
  • Organization.
  • Direction.
  • Control.

What is another title for office administrator? ›

An Office Manager, also known as an Office Administrator, or just Administrator, acts as a liaison between management and employees in and organization. Office managers are responsible for a variety of tasks including monitoring deliveries, organizing workspaces, and providing assistance to executives where needed.

What is a higher position coordinator or administrator? ›

An administrator holds the highest authority in a company, while a coordinator is considered an entry-level position in management. Administrators earn an average salary of $61,647 per year, in contrast to coordinators, who earn an average of $37,628 per year.

What is high level administrative support? ›

A senior administrative assistant's role is to accomplish clerical tasks to support senior managers. Such tasks involve preparing and processing documents, responding to inquiries and other forms of correspondence, arranging travel and appointments, attending meetings, and managing schedules.

Which is the hardest role of office manager? ›

Letting employees go

This will probably always be the hardest part of any manager's job – and it's something you never want to get too comfortable doing. Unfortunately, there's no easy way around this one and it doesn't become any easier, no matter how much experience you have.

Is an office manager higher than an administrative assistant? ›

The main difference between an office manager and an administrative assistant is the office manager is responsible for supporting the entire office, and an administrative assistant solely supports directors, senior managers, or other team members.

Who is higher than administrator? ›

Administrators are often the link between managers and upper levels of administration, such as the CEO or COO. Managers also typically specialize in one area of focus while administrators oversee multiple operation sites within a company.

What are administrative roles? ›

Administrators support the smooth running of offices by carrying out clerical tasks and projects. As an administrator in the construction industry, you could be organising project meetings. You'd be typing up documents, responding to business enquiries, drawing up contracts and providing customer service.

What is another title for administrative assistant? ›

Some companies use the terms "secretaries" and "administrative assistants" interchangeably.

What is C level admin? ›

C-Level, or C-Suite, describes the highest-ranking executives within an organization. The “c” stands for “chief.” These executives are generally responsible for an entire department or business unit.

What are great administrative skills? ›

Ultimately, administrative skills are related to the running of a business and increasing office productivity. They include communication and organizational skills, as well as project management skills, bookkeeping skills, and time management skills.

What is above an office Administrator? ›

An office manager is a member of the leadership team who oversees an office's administrative support staff. Office managers use processes focused on maintaining a positive work environment to keep the office running efficiently and productively.

What are 3 qualities that make for a great admin assistant? ›

10 Qualities Sought in an Administrative Assistant
  • Attention to detail. The work of the administrative assistant must be done conscientiously. ...
  • Fluency in written French. Having a good command of French is essential. ...
  • Good level of English. ...
  • Organizational skills. ...
  • Proactivity. ...
  • Independence. ...
  • Communication skills. ...
  • Adaptability.
5 Jul 2018

What qualities does an admin need? ›

  • Creative Problem Solving. If you want to learn how to be a good administrative assistant in 2022, then problem solving should be in your toolbox. ...
  • Proper Etiquette. ...
  • Foresight and Anticipation. ...
  • Multitasking. ...
  • Adaptability. ...
  • Meticulous Organization. ...
  • Having a “Servant's Heart” ...
  • Resourcefulness.
2 Feb 2022

What is the most important role of an administrator? ›

An Administrator provides office support to either an individual or team and is vital for the smooth-running of a business. Their duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.

What are executive assistants called now? ›

One of the reasons why the role has recently evolved into a Chief of Staff to the CEO role is because of the negative bias associated with the title of EA. Many EAs to CEOs are highly educated, have breadth of experience, have too many responsibilities and are far too strategic to be simply called an 'assistant'.

What is the next level after administrative assistant? ›

Executive Assistant.

As an executive assistant, you'll take on more tasks. Along with your usual daily clerical duties, you'd also be responsible for managing the daily schedule and appointments for one or more high-level professionals in the company.

Is Coordinator higher than assistant? ›

Administrative coordinators usually have more managerial responsibilities than administrative assistants. They may oversee the daily operations of their department, such as scheduling meetings, delegating tasks to employees and ensuring that projects are completed on time.

What are the 10 principles of administration? ›

Top 10 Principles for Management
  • (i) The Primary Role of Objectives: ...
  • (ii) Personnel and Physical Facilities: ...
  • (iii) Responsibility and Authority: ...
  • (iv) Dividing and Grouping Work: ...
  • (v) Effective Delegation: ...
  • (vi) Line and Staff Relationships: ...
  • (viii) Stability and Flexibility:

What are the six principles of administration? ›

Brief outlines of the six principles of educational administration are discussed in this article. The principles are: (1) Structural Democracy, (2) Operational Democracy (3) Justice (4) Equality of Opportunity (5) Prudence (6) Adaptability, Flexibility and Stability.

What are the 6 generic administrative functions? ›

These are:
  • Policy making;
  • Organising;
  • Financing;
  • Staffing;
  • Development and necessity of work procedures; and.
  • Control and management.

How do I make my job title sound better? ›

How to craft the best job titles
  1. Keep it simple, but precise. To write better job titles, apply the KISS principle — Keep It Simple, Stupid. ...
  2. Make it searchable. ...
  3. Speak to the outsider, not the insider. ...
  4. Write for the job seeker. ...
  5. Save your prose for the job description. ...
  6. Start attracting the best candidates today.

How do I pick a good job title? ›

5 Things to Consider When Choosing a Job Title
  1. Pick a Job Title That Is Industry-Relevant. ...
  2. Appeal to The Right Candidates. ...
  3. Match the Job Title to Salary Expectations. ...
  4. Take Care to Minimize Gender Bias. ...
  5. Remember That Even at a Startup, Some Conventions Still Apply.
29 Jun 2021

What's a fancy word for Administrator? ›

What is another word for admin?
183 more rows

What are 4 administrative activities? ›

Here are the most common organizational skills and tasks associated with administrative jobs:
  • Maintaining multiple calendars.
  • Setting appointments.
  • Filing various documents and maintaining databases.
  • Creating filing systems.
  • Updating spreadsheets and other data entry tasks.
  • Creating email templates.

What is administrative hierarchy? ›

An administrative organizational structure is a typically hierarchical arrangement of lines of authority. It determines how the roles, power, and responsibilities are assigned, and how the work process flows among different management levels.

What is admin executive? ›

Executive administrators help support the CEO and other executives, as well as the executive board as needed. Executive administrators maintain travel records, as well as arrange meetings and conference calls. They produce status reports, accounting reports and sales reports as well.

Is Executive higher than admin? ›

Understanding the Executive Assistant Role

In most organizations, this is a higher-level position (compared with an Administrative Assistant) and requires a higher degree of professional skill.

Is Coordinator higher than lead? ›

The team leader reviews the team's operations at a high level and reports progress to upper management. Team coordinators run operations on a more detailed level. They have insight about each task the team members need to complete and provide specific internal deadlines and targets.

What is a fancy name for administrative assistant? ›

Individual Contributors – Administrative Coordinator, Administrative Specialist, Administrative Analyst, Virtual Assistant, Executive Assistant, Administrative Business Partner, Executive Business Partner, Typist, Data Entry Clerk, Office Manager.

What is another word for administrative work? ›

What is another word for administrative?
in chargein control
131 more rows

What position is higher than administrative assistant? ›

Senior administrative assistant or office manager positions are higher than administrative assistant positions. After senior administrative assistant, specialist administrative assistant followed by executive administrative assistant tends to fall next in the promotion progression.

What is the other term for administrative? ›

What is another word for admin?
183 more rows

What is a female administrator called? ›

Administratrix – 'Administratrix' is the feminine gender noun of 'administrator'.

What is the highest level of administrative assistant? ›

The highest level of a senior administrative assistant is a senior executive assistant. Senior executive assistants can progress to become a part of the executive team, but that responsibility tends to lead outside the assistant role.

How do I describe my administrative skills? ›

What Are Administrative Skills? Administrative skills are the skills that increase office productivity by consolidating time-consuming administrative tasks into one role. The most common skills include keeping projects on track, arranging travel, scheduling meetings, and filing expense reports.

Which is higher an administrative assistant or a secretary? ›

Since administrative assistants typically have more responsibilities, they receive higher pay than secretaries. However, both salaries can vary based on experience, education, location and the size of the business.

How do you write administrative job description? ›

  1. Coordinate office activities and operations to secure efficiency and compliance to company policies.
  2. Supervise administrative staff and divide responsibilities to ensure performance.
  3. Manage agendas/travel arrangements/appointments etc. ...
  4. Manage phone calls and correspondence (e-mail, letters, packages etc.)

What is administrative hierarchy? ›

An administrative organizational structure is a typically hierarchical arrangement of lines of authority. It determines how the roles, power, and responsibilities are assigned, and how the work process flows among different management levels.

Which is better administrator or coordinator? ›

An administrator holds the highest authority in a company, while a coordinator is considered an entry-level position in management. Administrators earn an average salary of $61,647 per year, in contrast to coordinators, who earn an average of $37,628 per year.

Is administrator higher than secretary? ›

An administrative assistant has more duties to perform than a secretary. An administrative assistant's work is far above clerical jobs. Unlike a secretary, an administrative assistant has the liberty to make independent decisions. An administrative assistant can also make independent judgments.

What is the short form of administrative? ›

Definition of 'admin'

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