You're hiring an administrative assistant. What qualities are essential to success?
Hiring an administrative assistant can be a challenging task, especially if you need someone who can handle multiple responsibilities, communicate effectively, and support your team's goals. An administrative assistant is not just a clerical worker, but a valuable partner who can make your life easier and your business more productive. But what qualities are essential to success in this role? Here are some of the most important ones to look for when you're hiring an administrative assistant.
An administrative assistant needs to have excellent organizational skills, as they are often responsible for managing schedules, files, documents, invoices, and other tasks that require attention to detail and accuracy. An organized administrative assistant can prioritize their workload, meet deadlines, and avoid errors that can cause confusion or delays. They can also use tools and systems to streamline their work and keep everything in order.
An administrative assistant needs to have strong communication skills, as they are often the first point of contact for clients, customers, vendors, and other stakeholders. An effective administrative assistant can communicate clearly and professionally, both verbally and in writing, and adapt their style and tone to different situations and audiences. They can also listen actively, ask relevant questions, and provide feedback and information as needed. A good communicator can also build rapport and trust with others, and handle conflicts and complaints with tact and diplomacy.
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Grace Joshua
Graduated at Mzumbe University
Administrative Assistant requires a good communication skills. Make sure what you speak is clearly understood don’t use ambiguity or unnecessary words.Be a good listener, maintain eye contact ,be confident and know which tone of voice is the best. Succeeding in your career requires good communication skills .
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An administrative assistant needs to have solid problem-solving skills, as they are often faced with unexpected challenges and issues that require quick and creative solutions. A resourceful administrative assistant can think on their feet, research and analyze information, and use their initiative and judgment to find the best way to resolve problems. They can also anticipate potential problems and prevent them from escalating or affecting their work or the work of others.
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Kelly K.
Administrative Assistant
In my experience, a combination of personal and professional skills are the qualities one should look for in an administrative assistant. Good grammar, good manners, a positive attitude, time management, and a personal desire to succeed in the workplace are the bare bones of these qualities. Professional skills may vary due to the type of office, but the ability to work on a computer and a phone should definitely be on top of the list. Another important professional skill is the ability to help out the client with an issue rather than "bothering the boss". A final issue, that I believe is the most important, is being a team player. No admin is an island!
An administrative assistant needs to have a range of technical skills, as they are often required to use various software and applications to perform their tasks. A proficient administrative assistant can use common programs such as Microsoft Office, Google Workspace, or Adobe Acrobat, as well as specialized software such as accounting, CRM, or project management tools. They can also learn new skills and technologies as needed, and troubleshoot any issues that may arise.
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Kelly K.
Administrative Assistant
The baseline minimum of technical skills that an admin should have in this day and age are, in my opinion (and experience), the following: good phone manners, email literacy, research skills, knowledge of Microsoft Office/Suite, Adobe, filesharing, and knowledge of common office administration info (such as vendors, AR, and AP). Another good technical skill to have is good security literacy. This means to know when an email or a phone call is a phishing scam. One person is all that is needed for a scammer to enter an organization. As an admin, we need to use our commone sense and be the "wall".
An administrative assistant needs to have strong interpersonal skills, as they are often working with different people and personalities, both within and outside the organization. A friendly and cooperative administrative assistant can collaborate effectively with their colleagues, managers, and other teams, and support their goals and needs. They can also show respect and appreciation for diversity and inclusion, and adapt to different cultures and preferences. A positive and courteous administrative assistant can also enhance the reputation and image of the organization, and foster customer loyalty and satisfaction.
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Michelle Williams
Executive Administrative Assistant at The University of Chicago
My job as the admin to my executive is to be the face of his office. I represent him and our company in every single thing I do. The most important thing that I feel I do is build relationships with others - whether it be external or internal peers and colleagues. My dad taught me to treat the Custodian with the same respect as you would the CEO, and I carry that with me today. You not only gain respect from others, you gain trust and the image of your organization as a whole becomes that much more positive!
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SILVER IBOK
Seasoned Administrative Assistant | BYUI pathway student
Breach confidentiality: Admin assistants often have access to sensitive information about the company, employees, and clients. They need to maintain confidentiality and not disclose any confidential information to unauthorized individuals. This cannot be overemphasized, when bridged, it could lead to disciplinary action or loss of employment. This is one very important aspect of of being an admin assistant
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