how to be a good administrative assistant

This may seem superficial, but the better dressed you are, or the more professional you look, the more respect you role commands. The assistant will have to think on their feet, learn how to diffuse difficult situations and make customers or clients feel valued. So look good, because in many cases you may be representing your company to the public at large. Administrative assistants often need to think on their feet, devise solutions fast and remain professional no matter what. If you have a great work ethic, and there’s room for advancement at your company, your efforts will be noticed and your hard work could lead to much bigger things! Europe & Rest of World: +44 203 826 8149. Do yourself a favor by learning as much about your industry as you can, so you can become a resource for your company. The good assistant will be able to organize files and handle incoming and outgoing communication and mail. In a busy office, attention to details is a must, as is multitasking. Learn to handle urgent matters immediately. Many times, senior executives are happy to mentor junior staff members, as long as they feel their needs are being taken care of in the process. Not all admin jobs require the above mentioned financial reporting, but it can be a great asset. Well hopefully you learned that lesson well, because it was all in preparation for your day job. (At Workable, we’d be miserable for sure). A failure at school may only result in getting a F in a class. Every trade has it tool set. 10 Signs of a Rockstar Administrative Assistant, and How to Become One, huge list of online tools for admin assistants. Privacy Policy and Terms of Service, Site Map. 5 tips on how to find a good administrative assistant 1. Time management is a survival mechanism that keeps Administrative Assistants from stretching themselves too thin when tasked with multiple complex assignments. Failing that, you should then advocate for your boss’s or department’s best interest. Assistants must also be comfortable adapting to new technology as well as troubleshooting equipment as well. What’s in, what’s out, and what’s around the corner—they’ve got the HR world covered. This is where things get real. Plumbers must know wrenches, contractors need to know how use a hammer and measuring tape. A great bonus of organization is that it reduces stress by ensuring that things aren’t falling through the cracks and that work is completed in a timely manner. If you aspire to be one of these office Jacks- or Jills-of-all-trades, begin with a solid hands-on training foundation like the Business Office Administration training program offered at one of the several Florida Career College campuses. Of course, along with many other areas in life, the key to success is motivation and interest. This is one of those job qualities that isn’t often listed in the job description, but falls more under common sense. A terrific assistant will always answer the phones or greet people with a smile on their face, even if they don’t feel like it, because they know they have to represent their company in the best light. Assistants must also be comfortable adapting to new technology as well as troubleshooting equipment as well. If you’re lucky, you may receive some formal training in this regard from your employer or manager, but if not, emulate people in your company that know how to get things done! Do you remember your mother telling you the importance of paying attention in school? Being able to mentor and guide students and encourage them every step of the way, is very rewarding…I love being able to be part of the path to helping them achieve that.”. Because administration jobs may include a wide range of responsibilities (e.g. (Example: “How would you go about rescheduling a meeting of the CEO with an important customer at the last minute?”). Regarding confidentiality, you may have to handle sensitive documents or knowledge at times and your job is protect that confidentiality. Being adept at communication is a requirement for almost any office job, but particularly so for executive assistants, as you will often find yourself acting as a lynchpin between different layers of your organization. The assistant has to wear many different hats to succeed in this role. Assistants also work with software for word processing, desktop publishing database management and spreadsheets. Whether you like it or not, your job as an executive assistant will keep you right in the middle of things, and it become more important the higher up in the organization ladder you are. Also, the ability to handle angry or upset people is critical. These priceless individuals keep the office running smoothly, handling everything from routine office work to managing executive schedules, event planning, troubleshooting, and looking for ways to streamline efficiency. Struggling with a task or project? † Financial aid is available for those who qualify. Pay attention and don’t slouch, be polite and look busy, even if you aren’t at the moment. Read our in-depth report. Your job will probably keep you very busy, particularly if you work in a face paced industry. Great Administrative Assistants will closely monitor all of the moving parts that keep an event, a meeting, or a project on course, from providing planning support to ensuring that resources are available when they are needed, to making sure that all team members are briefed and ready to do their part. The best Administrative Assistants are able to anticipate the needs of others in the office—especially their bosses—without being asked. You’re job as an executive assistant can be a kind of catch all assignment. If you follow these tips on hiring an administrative assistant, your hiring process can become much easier. In other words, if you really need to find out what is happening in a particular company, speaking with an executive assistant is a good idea. And, ensure a positive candidate experience to boost your employer brand and engage your best applicants. Read the minds of our team of HR writers. My best advice is do all that you are asked to do with a smile and as much enthusiasm as you can muster. Please contact a campus representative to see when the start date is for your program. Your job isn’t necessarily to resolve these issues, that is often handled at the manager level, but you will have to act as a messenger or liaison, so always try to be fair and helpful. As they will tell you in Job Training 101, dress for success! Get clear, concise, up-to-date advice with our practical, step-by-step guides. Take care of our boss and your department first before dealing with others. Remote work, technology, and engagement are hot topics in the New World of Work. Here’s a list of suggestions you can use to bring the best administrative talent on board: Because administration jobs may include a wide range of responsibilities (e.g. Don’t let jargon stand between you and your to-do list. Professional Attitude and Appearance. ¶ Class start dates vary based on location and/or program. If you’re not interested in administrative work, or at least interested in being good at the job you need to do, it will be difficult to succeed. The quicker you can resolve an issue, the quicker you can cross items off your to do list. Not only are they responsible for keeping track of their own time, but that of their boss. As they will tell you in Job Training 101, dress for success! Also, don’t forget, executive assistant jobs are often stepping stones to higher management positions. Almost every job type comes with a uniform or standard attire, and for Administrative Assistants it is usually office casual. This type of rapid adaptability and demonstrated leadership makes great Administrative Assistants stand out from the crowd. Frequently tasked with handling correspondence, speaking to clients, and dealing with the public, business partners, and vendors, great Administrative Assistants may become the face and voice of an organization. Or talk to us about your hiring plans and discover how Workable can help you find and hire great people. These professionals don’t have time to waste in rework or duplication, so they must develop effective methods for keeping everything in order. Successful Administrative Assistants possess excellent communication skills, both written and verbal. You might be on the phone, working a spreadsheet and opening mail at the same time. So, to get started, use administrative job description templates that include all the necessary skills of each admin job. Of course, the more industry specific knowledge you can offer an employer, the more valuable you become. Choose the right kind of assessment based on the type of job. So stay sharp! This program is a great way to start to build the skill set you will need to become one of these highly-valued professionals. Since they take time out of their day to understand our business and how we can serve their needs, we thought we would return the compliment and learn more about their role in general, and also to try to be of benefit to them as well. This is one of those knowledge categories that fall under on-the-job training. In an office setting, that means dealing with office politics and confidentiality issues. answering phones, attending meetings, organizing files), it’s useful to inform candidates about what exactly they’ll be doing in the role. And for good reason – what would companies do without people who ensure that office processes run smoothly? Learn to prioritize and create a daily to-do list. Your core competence in an administrative role means you should be able to demonstrate mastery of spelling and grammar skills, computer literacy including a solid working knowledge of  MS Word, Outlook, Excel and database management. This includes calendars, work schedules, deadlines, and systems that impact others within the business. ©  2020 Florida Career College, All rights reserved. For every hiring challenge, Workable has a solution. One of the most important skills that separates good business office Administrative Assistants from great ones is their ability to manage their time effectively. Hiring an administrative assistant? But that’s not all – there’s much, much more. Because so many projects and deliverables are on the Administrative Assistant’s plate, this professional needs to be able to determine what they have time to accomplish themselves and where they will need to bring in additional help. This is the type of advice that they often immortalize on inspiration posters, but as cliched as it may sound, it’s really true. Closely related to organization is an eye for detail. Americas: +1 857 990 9675 Even if you’re not in front of the public, your bosses will take note of your personal demeanor. Not only do these folks serve as the gatekeepers, but if you can get one your side, they can also be an excellent source of intelligence for what is really going on! By diversifying your posting strategies, you can get your job ad in front of a large number of candidates, and also draw the interest of qualified people who frequent administrative job boards. * Florida Career Colleges does not promise or guarantee employment to any student or graduate. And especially for assistants who shadow a senior manager, they end up being a nerve center for the organization as well. For more high profile executive assignments you may be expected to wear a suit and tie for men or a dress or suit pants for ladies. § Timing varies by program.

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