Required Skills to Excel as an Administrative Assistant

Julie Shenkman
Posted by in Administrative & Clerical Services


Administrative assistants wear a variety of hats in the modern workplace, and their role extends far beyond simple clerical duties. Today's admin ensures a company runs smoothly and that everyone is operating at their full potential. These are the required skills to excel as an administrative assistant.

Professionalism

The administrative assistant generally acts as the face of an organization. You are the first point of contact for customers, clients and visitors. Being able to represent the company professionally is of utmost importance, so solid communication skills, both written and verbal, are vital. In addition to communicating professionally, a successful assistant also possesses a professional look and attitude, with lots of patience and discernment.

Industry Knowledge

Administrative assistants must know the ins and outs of their particular industry in order to be an effective part of the team. Having the ability to participate in conversations using key industry terms is crucial in assisting executives and managers navigate their workloads.

Flexibility

There is rarely a typical day for an administrative assistant, so maintaining flexibility is a must. Often, you are required to respond to urgent requests and emails; being able to do so while staying on top of your regular workload is an essential skill. On top of that, a great assistant is always looking for ways to streamline the workload not only for herself but for her superiors and co-workers.

Time Management

Time management is a crucial skill for administrative assistants. You are in charge of managing executive schedules and keeping others on time and prepared for meetings, travel and other timely events. In addition to keeping others' schedules going, you must manage your own time well in order to complete important tasks while dealing with distractions and interruptions. Multitasking is often necessary.

Problem-Solving

Assistants are confronted with tricky situations often. Whether it's a double-booked meeting or a misrouted supply order, being able to think critically on your feet and comes in handy when you need a quick and effective solution. This also includes having to work with difficult personalities: being able to please different people using wit and professionalism while keeping the workflow running smoothly is a trait of a highly effective assistant.

Organization

Administrative assistants keep everyone else in the office on time and organized, so they must also be organized. Effectively prioritize all tasks, manage your daily calendar and make sure every file has its place. Staying on top of your own workload prepares you for unexpected duties and last-minute emergencies.

Administrative assistants play essential roles in nearly every industry. As the economy evolves and more workers are laid off, the assistant's responsibilities multiply and grow more diverse. Make sure your skill set includes the required skills listed here to provide the high level of support your company needs.


Photo courtesy of stockimages at FreeDigitalPhotos.net

 

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  • Rhonda M.
    Rhonda M.

    I excel when I'm wearing alot of different hats In the workplace. I can handle it well.

  • geraldine a.
    geraldine a.

    Never A Dull Moment, always something new!!! No problem!!!

  • Lisa C.
    Lisa C.

    I think this field has compressed and what few jobs do open they are bombarded with applications such that they can get by with paying very little and hire someone fresh out of college or to suit diversity goals. Very difficult to find any job. I have been very diligent in applying and interviewing for just over 1 year and have been very fortunate in getting over 30 interviews but I am not hired because I am54 years old . Hey I still need to eat!!! Hello ! The age discrimination in this country is getting much worse. It's too bad they are losing out on a Very hard worker...Me!

  • Nancy Anderson
    Nancy Anderson

    @Beverlie thanks for your comment. It is hard to move to a new country and try to get employment. Age certainly could be a deterrent as we hear that from many of our more senior job seekers. I don't know what area of the country you have moved to but there are networking events in most larger cities around our country. I get networking event invitations all of the time. You are going to have to research to find out where networking events are happening in your locale. Are you on LinkedIn? That is where most of my networking event emails are generated from. Since you don't have any real life experience in this country, you may need to start at a more entry level type position instead of a senior/manager role. I know that's hard but at least it's a start. Keep on that temp agency, also. And you might want to seek out some recruiters in your area also. Speaking from personal experience (and I am in the "older" category), most of my job info comes from local recruiters. They contact me all of the time even though I am not currently seeking a position. You could also try for more general work from home positions. Yes you will probably be bored but you really have to start somewhere. The jobs are there and we post new jobs every day. As I responded to Laurie - concentrate on finding a position first and then you can discuss salary. But bear in mind that you will more than likely have to start at the bottom again. Fair or not, it's the way of the job market today. Wish you all the best.

  • BEVERLIE M.
    BEVERLIE M.

    I have been reading the comments and seems that age is a huge deterrent to finding a job. I have 14 years administrative experience and 17 years banking experience. Unfortunately 8 have never worked in the US before. All this experience was while i worked in my country Trinidad and subsequently when i was receuited with the United Nations in various Peacekeeping Missions. Despite my "impressive" resume, which is what most companies tell me when they respond with regrets, I have not been able to find a job. As a new permanent resident, i don't know anyone in any organizations out there, so networking will be a bit difficult. I tried temp agencies, but still nothing. I am convinced that age is indeed a factor. Comments appreciated please.

  • Nancy Anderson
    Nancy Anderson

    @Laurie thanks for your email. So sorry about the downsizing. Seems like it happens to all companies anymore. You have skills that a new admin would love to have. Take them for a spin. Look for something different where your skills will be a valuable asset. Have you thought about checking out some non-profit organizations. Since you have skills as an office manager, pretty much any type of management position would be right up your alley. What about moving into a tech role? Make sure that you are registered with any local temp agencies as well as any local recruiters. The truth about your salary is that you more than likely will have to take a pay cut. Sorry about that but it's just the nature of the beast today. Concentrate on finding the job first and then deal with the salary. All the best.

  • Laurie R.
    Laurie R.

    I've been a Senior Administrative Executive Assistant for the last 10 years, starting out as a Receptionist, Office Manager, AA previously. I have 30 years of experience in the profession and was recently down-sized. In other words the company wanted to get by with paying less. Keeping up to date with technology thru continuing education, possessing a positive attitude and team approach, in addition to organization and time management, interpersonal skills is a must. These can either make or break an organization regardless of their service or product. My age, pay rate is definitely against me. Thoughts?

  • Vivian I.
    Vivian I.

    No Luck yet :)

  • Nancy Anderson
    Nancy Anderson

    @Dorrene so sorry you are difficulty finding a position. Are you following up with the temp agencies. Bug them at least once a week to find out if new positions are available. Keep searching on the job boards, too. And make sure that you are networking as much as you can. Check around for networking events in your area. Are you on LinkedIn? It can be very useful in your job search, also. Maybe there is a particular company that interests you. Check it out and see if you know anyone there. As it has always been and probably always will be - at times it's not what your know but who you know. HR seems to be more interested in resumes that are brought to them from a current employee. It can be frustrating but there are more and more jobs out there today. All you can do is keep a positive attitude and keep on trucking.

  • Dorrene W.
    Dorrene W.

    I have applied at four temp agencies and outs been five months with no results. Maybe I'm missing something on my resume i really don't know but I'm really getting frustrated.

  • Nancy Anderson
    Nancy Anderson

    @Dorrene thanks for your comment. It's always hard to get started and find a job when you don't have the experience and training. Have you considered working with a temp agency? They would be able to assess your talents and maybe get you into a position that would work for you. Sometimes that's the best way to work your way into a company. You work as a temp; the company likes your work and they let the temp agency know it and you might end up with a permanent position. Best of luck.

  • Dorrene W.
    Dorrene W.

    I am yet too get an interview but i need tho have a little bit of training in the workplace.

  • Yolanda Thomas
    Yolanda Thomas

    Internal back bone and employees help center

  • Nancy Anderson
    Nancy Anderson

    @Jameika there is a new program that was signed by President Obama called "ban the box". You should check into it. You might want to mention it to the company who interviewed you also. Just some food for thought.

  • jameika durr
    jameika durr

    I have a bachelor's degree in Business Administration and can't get a job because I'm a convicted felony. A drug charge I got over 20 years ago.These companies don't care what gender I am or how many degrees I have. I just left an interview and the guy said when can you start, I said today. Then he asked,did I have any felonies" I said yes over 20 years ago and then he said I'm sorry we don't hire convicted felonies. Smh.

  • Nancy Anderson
    Nancy Anderson

    @Madeleine thanks for your comment. I know it has to be frustrating for @Keith to know that he is more than qualified but can't find a position due to gender. Personally I think it's great when a company hires a man for an admin position or a receptionist position. I just had a hard time getting him to realize that it has been proven time and time again that women are better at multitasking than men. It's not me saying that - it's society. But, if he can prove that it's reverse discrimination, he might have a great case and might be able to change that stereotype.

  • Madeleine Vasquez
    Madeleine Vasquez

    To the gentleman complaining about not being hired as an AA, my comment is that it's not your gender it's two things; your age and that companies want to pay as little as possible. Henca young woman that will accept what she can get. Never mind the business acumen and experience she doesn't have. That's been my experience and I am of the female gender. Good luck guys !

  • Nancy Anderson
    Nancy Anderson

    @Keith thanks for your comment. My response wasn't meant to be discriminatory or otherwise insulting. The idea that women can multitask better than men has come from doctors, scientists and the like as a fact. So sorry if I offended.

  • Keith Enste
    Keith Enste

    Nancy Thanks for your comments; however, i believe that I multitask pretty well; were this being done to women or a minority, we would be talking about discrimination lawsuits. How is it that this is a seemingly acceptable practice? Bigotry is bigotry irregardless of its historical contexts. Your tacit comment about women and their multitasking abilities is also a little insulting; how can a company evaluate such skills when they will not even offer one the opportunity to demonstrate such competencies?

  • Nancy Anderson
    Nancy Anderson

    @Keith that is probably true that there is a gender bias for women when it comes to administrative type positions. I think this is hold out from the days of "secretaries". Most companies do not use the word secretary any longer because of the mental pictures that word conjures up. Another reason, at least in my opinion, that companies hire women for these positions is because women are usually better at multi-tasking than men and multi-tasking is a definite requirement to be successful in this field.

  • Keith Enste
    Keith Enste

    You are also more likely to be hired for such openings if you are a woman; I've found a significant gender bias for women in the field: and, against men in these employment areas.

  • Nancy Anderson
    Nancy Anderson

    @Antron thanks for your comment. A tough spot to be in for sure. How can I get a job when I don't have the experience required and how can I get the experience required without having a job?! You could consider job shadowing. You wouldn't be paid, of course, but you could gain valuable experience. You could try finding a position through a temp agency. Many times they will attempt to put you into an HR generalist type temp position where you would be able to learn the ropes and be able to show experience on your resume. What about through your college? Check with the career services department at your campus and see if they can offer other suggestions or even if they know of a position that would be a good fit for you. Doesn't sound like it's your age that is causing the issue - just not having any experience. Hope these few tips helped.

  • Antron N.
    Antron N.

    Hi I turned 50 a month ago I have been With my company for 16 years as receptionist/ administration my degree is business administration/human resources I can't find a job no one will hire me because of no experience in human resources but no one wants to train either what should I do

  • Nancy Anderson
    Nancy Anderson

    @Keith thanks for your comment. Sadly this sounds like discrimination. It is unfortunate that we, as a society, put these stereotypes out there and it's hard to break through them. The AA role has typically been filled by a woman - a leftover from the "secretary" days. I have seen males in the admin role so I know that it is possible. Have you thought of maybe trying to get an AA position through an agency? Sometimes that works out better if the agency is backing you, the company will definitely consider you. It's like a female breaking into the IT world which was dominantly male. Now it seems like women have been in IT forever but that's definitely not the case. It's called the glass ceiling and it's hard to break those stereotypes. So try some agencies and let us know how that turns out. But, since you have the qualifications as an AA, you might want to try some other areas - maybe as office manager? Have you tried breaking into the medical world? What about as a legal secretary? Just some thoughts. Best of luck to you.

  • Keith Enste
    Keith Enste

    You left out one major requirement; if you are not female, most firms will not hire you as an A.A. I possess relevant education, skills. experience, and expertise, but I never get a call because I am of the wrong gender: its discrimination; I can't even get invited to interview for any of the hundreds of Administrative openings that I have applied for. Why is there such a preference for only female A.A.s in the marketplace?

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