July 5 2018 • by Véronique Demers
A real pillar of the business, the administrative assistant has to be able to juggle a wide range of tasks. Several skills are needed to carry out this work with flying colours. According to Audrey Roy, coordinator of the Employment and Recruitment Assistance Service at O’Sullivan College, a management training institution, here are the 10 most sought-after qualities.
1. Attention to detail
The work of the administrative assistant must be done conscientiously. “It’s the very nature of the job. There is a great deal of correspondence to be done in various departments, which requires attention to a lot of detail,” emphasizes Mrs. Roy.
2. Fluency in written French
Having a good command of French is essential. Without being an award-winning author or having a diploma in literature, the administrative assistant must know the rules of French. Antidote software is a good additional safety net.
3. Good level of English
“Assistants who can express themselves in correct English are sought after. That’s why our college is bilingual, that is, the training in office procedures is half in French, half in English,” underlines the O’Sullivan College coordinator.
4. Organizational skills
Within SMEs, the administrative assistant acts as a real pillar, because she interacts with nearly all departments. Very often, she must know how to manage her boss’s schedule as well as her own. Fortunately, there are many tools available to help her in this task. “Outlook, for example, is used for meetings, reminders, etc.,” says Mrs. Roy.
5. Proactivity
The administrative assistant must be able to anticipate the organization’s needs and take initiatives to effectively move issues forward.
6. Independence
“In the course of our work, we need to be self-sufficient, whether in taking notes, preparing a procedures specification or designing a project, without having to constantly ask for approval,” Audrey Roy points out.
7. Communication skills
The administrative assistant not only helps her colleagues in all sorts of tasks, but she also often responds to customers, since she is frequently the first contact they have with the organization. As a result, she must have strong interpersonal skills.
8. Adaptability
Since the administrative assistant has many and varied tasks, frequently unexpected, the office professional must demonstrate an ability to adapt to any challenge.
9. Diligence
Diligence, it goes without saying, is essential in this job. There are many responsibilities on the administrative assistant’s shoulders… as well as her employer’s trust. She must therefore offer a continuous quality of work and be accurate on a daily basis.
10. Stress management
Of course, managing stress is not solely the prerogative of the administrative assistant, but since she manages several issues at a time and regularly handles urgent or last-minute tasks, she must be able to manage her stress effectively.
FAQs
Initiative And Drive – the best administrative assistants aren't just reactive, responding to needs as they come in. They look for ways to create efficiencies, streamline operations and implement new programs to the benefit of themselves, their execs and the business as a whole.
What are good skills to have for an administrative assistant? ›
Administrative assistants require a diverse range of skills to excel in their roles. These skills include time management, computer proficiency, attention to detail, communication, organization, adaptability, problem-solving, customer service, multi-tasking, and confidentiality.
What makes you stand out as an administrative assistant? ›
A standout candidate for an entry-level Administrative Assistance job possesses strong organizational skills, attention to detail, and effective communication abilities.
What are the three most relevant strengths you bring to the administrative assistant position? ›
Some of the greatest strengths of an administrative assistant include excellent organisational and time-management skills, attention to detail, strong communication and interpersonal abilities, the ability to multitask and prioritise effectively, proficiency in various computer software programs and office equipment, ...
What personal characteristics define an excellent administrator? ›
Excellent administrators are influential leaders who model ethical behavior. They are expert problem solvers whose curiosity, creativity and analytical mindset drive continuous improvement. They also lead diverse teams through communication and collaboration while navigating uncertainty with flexibility.
What makes an outstanding administrative assistant? ›
Empathy, accountability, humility, and effective communication are all important elements of teamwork. These skills are important for administrative assistants as they support various office functions, which often means working with different departments or teams.
How to ace an administrative assistant interview? ›
You should reflect on your strengths before the interview. Start by looking closely at the job description and analyzing which skill or skills the hiring manager is looking for that you most embody. Give a tangible example of how these strengths have benefited a team you've been a part of in the past.
How to stand out as an office administrator? ›
8 Must-have skills and qualities of an office administrator
- Strong organizational skills. ...
- Communication skills. ...
- Interpersonal skills. ...
- Experience with technology and software. ...
- Problem-solving skills. ...
- Attention to detail. ...
- Customer service skills.
Here are a few important skills employers will expect office administrator candidates to have:
- Basic computer literacy skills.
- Organizational skills.
- Strategic planning and scheduling skills.
- Time-management skills.
- Verbal and written communication skills.
- Critical thinking skills.
- Quick-learning skills.
- Detail-oriented.
Here are a few examples of administrative skills:
- Organization. Strong organizational skills to keep your workspace and the office you manage in order. ...
- Communication. Communication is a crucial skill to have when performing administrative tasks. ...
- Teamwork. ...
- Customer service. ...
- Responsibility. ...
- Time management. ...
- Multitasking.
Within this definition, successful administration appears to rest on three basic skills, which we will call technical, human, and conceptual. It would be unrealistic to assert that these skills are not interrelated, yet there may be real merit in examining each one separately, and in developing them independently.
What are your strengths and weaknesses as an admin? ›
Reflect on your past experiences and identify the skills that have helped you excel, such as your organizational abilities or attention to detail. When it comes to weaknesses, pick one that won't be a deal-breaker for the role and show how you're actively working to improve it.
What are the key factors a person should possess to be successful as an administrative assistant? ›
Administrative assistant skills may vary depending on the industry, but the following or the most important abilities to develop:
- Written communication. Communication is a much-needed skill in almost any field. ...
- Verbal communication. ...
- Time management. ...
- Attention to detail. ...
- Problem-solving. ...
- Technology. ...
- Independence.
“You should hire me for my passion and proven abilities in organization for office efficiency. I pride myself on my time management, coordination and interpersonal skills.In my previous role as an administrative assistant, I came up with a plan to reorganize the office supply closet by category.
What is the most important function of an administrative assistant? ›
Administrative assistants play an important role in organizing, managing, and keeping an office running. Most administrative assistants are responsible for clerical and organizational tasks like file organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages.
What three words characterize a great senior administrative assistant? ›
At 26.69%, Detail Oriented, Collaboration, Customer Service, and Travel Arrangements appear far less frequently, but are still a significant portion of the 10 top Senior Administrative Assistant skills and requirements according to employers.
