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Administrative Assistant

POSITION SUMMARY

An administrative assistant’s primary job responsibility involves managing and distributing information in an office. This includes tasks like answering/making phone calls to relay information, maintaining files, taking memos/meeting notes, sending and receiving messages to other employers or clients, and managing schedules. As an Administrative Assistant you may also have to help in the preparation of presentation materials and make travel arrangements for your manager. An Administrative Assistant may also be required to greet customers and clients.

Administrative Assistant positions can vary widely from company to company, so potential candidates should be skilled in both administrative day to day tasks and have excellent customer service. As an Administrative Assistant, you will have to have a finger on the pulse of the company, perform your own duties, and fill in the gaps as needed.

RESPONSIBILITIES

Administrative Assistant responsibilities may include: 

  • Coordinate information and services.
  • Welcome customers and clients.
  • Maintain a database, including research needed and data entry.
  • Provide support as needed for events and office functions.
  • Proofread/edit office correspondence.
  • Take inventory of office supplies.
  • Generate reports.
  • Act as a runner within and between departments.

 

SKILLS

Administrative Assistants are expected to keep track of what is going on in the office at all times and facilitate this information to the parties concerned. To be able to effectively organize and deliver information, a skilled Administrative Assistant will:

  • Be able to offer professional support to all faculty.
  • Maintain a friendly demeanor to facilitate goodwill between departments.
  • Provide excellent customer service skills.
  • Have superior organizational skills to stay on top of all of their work.
  • Have excellent verbal and written communication skills.
  • Have an eye for detail as it pertains to editing and proofreading.

 

QUALIFICATIONS

Depending on the position, the qualifications for an Administrative Assistant may vary. For an entry level position, you will need to have at least a high school diploma as well as knowledge with computer based programs such as Microsoft Office Suite, email interfaces, etc.


However, for higher level positions, you may be required to have at least a Bachelor’s Degree, extensive knowledge of programs within Microsoft Office Suite, such as Excel, and 3 years minimum of experience in a similar position.

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ADMINISTRATIVE ASSISTANT INTERVIEW QUESTIONS

  • What kind of computer experience do you have? What programs have you used in the past?

  • Tell me about a time when you had to prioritize multiple tasks and manage them until completion.

  • You have multiple project deadlines due in the next three days. They are all from different supervisors. How would you handle this?

  • How would you feel if you worked on a task for a week only to complete it and be told by your manager that it needs to be redone in a different format?

  • If you were hiring an Administrative Assistant, in general, what would you be looking for in a candidate?

  • What have you done in the past to foster communication within the office or between departments?

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