How Do You Feel The Administrative Assistant Role Has Changed Or Will Change In The Future
Indicate to employers that you can see the bigger picture and anticipate changes. Then, show them that you can and already have adapted to that change through your skillset or work history.
- While some think that administrative assistants will be replaced by technology, I would actually argue that they will be enhanced by technology. Technology on its own cant accomplish everything, the people behind it are what make it effective. If administrative assistants can adapt to new technological advancements it will only help them better support their teammates and executives. Thats why I focused on developing my Microsoft Outlook and Excel skills in past positions.
What Kind Of Information Should Be Included In An Employee Handbook
Human resource teams are responsible for developing and issuing employee handbooks, and the interviewer likely wants to know how you provide important information, policies and procedures within a central document. Use your answer to highlight your collaboration and communication skills by giving examples of how you assisted the development of a handbook or similar HR documents.
Example:âIn my last job, I helped my HR manager develop and maintain our employee handbook. The most important information I learned about that should always be available to employees included company policies and regulations, employer and employee expectations, employee rights and the companyâs legal obligations to staff. We went a step further and included a âResourcesâ page within the handbook that provided government and human resource websites, contact information and procedures for communicating with the HR department.â
Top 14 Administrative Assistant Interview Questions
- / By Biron Clark
If youre wondering what questions are asked in an administrative assistant interview, then this article is for you.
No matter what industry youre in, there are some common administrative assistant interview questions that youre going to be asked and they can be the deciding factor in your job search. So were going to look at how to answer those questions while mistakes that can cost you the role!
Then well also look at how to prepare for an administrative assistant interview overall, including: What you should expect, what you should wear, what questions to ask them, and more. So make sure you read until the end!
Lets get started
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Operational And Situational Questions
- What interests you about working in an administrative position at this company?
- What kinds of administrative projects do you like to work on?
- What administrative projects are less interesting for you? How do you overcome your disinterest in order to do a good job?
- How would you rate your computer skills?
- Describe your experience with calendar management.
- What kinds of documents have you made from scratch using MS Office programs?
- What is your experience with data entry?
- How do you ensure accuracy in routine tasks such as processing expenses and preparing reports?
- If you support multiple people at one company, how do you decide which projects to work on first?
- Have you ever been on a team with a difficult coworker? How did you handle it?
- Describe a time you worked with a team to meet a common goal. What was your role?
- Describe a time you suggested a way to save time, lower costs, or increase revenue.
- What does managing up mean to you? In what ways have you done that?
- Some of this work can be repetitive. What motivates you to excel in this role?
What Computer Programs And Software Are You Comfortable Using
Hiring managers generally dont mind doing some computer training, but they want to see you have some experience using different software and are willing to learn any other programs needed on the job.
People who are hiring admin assistants are often looking for experience in Microsoft Office Suiteespecially PowerPoint to help craft internal or external presentations for the team. Depending on the job, hiring managers might want a candidate who is proficient in social media, can manage online conferencing, is adept in document creation, or has experience using collaboration software, says Stephanie Naznitsky, the executive director of OfficeTeam, a division of Robert Half that specializes in placing highly skilled office and administrative professionals.
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What Do You Find Most Challenging About Working As An Administrative Assistant
This question allows the interviewer to understand your challenges in the role. Talk about any challenges you have faced, how you overcame them and any obstacles or difficulties you anticipate facing in this role.
Example: I think one of the most challenging aspects of working as an administrative assistant is constantly changing deadlines and tasks. I have had to develop strategies for staying organized and prioritizing tasks to meet tight deadlines. I also communicate any changes or updates quickly and efficiently so that everyone is on the same page.
What Is An Administrative Assistant
So, what is an administrative assistant? Well, the good folks at The Balance say these professionals are the backbone of office functionality, and theyre not wrong. Modern administrative assistants are like the Swiss army knife of employees and are required to know an enormous amount of information and possess a multitude of skills.
Todays administrative assistants are often the right hand of CEOs, assisting with the day-to-day tasks of running a business. Administrative assistants coordinate calendars, schedule meetings, manage basic office needs and often act as a liaison between the CEO and other departments.
They can also be tasked with more traditional assignments, like answering phones and emails, preparing reports, and maintaining informational databases and filing systems.
Because the role of a good administrative assistant is so wide-ranging, hiring managers are going to be on the lookout for candidates who possess a multitude of skills. This means, if youre going in for an administrative assistant interview, you should be prepared to answer equally varied questions that cover both hard and soft skills.
Nailing an administrative assistant interview can be difficult, particularly since there is often quite a bit of competition. Overall, nearly 2.3 million people work in the field. But standing out isnt impossible. With the right strategy, you can get it right.
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What Are The Next Steps In Your Recruitment Process Before You Can Make An Offer
This is a good next steps question great for a candidate to ask last as it closes up the interview, Brady says.
Finally, theres the question of how many of these questions to ask. Dont ask them all!
Theres no perfect number of questions you should ask, but more than one is usually good. Aoife Brady says candidates should always ask at least two or three questions.
And if thats not enough to really find out all that you want to know, just check with the interviewer and they should be happy to tell you how many questions they have time to answer.
What Are Your Favorite Aspects Of Working As An Administrative Assistant
People who enjoy what they do at work are frequently more productive and effective. This question allows the interviewer to learn more about what you appreciate about your job as an administrative assistant and how much you enjoy your work.
Sample Answer
What I like best about working as an administrative assistant is being able to keep up with everything going on in the office and being a crucial figure in ensuring everything works well. In my former position as a receptionist, for example, I always enjoyed assisting my team in planning important events and meetings.
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Describe Your Communication Strengths And Weaknesses
Good communication means a lot of give-and-take, such as conveying information to clients and colleagues, receiving loads of incoming information, and clearly understanding whats needed or expected. Hiring supervisors who ask this type of question want to know about your clarity of thought in both written and verbal exchanges.
Your response could be:
Admittedly, I struggle with being a bit wordy in my emails. Ive intentionally developed a habit of not hitting send right away. Instead, I circle back to important written correspondence after a few minutes to glance over it and ensure Im being friendly but concise. On the other hand, Im excellent at verbal communication, as I am diligent at practicing active listening to ensure that I understand thoroughly before responding, so theres no confusion.
Deeper Dive Into Work Styles
Managers often dont know the work style of candidates until theyre on the job, but its worth asking about the way they take direction, their communication style, how they prefer to structure their day and whether theyre adaptive, dependable, efficient, able to multitask and so on.
16. Can you walk me through a typical day in your current/most recent position?
17. Have you ever reported to multiple supervisors at once? If so, how did you juggle each persons priorities?
18. What is your first step when given a large project to manage? How would you organize it?
19. Can you describe a challenging project you were assigned in the past and how you approached it?
20. Are there any tools, equipment or procedures you would replace or change at your most recent/current job? If so, what changes would you make and why?
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Acing Your Administrative Assistant Interview
Administrative assistants are an invaluable part of any company. They keep the office running smoothly and ensure that everything is organized. When interviewing for an administrative assistant position, be sure to ask questions about the company culture and the expectations for the role. Remember that its a two-way interviewyou should also assess if the company is a good fit for you.
Our jobs board is updated daily with roles in over 50 job categories, including flexible administrative assistant jobs. Take the tour and discover all of the ways a FlexJobs membership can support your goals.
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Questions And Answers For Personal And Executive Assistant Interviews
The best way to prepare for an interview is to think about the subjects you will cover.
Lets face it there will always be a set of standard questions you will be asked, so you should prepare the answer before you go into the interview.
Why do you want to leave your current job?
Unless you have been made redundant, this question can result in quite a negative answer. There is the temptation to have a bit of a moan about your current /previous employee. But, try to find a positive response to this. There is nothing worse than hearing someone complain about their last job. It just sounds unprofessional.
For a long time, I enjoyed working for my current employee, and I have felt that I learnt a lot from the role and my Manager. However, the job is limited and doesnt provide me with much room to grow . I feel that this position will allow me to expand my skillset and also move forward in my career.
What are your strengths?
You should refer back to your core PA/ EA skills for this one. Also, think about the environment you will be working in. If it is a fast-paced commercial company, mention that you are not easily flustered if it is a traditional company with exact working methods. You state that you are organised and have a real eye for detail.
Im very organised. I dont get stressed out easily and can deal with most situations. Im also very intuitive and can juggle lots of different tasks.
What are your weaknesses?
What do you think you can contribute to this Company?
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What Is Your Experience With Handling Confidential Information
Many companies have information that is confidential. These can include things like:
- Employee health information
- Projections/financial reports
An administrative assistant may have to handle some of this information, and you want to make sure they have experience doing so .
Sample answer:
Im familiar with handling confidential information, and I take my responsibility to protect this information very seriously. In my previous job, I was responsible for managing the master data set of our companys sales contact list. I made sure that this data was always stored securely and that no one had access to it outside of the high-level people approved by the owner of the company.
What Are Interviewers Looking For When Theyre Hiring For Administrative Assistant Roles
For entry- and mid-level administrative assistants, companies seek candidates with great soft skills, more so than a predefined number of years experience or technical background.
In general, hiring managers are looking for candidates who communicate effectively, solve problems creatively, and stay on top of endless details to support the team and help everyone move the business forward.
The main things hiring managers are looking for are:
Keep these skills in mind as you prepare to answer questions for your administrative assistant interview. Working them in where it makes sense can help solidify you as the best candidate in the mind of a recruiter or hiring manager.
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What Contribution Would Your Administrative Skills Provide To Our Team
Administrative assistants play a significant function in the organization. Share how you anticipate contributing to or assisting your employers success to demonstrate that you can make a huge difference. In your response, show the interviewer how you intend to support the companys development and growth.
Sample Answer
I am confident in my ability to keep everyone on track and organized so that we can all reach our goals. I also believe that by taking on most administrative responsibilities, team members could better delegate their time and boost their work productivity.
Reflections On Relationships And Personalities
An important role of administrative assistants is to support you and other team members, which means they may have to deal with a range of personalities and priorities. Is it important to you to find someone who is easygoing or someone more assertive? Respectful? Problem-solving? Diplomatic? Ask questions to determine whether the candidate has the characteristics you want in the workplace.
11. What type of supervisor helps bring out your best performance?
12. Can you share a piece of constructive feedback a manager has given you? What adjustments, if any, did you make because of that feedback?
13. Have you ever reported to multiple supervisors at once? If so, how did you juggle each persons priorities?
14. Can you tell me about a workplace conflict you were involved in as an administrative assistant and how you handled it?
15. Can you describe the most challenging colleague youve had to work with? How did you handle that relationship?
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Preparing For An Assistant Video Interview
The vast majority of recruitment agencies and employers now use video as part of their interview process because it saves time and money in the early stages of the interview process.
In our recent interview with Hayley Lawrence, PA, for the Regional General Manager on Necker Island, she told us that she had to submit a video before the interview rounds for her new role. Here is what she said:
When I saw the job being advertised online and gone viral, a friend joked to me that I should apply. Challenge accepted! So I made a short video and sent it off and didnt give it a second thought. When I got the email asking me to interview, I checked the email a few times to make sure it wasnt my friend playing a trick.
Never in a million years did I think I would be the one to get the job, mainly when I had found out over 5,000 had applied. One day after I had been through the interview process, I got a call from Richards assistant advising that he would be calling me shortly as part of the interview process. I couldnt believe it! I was on a train at Waterloo East at the time, and I remember frantically running around the station trying to find somewhere quiet to take the phone call. After Richard had told me, I got the job, and we said our goodbyes, I remember just bursting into tears in the middle of Starbucks and walking around the station in a daze.
Surroundings
Dress the part
Lighting
Practice
What Are The Requirements For A Legal Administrative Assistant
The requirements for legal administrative assistant are:
- Analytical thinker and research skill.
- Ability to understand and interpret documental that used for legal purposes.
- Good organizational skills.
- Should be work independently or as part of a team.
- Proficient in Lexis-Nexis, USAO, Microsoft Office, and scheduling software.
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Questions To Ask A Manager Or Superior
Admin Interview Questions To Expect
Dont forget that the interview is also your chance to ask the potential employer questions about the job and work environment. Find out how you can evaluate organizational culture.
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