Admin Support Is Always In Demand Prepare Your Interview Answers In Advance To Dazzle Employers
Highlight your organizational skills during an admin job interview.
Administrative jobs are necessary in nearly every industry, making them among the hottest positions for employers and job seekers alike. Knowing how to answer administrative assistant interview questions will give you an advantage. Admins are also some of the hardest working employees they multitask behind the scenes to make sure the supplies closet is always fully stocked, invoices are processed on time, and the executives know where they need to be and when.
Because of how crucial admin positions are, employers have high expectations of candidates applying for these jobs. Dont fret thoughafter your admin resume wows a hiring manager, weve identified five questions you can expect at an administrative job interview and how to best prepare for them.
What Tools And Software Do You Use To Stay Organised
Recruiters expect administrative assistants to be highly organised. Whether it’s scheduling meetings, having documents ready on time or meeting deadlines, good organisational skills are essential to performing the role well. Knowledge of project management software and tools can help you improve your work performance, and it also gives the employer confidence that you’re able to start work with minimal training. When answering this question, think about which project management and calendar tools and computer software you have experience with from previous roles or in your personal life.
Example:’In my previous role, I synched my agenda with scheduling software, so I could easily move between my email, my calendar and to my to-do list. I’m also extremely proficient using common office software.’
Potential Second Interview Questions
The biggest difference between first interview questions and second interview questions really lies in the type of question that you are asked.
Generally speaking, in the first interview the company will want to get a feel for the type of person you are, and the questions they ask will emulate that desire.
But in the second interview, you can expect there to be more specificity regarding the position itself as well as a bit more prodding to determine how well you will fit the culture of your potential new team.
Having said that, this is not set in stone.
Every company goes about the questions a little bit differently, so you really need to be prepared for any type of question in both the first and second interview.
Having fun yet?
One thing is for sure at this point in the game employers are really trying to make sure youre a good fit, so expect that these are going to be tougher than the first round.
Read through these questions and come up with your answers. Weve given an example answer for the first two to get you started. If you need some more help learning how exactly to formulate a perfect interview answer, head over to our blog post Job Interview Questions and Answers 101.
- Why should we hire you?
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Describe Your Communication Strengths And Weaknesses
Good communication means a lot of give and take: conveying information to clients and colleagues, and receiving incoming information with a full understanding of 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.
Possible answer: Avoid giving an answer that says Im good at this, but not good at that. Instead, talk factually about a communications-based task you did wella report or a presentation before a group, for example. As for discussing weaknesses in a job interview, use the questions as an opportunity to focus on an actual strength , or bring up an administrative weakness you had and how you overcame it .
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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?
Questions About Experience And Background
During your interview as an administrative assistant, you’ll also be expected to answer questions related to your experience in this profession. Here are some examples of questions you might be asked to determine how you perform and react during certain situations:
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What’s your favorite thing about being an administrative assistant?
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What’s your least favorite thing about being an administrative assistant?
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What qualities make you a great administrative assistant?
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What skills do you have that would help you do well at our company?
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Describe your worst day as an administrative assistant. What did you learn from the experience?
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What do you consider to be your biggest professional accomplishment as an administrative assistant to date?
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What do you consider to be your biggest professional failure as an administrative assistant to date?
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What tools do you use for time management?
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Can you tell me about your strengths and weaknesses as a communicator?
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Can you tell me about other skills you have that could be used in this administrative assistant role?
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Have You Ever Had To Juggle Multiple Supervisors As An Administrative Assistant If So How Did You Handle It
Administrative assistants dont always have just one boss or supervisor. Often times, administrative assistants need to support multiple executives or team leaders that are each in superior positions. Its important that administrative assistants can handle direction from multiple parties without sacrificing productivity.
- Yes, I have. I was the executive assistant for three members of our executive team. To keep up with delegated tasks and give each executive ample support, I dedicated portions of my workday to each person. This ensured that each executive felt cared for everyday. However, if a priority task did come up, I would address it promptly so deadlines were met.
What Is The Biggest Challenge That You Foresee In This Job
This is a different approach of inquiring about your flaws. The way you respond to this question indicates to the interviewer whether you can identify and establish particular areas for improvement. Whenever answering this question, use the STAR response technique to choose a specific circumstance that you found difficult to overcome and describe how you overcame it successfully.
Sample Answer
In my previous position, I realized that if I dont employ a clear timetable to manage my time, I have trouble prioritizing assignments. I have a hard time putting things aside or having someone wait for me to finish a task because I want to get everything done right away. By constructing an electronic calendar, I was able to address this problem. However, I see that you are using a manual entry system here. This is a challenge I expect in this work, but Im sure Ill grow used to it after a while.
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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.
What Do You Think Is The Most Challenging Part Of The Administrative Assistant Role
This question is another way of asking about your weaknesses. How you answer this question tells the interviewer whether you’re able to identify and develop areas for improvement. When answering this question, use the STAR technique to describe a specific situation you found challenging and describe what you did to successfully overcome that challenge.
Example:’In my previous role, I realised that I sometimes struggled to prioritise tasks if I didn’t use a clear schedule to manage my time. I wanted to get everything done straight away and had difficulty putting things to one side or making someone wait for me to complete a task. I overcame this by creating an organised schedule for myself to follow that prioritises my tasks based on their deadline. I use an electronic calendar which allows me to plan my days and helps me stay on track.’
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What Kind Of Strategies And Mindset Is Required For This Role
An admin assistant is the eyes and ears of a firm, managing day-to-day administration for one or more executives, a group, or a network. They have unique and important insights into the companys culture, effectiveness, and future development. The interviewer needs to know if you are aware of the specific methods and mentality required for the role.
Sample Answer
An administrative assistant should have strong organizational qualities, clear communication skills, ambition and motivation, IT literacy, integrity and discretion in order to add value to their organizations and prosper in their professions. I believe it will be difficult to achieve in this profession without these talents and mindset.
Why Should We Hire You As An Administrative Assistant
Example:”I have worked as an administrative assistant for the last 10 years in this industry, so I have a unique understanding of how I can support employees in this sector. I also pride myself in going beyond the job description and identifying new ways businesses can be more productive and profitable. For example, in my last job we used a fairly outdated data management system. I researched a better program and brought its benefits to my manager. I also took the lead in training employees how to use it. The company was incredibly happy with the results.”
Please note that none of the companies mentioned in this article are affiliated with Indeed.
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What Skills Do You Consider The Most Important To The Role Of An Administrative Assistant And Why
How you answer this question can help the recruiter determine what skills you consider to be most important to the role and why, how you’ve successfully used those skills in the past and how you would use the same skills to contribute to the success of your team. It’s a good idea to use the STAR technique when answering this question to demonstrate how you’ve used key administrative assistant skills in the past and how you’ll use them to support this company.
Example:’I consider my role as an administrative assistant essential for ensuring an office runs smoothly. To do this, an administrative assistant needs to have excellent organisational, communication and time-management skills. In my previous role, I was responsible for managing the schedule of four executives. I did this by using a custom scheduling program to book appointments and meetings for each executive. I then communicated their schedules to them weekly via e-mail and daily in-person during our morning meeting. This helped to keep the entire office on schedule. I would apply these same skills to make sure your office runs smoothly.’
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What Was Your Most Significant Contribution To A Team You Worked With In The Past
Administrative assistants can shine in event planning, project management, or organizational projects that help a team function more efficiently. While administrative assistants do have defined roles, theyll often also be asked to take on new projects or fill the void if something needs to be completed and no one else can do it. Hiring managers seek candidates who will work well with others and can help their team function at a higher level.
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Share With Us Your Greatest Achievement
This question will very certainly be asked by interviewers in order to address the responsibilities and talents you listed on your CV. This assists the hiring manager in determining whether or not they are a good fit for the administrative position you are interviewing for.
Sample Answer
I was the first person to meet consumers, both in person and over the phone, as the administrative assistant for AZ Financials. I was responsible for the main office phone line, as well as five additional lines for the companys vice presidents. I was also in responsible of handling my vice presidents calendars, planning business conferences and travel, and assisting with PowerPoint and Apple Keynote presentations.
What Is The Difference Between Auditing And Accounting
The question checks whether you paid attention to the things you learned in class.
Tip #1: Define each term
Tip #2: Explain their difference
Sample Answer
Accounting is recording, capturing, classifying, analyzing, and presenting financial records. On the other hand, auditing is the process of critical examination of financial records for a company or an organization. While accounting is a daily task, auditing is not always performed every day.
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What Is Your Greatest Weakness For The Position: School Office Assistant
1. Ways to answer:
a) First way: Inadvertently turning your strong point into a weak point.
I am a perfectionist and therefore, I rarely believe anyone can work as well as me. As a result, I am afraid to delegate important tasks to others as I want to get them done right
This approach clearly shows an employer that you are unable to work as a team, and may not do well in a managerial capacity.
b) Second way:Solving your weakness absolutely.
A better approach is that you state one point which was once your weakness, but you have done well to resolve it.
For example:
I tended to be a perfectionist, and as a result I struggled to delegate to others. However, I have found that in order to develop both individually and as an organization, everyone in a company must be given responsibility, and through this a solid team develops and the organization thrives.
2. Steps to answer:You need to show it through your attitude and voice: It is really your weakness. And, you may also state some situations how much that weakness has caused you difficulties.Give your solution to resolve that weakness, partly or wholly.Solutions to a weakness may be training, mentoring, etc
3. Interview Tips for weakness question:This is a common question in any interview, so dont try to avoid answering it.
Never mention a weakness that relates to a crucial requirement of the job.
Dont try to make up a weakness.
How To Help Someone Prepare For A Job Interview
- Do some research on the company. The worst thing you can do in an interview is appear unsuspecting, says Alex Tversky, co-founder of Resume Deli, Resume & Career.
- View the job description.
- View your answers to frequently asked questions during an interview.
- At the end of the conversation, ask all your questions.
- Check the piece.
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How To Start An Interview
- 1. Determine what you need from the candidate. Before starting an interview, be clear about what you need from a candidate. You probably already have
- 2. Write down your questions. Once you have identified your needs, you can use these criteria to guide your questions. You need at least one pair
- 3. Do your homework. In other words, read every resume carefully before your interview. Take a look at it in its entirety and see what the candidate excels at.
- 4. Dress appropriately. You represent a company, so you want to do your best. Essentially, the suspect will judge
What Have You Done To Improve Your Knowledge For A School Office Assistant Position In The Last Year
Try to include improvement activities that relate to the job. A wide variety of activities can be mentioned as positive self-improvement. Have some good ones handy to mention.
Employers look for applicants who are goal-oriented. Show a desire for continuous learning by listing hobbies non-work related. Regardless of what hobbies you choose to showcase, remember that the goal is to prove self-sufficiency, time management, and motivation.
Answer samples
I believe that everyone should learn from his or her mistakes. I always try to consult my mistakes with my kith and kin especially with elderly and experienced person.
I enrolled myself into a course useful for the next version of our current project. I attended seminars on personal development and managerial skills improvement.
4. Tell me about yourself
This is a common question during an interview, possibly the most asked. It is used as an ice breaker, gets you talking about something comfortable, but you need to have something prepared for a response. However, you dont want it to sound memorized. The fact is, the interviewer isnt interested in your life story. Unless asked otherwise, focus on education, your career and present situations. You should work chronologically, starting as far back as possible and working until present.
5. Why do you believe we should hire you?
6. What knowledge do you have about the company?
7. Why are you leaving last job?
8. What do you consider to be your best strength?
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