How To Hire An Administrative Assistant

An administrative assistant is responsible for providing support to executives, managers and other employees in an organization. They perform a variety of administrative and clerical tasks such as answering phone calls, scheduling appointments, drafting correspondence, managing files and records and maintaining office supplies.

Administrative assistants also manage databases, coordinate meetings and handle travel arrangements. The value an administrative assistant brings to an organization includes increased productivity, improved efficiency and enhanced organizational skills.

They are often the first point of contact for clients and vendors, which makes them an essential part of maintaining positive relationships with external parties. Their ability to multi-task and manage multiple priorities makes them valuable assets to any organization.

This article will identify the key skills and abilities to look for when hiring an administrative assistant, including communication, organizational and time-management skills. It will also provide tips on how to test for these skills through methods such as behavioral interviewing, skills assessments and reference checks.

What should an administrative assistant be able to do?

An administrative assistant is responsible for providing various administrative and clerical support to an organization or individual. The main tasks of an administrative assistant may include scheduling appointments and meetings, managing and distributing correspondence, coordinating travel arrangements, conducting research, preparing reports and documents, managing databases and records and handling financial information such as invoicing and bookkeeping.

In addition, administrative assistants may also be responsible for greeting and directing visitors, answering and directing phone calls, maintaining office supplies and equipment and providing general administrative support to other staff members as needed. They may also organize and coordinate office events, such as company outings or meetings, and handle special projects as assigned.

To perform these tasks effectively, administrative assistants should have strong organizational and time-management skills, as well as excellent written and verbal communication skills.

They should be detail-oriented, able to multitask and prioritize their workload and comfortable working with a variety of computer software programs.

Additionally, administrative assistants should be able to work well in a team environment and be able to handle confidential information with discretion and professionalism.

Skills to look for in an administrative assistant

Administrative assistants have a vast amount of responsibilities and must be highly skilled to be efficient. Some of the skills include organizational skills, communication skills, attention to detail and technical skills.

Organizational skills are crucial for administrative assistants as they are responsible for managing multiple tasks and projects at the same time. Therefore, they need to be highly organized and able to prioritize their workload effectively.

Communication skills are also important because administrative assistants serve as the first point of contact for clients and other visitors and they also communicate frequently with other team members. Strong communication skills are crucial to ensuring that messages are conveyed clearly and effectively.

Attention to detail is another beneficial skill, as they often work with important documents and records and they need to be detail-oriented to ensure that all information is accurate and up-to-date.

Finally, a range of technical skills will support the daily tasks of an administrative assistant. They have to work with a variety of software programs and tools, such as word processing software, spreadsheets and database management systems. Therefore, they need to have strong technical skills and be able to learn new software quickly.

Useful abilities for an administrative assistant

There are lots of useful abilities for an administrative assistant, including written expression, category flexibility, speech clarity, written comprehension and near vision.

Written expression is an essential ability for completing tasks efficiently such as composing emails, drafting reports and proofreading documents.

Category flexibility allows an administrative assistant to adapt to changing situations and handle a variety of tasks at the same time. It also increases their prioritizing and multitasking.

Speech clarity is important for clear communication with colleagues and clients. Administrative assistants spend a lot of time talking to different people on behalf of their boss, so the ability to speak clearly is essential.

Just like written expression, written comprehension supports any task which involves writing to ensure that the administrative assistant has a full understanding of what is being discussed.

Near vision is important for reading and interpreting information on documents and computer screens. A large percentage of the job involves reading emails, understanding data and decoding information on a screen, a strong near vision is beneficial.

Which soft skills tests could I use to hire an administrative assistant?

There are several soft skills tests that you could use to assess an administrative assistant's abilities. Here are a few options:

• Time management: administrative assistants need excellent time management skills to prioritize tasks and ensure that deadlines are met. Efficient time management enables them to work productively, plan and organize their workload and allocate their time effectively. They must also balance competing demands and prioritize their activities to make the most of their time. Effective time management also allows them to be flexible and adaptable in handling changes and unexpected tasks that may arise during the day.

• Communication: this is another important soft skill for an administrative assistant. Clear and effective communication is essential to effectively interact with colleagues, clients and customers. Good communication skills help them convey ideas and information accurately, understand and interpret messages from others and collaborate effectively with team members. As an administrative assistant, they may be responsible for managing and responding to emails, taking phone calls and communicating with stakeholders.

• Problem Solving: administrative assistants may face various problems that require effective problem solving skills to resolve them. Problem solving skills enable them to identify issues, analyze situations and develop solutions to overcome them. Effective problem solving involves critical thinking, creativity and resourcefulness. As administrative assistants, they may encounter situations where they need to prioritize tasks, manage conflicts, or handle difficult clients.

Which technical or aptitude tests could I use to hire an administrative assistant?

In addition to soft skills, administrative assistants need a range of hard skills that can be tested using technical or aptitude tests.

• Microsoft Excel: a Microsoft Excel test may be used when hiring an administrative assistant to evaluate their proficiency in using Excel for data analysis and management tasks. Within the role they will likely use Microsoft Excel or another spreadsheet software regularly. The test could assess the candidate's knowledge of basic Excel functions, such as formatting cells, sorting and filtering data and creating charts and graphs. It may also test their ability to use more advanced features, such as pivot tables, macros and conditional formatting.

• Error Checking: this test could be used when hiring an administrative assistant to evaluate their ability to identify and correct errors in documents, data and other materials. These skills are needed when sending emails or documents. The test could assess the candidate's knowledge of common errors, such as spelling mistakes, grammatical errors and incorrect data entry. It may also test their attention to detail and ability to identify inconsistencies in documents or data.

• Logical Reasoning: evaluates candidates’ ability to think critically, solve problems and make sound decisions. The test could assess the candidate's ability to identify patterns, draw conclusions and evaluate arguments. It may also test their ability to use logic to solve problems and make informed decisions based on available data. All of these skills are used constantly within the role.

Our recommended test battery for an administrative assistant

Our recommended test battery for an administrative assistant includes the following assessments:

• Communication: an assessment that evaluates the ability to communicate effectively in various contexts, including verbal and written communication. Individuals may need to present information, write reports, or participate in a group discussion. The goal is to assess proficiency in conveying information, expressing ideas clearly and persuasively and responding appropriately to different communication styles and situations.

• Time management: focuses on the ability to prioritize tasks, manage their time effectively and meet deadlines. It may include tasks such as organizing a schedule, setting goals and prioritizing tasks based on urgency and importance. The assessment measures an individual's ability to make efficient use of their time and resources, avoid procrastination and meet their commitments in a timely manner.

• Problem solving: evaluates the ability to identify, analyze and solve problems. It may include tasks such as analyzing data, identifying patterns and developing solutions to real-world problems. It focuses on critical thinking skills, creativity and ability to work through complex problems using a structured approach. Problem solving skills are highly valued in many contexts, including the workplace, where they are often essential for effective decision making and problem resolution.

Find out how to streamline your hiring process and build a team of top-performing employees with our administrative assistant test.