Wonolo
It’s often said that administrative assistants are the secret to an executive’s success.
They serve as the “eyes and ears” of the company, manage the schedules of executives and employees, and provide insights on the company’s culture.
Administrative assistants are valuable assets to a company. According to the U.S. Bureau of Labor Statistics, the employment opportunities for administrative jobs are expected to increase by 10 percent from 2010 to 2020.
Source: NG Career Strategy
While there are a lot of opportunities in the job market, taking on an administrative job without prior experience can be tough.
How can you impress your boss? What are the skills you need to learn to be useful? What does it take to ace an administrative job?
If you’re a first-timer, these questions are difficult to answer. But don’t worry!
In this article, we’ll let you know what you need to do to ace your new job on your first try.
1. Know the Industry
The first thing that you need to do is to learn the terminology and language used in the company.
Stay updated on the industry trends that could impact the company. Become well versed on the tools and technology that they use. This way, you can understand and contribute to conversations with people you work with.
2. Have Good Communication Skills
Administrative assistants are the internal go-to person for clients, customers, and vendors. Data shows that admin assistants are considered to be integral team members and supporters of the team.
Source: Manpower
As an administrative assistant, you’ll work closely with executives. This means that you have to communicate clearly and effectively both verbally and in writing.
You’ll also be in charge of company-wide communications. For example, you may have to speak to employees face-to-face, answer emails, take phone calls, communicate with VIPs, or create presentations on behalf of your boss.
3. Master Organization Skills
Administrative assistants not only have to keep themselves organized, but they need to keep the office organized too.
You will need to organize files and handle multiple calls and emails. You must also communicate with executives, manage records, and know company procedures and processes. For example, you might be on the phone with a VIP while working on a presentation and answering emails.
Source: Manpower
As an administrative assistant, you’ll work closely with executives. This means that you have to communicate clearly and effectively both verbally and in writing.
You’ll also be in charge of company-wide communications. For example, you may have to speak to employees face-to-face, answer emails, take phone calls, communicate with VIPs, or create presentations on behalf of your boss.
3. Master Organization Skills
Administrative assistants not only have to keep themselves organized, but they need to keep the office organized too.
You will need to organize files and handle multiple calls and emails. You must also communicate with executives, manage records, and know company procedures and processes. For example, you might be on the phone with a VIP while working on a presentation and answering emails.
The nature of the job requires you to wear many hats. In fact, the expanded role of an admin assistant includes social media posting, assembling presentations, reviewing and reporting metrics, researching competitors, team engagement, client communication, project management, and vendor management.
Since you’re juggling many roles, you need to master prioritization and organization.
4. Be Adept in Technology
Admin assistants often have to create presentations, create letters or spreadsheets, and manage databases. As a result, you’ll need to master Microsoft Word, Outlook and Excel.
Companies value admin assistants who are adept with tools for accounting, payroll, and HR applications. A study showed that the top five skills wanted by employers was knowledge about spreadsheets or Excel, word processing, writing, expense reporting, and meeting management.
Sometimes executives and CEOs need someone to manage their social media presence on Facebook, Twitter, or Instagram. A good image is critical to success in today’s market.
If you know how to use social media, you’ll be a huge asset.
5. Deal with Confidentiality and Office Politics
Administrative assistants have to be “in the know” regarding events in the company—especially if they’re higher up the organization ladder. This means that you may have to deal with office politics and manage client or employee problems, which are sometimes personal in nature.
To handle company drama, stay neutral and be diplomatic. Understand and communicate your boss’s or department’s best interest. You aren’t in charge of resolving these issues, but you may have to act as messengers or liaisons for managers.
You may also have to handle confidential or sensitive documents, so don’t leak information or be a gossip. This could damage your career in the long-run.
6. Exhibit Professionalism
Maintain a professional attitude and look the part.
Appearances matter, so the more professional you look, the more respect you command. Follow the company dress code and dress for success. If you work closely with executives or CEOs, you may be required to wear suit and ties (for men) and suit pants (for women).
Don’t forget to maintain a professional demeanor. You’re representing the company, so don’t slouch, and be polite.
7. Be a Servant-Leader
The term servant-leader, first coined by Robert Greenleaf, refers to a style of leadership that puts others first.
As an administrative assistant, your role is to be a general helper. You’ll be asked to do menial tasks like making coffee, ordering lunch, or organizing the storage room. You must also be able to assist employees and bosses with a lot of enthusiasm.
The best admins help their superiors achieve their goals. They consider their boss’s success as their own success.
They also anticipate the needs of the people they work with. This means that they are more likely to take initiative, and they don’t need constant supervision. For example, if they think that the files in the database aren’t organized, then they’ll organize it themselves.
Admins say employers can help them be successful by clearly outlining expectations, ensuring the organization understands the admin’s level of authority, and creating time to meet, to review, and plan.
Source: Manpower
8. Possess Good Judgement
The best admins serve as advisors for leaders. The reason for this is that they can make good recommendations based on their knowledge and experience with the company’s culture.
In fact, employers believe that admins can achieve success faster by proactively bringing suggestions or solutions, asking more questions up front, and anticipating their supervisor’s needs.
9. Display Grace Under Pressure
Companies want admin assistants who display grace under pressure.
Admins have to juggle multiple tasks on a daily basis and handle new situations that can arise in the office. This means that they have to be well versed in tackling unexpected scenarios and situations in the office.
Administrative assistants also need to meet multiple deadlines. They need to know how to work under pressure and keep up with their boss’s pace.
10. Planning Skills
As an admin, you’ll need to have strategic planning skills.
You may need to plan out processes for the office and manage the calendars of employees and executives. You need to understand the schedule of the entire office and remember cancellations and changes in schedule.
How Will You Ace Your Wonolo Administrative Job?
Admins need a lot of skills to be able to stand out in today’s industry. They need good people skills. They must master the tools used by their company. They also have to serve as the eyes and ears of their boss.
It’s a lot to take in, but not impossible to achieve. By following the helpful tips provided in this article and doing your best, you’re sure to ace your Wonolo administrative job.
