Administrative professionals are the backbone of a company. With daily tasks including keeping calendars, answering phones, scheduling meetings, and greeting guests, it is often the administrative professional who is the first—and often last—impression on a client or customer.
Almost every business has a need for an administrator, whether they require an entire team or just one talented professional. Because of this, there are usually many opportunities to find a job within the administrative space. Unfortunately, these jobs are popular, and can get competitive, so it’s important that those interested in entering the field have the right skills.
It is usually the administrators job to organize the office. This can mean keeping files up-to-date and filed in the correct place, keeping calendars in check or tracking call logs and incoming traffic. No matter what your specific role is, your day probably consists of many different time-consuming tasks, not to mention tasks that pop up randomly, so it’s important that you are able to keep the office, and yourself, organized.
It’s no longer just answering phones—today, administrative assistants are also tasked with tracking web traffic, creating e-mail campaigns, designing web content and marketing materials and using programs like Microsoft Office and QuickBooks. Many executives will expect their admin to be well-versed in all of these areas, especially if they don’t know it quite as well themselves.
One small detail can derail an entire project, so it’s important that an administrative professional has the eyes to spot errors or mistakes. If you are tasked with sending e-mails or creating memos, it’s important to ensure there are no typos and that no important information was left out. Similarly, if you are entering data, one mistake could change the entire outcome of the data sheet, so being detail-oriented is a must.
Time Management Skills
Admin assistants don’t just need to manage their own time, they need to manage their boss’ time as well. Often tasked with keeping calendars, it is usually the admin assistants job to inform their boss of meetings, make any necessary schedule changes and keep the day flowing.
While there are many different elements to an administrative job, the core of the position is still answering phones, responding to e-mails and being the face of the company. All of these tasks require strong communication skills. You will need to feel comfortable speaking on the phone, know how to send a professional e-mail and be a good first impression to any clients or customers who come into the office.
Problems arise every day in an office setting. There could be a mishap with a client, a big schedule change, or even issues between coworkers. When these problems arise, it is often on the administrative assistant to work them out. You will need to know how to mediate, resolve any client issues and fix a schedule or data flow problem with ease.
If you are looking for a talented administrative assistant, or feel you have the skills needed to be hired as one, contact The Goodkind Group to learn more about how we can help. Contact us at 212-378-0700 or visit our website.