There is a fallacy that the administrative assistant’s job is easy or is unnecessary. The role of an assistant is not dispensable as in many ways it gives life to an organization. Many executives and other staff have little time and could not hope to execute their roles effectively and carry out administrative duties at the same time. An administrative assistant with good qualities and strengths is invaluable and will ensure administrative matters are carried out to help guarantee the smooth operation of the organization. Here is a list of the top 5 qualities required every administrative assistant should possess.
An administrative assistant needs to be able to speak and write very well as they portray the image of a company in their communication. It is their duty to write and send out letters, minutes and memos that need to be devoid of spelling and grammatical errors. Communication also includes listening and interrelating with other people. In most cases, an administrative assistant is the first point of contact for clients. They need to be able to speak clearly and concisely, but they also need to be good listeners.
An administrative assistant’s job is fast paced. Organization is a skill that has to be a part of the daily routine. An assistant’s job is to lighten the load and stresses that come with the myriad of responsibilities of being an executive. She keeps her executive’s calendar, organizes meetings, conferences and travel. From the meetings, she prepares minutes, reports, letters and other write-ups. To ensure this happens, at the right time and with all things in place, organization is key. Absence of organization can cause difficult situations that may result in losses.
An administrative assistant is a member of a team. A team only works with good team players where achievements are seen as joint efforts. Relationships with her executives and coworkers must be established and a partnership of dependability formed. This kind of working relation helps the team to accomplish their goals with minimal challenges. Administrative assistants, who are active team players, improve their skills and advance at their job.
4. Time Management
An administrative assistant has so much to do with very little time. Part of this job is to make things happen, timely and completely. Making priorities out of the duties that need to be executed is the secret to avoiding getting overwhelmed. There are distractions throughout the day, staying focused and knowing when to move from one task to the next is important. Be a punctual worker to save time and reduce disorderliness.
An administrative assistant comes across a lot of information in the office. From letters, business deals discussed in a meeting to conversations in her earshot; an administrative assistant needs to keep this confidential. A good assistant avoids gossip around the office and has integrity.
An administrative assistant must be able to make good judgment calls. She will mostly not be under supervision and decisions made need to be correct. The ability to recognize a problem and channel it to the right person for a solution is important. The need, to be logical and reasonable to be able to make the right decisions on issues, is a plus for smooth operations.