An administrative assistant plays an important role in making a business successful. Also known as admins or secretaries, administrative assistants work in almost every industry. They can do different clerical tasks-
- Organize files
- Edit documents
- Answer telephones
- Greet guests
- Book conferences
- Process invoices
- Write memos
- Create spreadsheets for bookkeeping
- Make social media inquiries
You may undergo certification training to become an administrative assistant. But, certification is not compulsory for this position.
However, it is always essential to have some special skills to work as an efficient administrative assistant.
Written and Verbal Communication Skills
Communication ability is highly important in almost every business niche. You must have good written communication skills to compose emails and create social media posts. Moreover, you need to write speeches and draft letters while maintaining a professional tone and error-free grammar. These skills ensure better office correspondence.
Administrative assistants need to deal with everyone in the workplace. They interact with managers and coworkers regularly. So, they must have strong verbal skills for better phone conversations. Furthermore, they communicate with clients in a seminar. These assistants listen to the clients’ needs and respond to them instantly.
Skill for Working Autonomously
As an administrative assistant, you must have this skill to process important information and accomplish tasks without constant supervision. You should be confident about your ability to do any work properly without someone’s assistance.
Meticulous Organization Skills
Especially admins working in office settings must have organization skills. A lack of organization skills can cause a waste of time. You are bound to do a particular work repeatedly. As an administrative assistant, you may need to manage different projects. When you are highly organized, you can reduce your stress. Your main task is to maintain a calendar, manage file systems, and store important files.
An administrative assistant has a wide range of responsibilities. He needs to deal with diverse situations and multiple projects. He knows that everything is dynamic, and thus, he must be able to react instantly.
For instance, the office boss has suddenly declared a trip for which the admin must be out of station for about 2 weeks. So, he has to clear his schedule and communicate with other parties effectively to prevent any negative feelings. He must make decisions within the shortest time.
It is generally thought that multitasking hampers productivity. Human brains cannot perform multiple tasks at a time. So, what you should do is prioritize different activities and do them one by one. For instance, you must not create a financial scheme while managing the sales call.
But, one of the major responsibilities of an administrative assistant is to handle some minor tasks simultaneously. You must do these jobs quickly and effortlessly.
Time Management Skills
A highly professional administrative assistant must have good time management skills. Create a schedule in a way that enables you to do tasks on time. You may check your to-do lists and manage time effectively. You can finish your tasks before the deadline. So, you have to be more punctual and readjust your priorities during some unforeseen circumstances.
Attention to Every Detail
You need to focus on every minor and major detail. It will enable you to identify the missed signatures, write emails without errors, and do the assigned tasks on time. Business-related conversations are highly sensitive, as you have to be careful about the relevant information and email addresses.
For instance, while dealing with data entry tasks, you must make the correct inputs. Other important responsibilities include submission of reports and completion of regular tasks.
It is about your ability to understand others and influence others’ emotions. The successful administrative assistants are always emotionally intelligent.
By staying attuned to others’ emotions, they can find better outcomes. They are able to deal with every situation and every person. With emotional intelligence, they are efficient at managing others and anticipating their bosses’ needs. When the boss is not pleased, the admin will try to win his favor in different ways.
Another advantage of emotional intelligence is that it lets you solve any conflict easily. You will have good stress management ability, which is essential to do any work effortlessly.
Knowledge about Etiquette
As an administrative assistant, you need to interact with several people every day. You communicate with workers of different levels. Your communications are not limited only to internal interactions. Your task is to reach out to vendors, manage incoming calls, and speak directly with high-level employees.
So, during conversations, you must maintain etiquette. Good manners will guide you to deal with several challenging situations.
Anticipation and Foresight
The best administrative assistants do not always need others’ instructions. They can anticipate the most effective solution and prevent potential problems. They are a resource for a company, as the manager or boss highly relies on the admin.
You must have problem-solving skills to become a competent administrative assistant. Your regular schedules are never stable, and you may face new challenges every day. Although you can encounter obstacles, you should think quickly and creatively. A talented administrative assistant with problem-solving skills never hesitates to ask for help. Discussion, resilience, and compromise are some significant aspects of your problem-solving ability.
You can now inculcate these soft skills to become an administrative assistant. These special abilities will enable you to beat your competitors, and you can secure the best job.