Are you looking to hire and need the perfect administrative assistant job description to attract top talent? Hiring is a long and expensive process, so it’s best to get it right the first time, which means bringing the best candidates into the interview process.
In this BusinessManagementDaily.com article, we cover:
- Administrative Assistant job description details.
- Main responsibilities of an administrative assistant.
- Interview questions and comparison tools to hire the best administrative assistant.
What is an administrative assistant? Basically, it’s an office assistant that creates great workflow and communication in your workplace. An administrator can manage an entire group or report directly to a manager in an organization. Either way, they need excellent communication and organizational skills. Some admins may also take on more responsibilities depending on the service they are supporting. So before you hire your next administrative assistant, be sure to read these guidelines to help you get the job done right. A virtual assistant may be a remote title for this position.
Administrative assistant job description
Position: administrative assistant
Wage scale: It’s a good idea to include a salary range for your position to prevent candidates from rejecting an offer later.
Reports to: To whom will the administrative assistant report in your company?
We are looking for a self-starter for the implementation of administrative systems, administrative support, policies and procedures who can also contribute to administrative projects. You will provide senior level secretarial support with operational support/supervisory functions. Additionally, this position is responsible for overseeing filing systems and preparing and recording accurate reports, summaries and tables from this data. At times, the position may assist with assigned special projects and will be responsible for organizing office workflow and providing any necessary training to staff.
Diplomas & skills
The candidate must possess the ability to work independently when completing assignments to a satisfactory end. The ideal candidate must have impeccable communication skills and be able to interact with managers from all departments and at all levels. The position also requires the ability to adhere to routines and practices and, at times, to make process improvements to those practices. Additionally, you will need to be able to maintain standard operating procedures relating to office activities and workflow inside and outside the department. A successful candidate will have strong attention to detail and advanced problem solving skills.
Punctual time management skills and interpersonal skills are a must for this position.
A high school diploma or equivalent (GED) is required. Associate’s/Bachelor’s degree or equivalent office experience preferred.
Administrative assistant responsibilities and duties
Below are approximations of the time you will spend performing the key functions of the position.
|Percentage of employment||Classification||Homework|
|______%||Not exempt||Organize office workflow and provide organizational training and guidance to staff.|
|______%||Not exempt||Oversee records and filing/accounting/data entry/memo systems.|
|______%||Not exempt||Prepare accurate summaries, reports and tabulations from company data.|
|______%||Not exempt||Maintain workflow and operational procedures relating to office management inside and outside the department.|
|______%||Not exempt||Perform clerical duties such as dictation, proofreading, faxing, typing, office supplies/office equipment, etc. as required.|
|Not exempt||Schedule appointments.|
|Not exempt||Expense reports.|
|______%||Exempt||Researches subject matter as needed to complete special projects and write reports.|
|Exempt||Assist the supervisor in administrative projects.|
Analysis of exemptions
The administrative exemption is possible, however, it is unlikely to apply unless the employee is the administrative assistant to a senior executive of a large company. Even in the case of an exemption, a careful assessment must be carried out to avoid any misclassification.
Tasks considered “exempt” were given this classification because they could possibly qualify as exempt administrative activities, but they still might not actually be non-exempt – it all depends on the management functions / general business operations and the scope of the functions includes “the exercise of discretion and independent judgment on important matters”.
If the basic requirements have been met for the executive exemption, at least some of the tasks under essential duties 1, 2, 4 could be exempted, resulting in a possible combined exemption.
The duties and responsibilities of this position have been analyzed.
- On this basis, this position has been judged: √Exempt__ √Non-exempt__
administrative assistant interview questions
Once you’ve recruited great candidates, think about a few interview questions to get the best results for hiring an administrative assistant. These questions will help you distill the traits or qualities you expect from your administrative assistant using the answers given.
Use a 1-5 rating system to score candidate responses, and it’s also important to learn from your job seekers. For example, if you’ve never heard of a certain operating system or word processing software, it might be a good idea to research future development.
You can also require a cover letter from applicants. Here are some interview questions:
- Tell me about a particularly difficult mission and how you handled it.
- What specific job-related skills have you been trained in (shorthand, typing, telephone)?
- Tell me about the word processing (e.g. Microsoft office/ms office), spreadsheet (Powerpoint) and database management programs you have worked with, explaining which ones you prefer and which ones you have had problems with. problems, and why?
- Which operating systems do you master best and why?
- What exactly are you looking for in your next job that is different from your current/previous job?
- A manager asks you to screen all phone calls from a certain person. What do you do if that person gets upset or upset that they can’t get through?
- Why do you think your previous work experience qualifies you for this position?
- The position you are applying reports to three different managers, all of whom will require your time. How would you handle a situation in which two managers insist that their respective jobs take priority? Assess: Candidates who get upset when they try to explain how they would prioritize are probably not good candidates for the job.
- An administrative assistant has access to a lot of confidential employee and customer information. How would you handle a request from a manager for such information?
- A company requests reference information on a former employee terminated for excessive absenteeism. How would you handle the request?
- How do you motivate yourself at work when you are under pressure?
- Have you ever made a decision or suggestion that saved your business time or money?
- Has a supervisor ever told you to do something you knew wrong? How did you react ?
- How many years of experience do you have as an administrative assistant/executive administrative assistant?
Summary of interview questions
Human Resources: Feel free to add additional questions to the list that may be specific to your operation.
Write an overall impression of the candidate and give them an average rating from 1 to 5 for a more in-depth comparison with other candidates.
You can also offer senior management three choices of recommendations:
- To hire
- Do not hire
- Second interview
Follow the above formula to successfully hire candidates for the Administrative Assistant position. Remember to market yourself widely when posting jobs – the more online platforms you use for hiring, the better candidates you will get. We hope this has helped you hire the perfect administrative assistant.