NINE SKILLS NEEDED TO BECOME A SUCCESSFUL ADMINISTRATIVE ASSISTANT

Administrative assistants must be able to handle many details and challenging situations at once. They keep an office running while supporting the efforts of an executive, manager, business owner or professional group. People who become very skilled in this field can advance to higher positions, supporting high-ranking officials in government, higher education, nonprofits and private corporations, and they can also move on to other jobs in their organization or in.

 

TECHNOLOGY SKILLS

An administrative assistant works with office software programs, including spreadsheets, databases, word processing and graphic presentation software. He sends emails and uses the Web for research and employer-specific applications. He might assist with typing and formatting his boss' presentations, reports, manuals, newsletters, website content and other administrative publications.

COMMUNICATION SKILLS

In a busy office, an assistant uses friendly communication to interact with a wide range of people, frequently exchanging information about office operations. For example, he might explain procedures for routing mail and requesting supplies in the office. He also delegates tasks to efficiently manage administrative operations, giving appropriate clerical tasks and instructions to filing clerks, typists or receptionists in the same office.

ORGANIZATIONAL ABILITY

As a multitasker, an administrative assistant keeps himself organized so he can give his attention to keeping his boss organized. He knows how to manage a filing system, track incoming and outgoing correspondence and coordinate the flow of paperwork around the office.

WRITTEN EXPRESSION

An administrative assistant needs skills in standard written English and, in some organizations, business English. He can access a course in business communication or writing through a community college, vocational-technical school or e-learning provider. Good writing skills will improve the quality of his correspondence, emails and memos and enable him to assist his boss with proofreading important documents.

TIME MANAGEMENT

An administrative assistant must manage his own time and the time of his boss well. He uses an electronic calendar in an email program to set meetings for his boss, to request others to attend and to coordinate their responses. He responds to requests for his boss' attendance at meetings.

TECHNICAL OVERSIGHT

An office environment has many kinds of equipment and property that an assistant uses or manages. He orders office supplies and repairs to equipment to keep the office well-equipped and stocked for the staff.

MANAGEMENT

Some administrative assistants need management skills because they direct the actions of others and recommend corrections for better performance. An example is a busy executive's office in which an assistant manages all clerical personnel and handles requests from other staff members, such as time-off requests. He can develop management skills through courses offered by employers, professional associations, local colleges or e-learning providers.

PROBLEM-SOLVING SKILLS

A busy assistant solves problems such as how to change the boss' schedule when unexpected obligations turn up. He also troubleshoots conflicts among office personnel and works with vendors to ensure that orders are fulfilled as requested, invoices are paid and refunds or exchanges are processed.

PLANNING SKILLS

An administrative assistant uses planning skills to create administrative and office procedures, such as establishing a procedure for employees to call in sick. He ensures the boss has sufficient resources at his disposal to complete projects on time.