Nine Skills Needed to Become a Successful Administrative Assistant
by Audra Bianca, Demand Media
Administrative assistants need to be adept at multitasking.
Erik Snyder/Lifesize/Getty Images
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 industry.
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.
Related Reading: Job Description of an Administrative Assistant to a Claims Adjuster
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.About the Author
Audra Bianca has been writing professionally since 2007, with her work covering a variety of subjects and appearing on various websites. Her favorite audiences to write for are small-business owners and job searchers. She holds a Bachelor of Arts in history and a Master of Public Administration from a Florida public university.Photo Credits
- Erik Snyder/Lifesize/Getty Images
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