Administrative Assistant support demands are very common in organizations. An administrative assistant should have good knowledge about following the top 6 subjects and should be able to continue a learning process throughout the day.
CONDUCIVE ENVIRONMENT:
An administrative assistant is to be a focal person to provide a conducive working environment for all employees in the office. Chalk out all measures that need to be implemented in the office to allow all staff to feel safe and secure while doing their job on the office premises.
Exercise alternative options in the office if needed to maximize staff
performance. The Administrative Assistant is responsible for playing a key role in
office maintenance, including safety and security.
Provide a full range of administrative support to all employees with
effectiveness. Manage and monitor daily routine office tasks as per job
description and get a line manager in the loop.
An administrative assistant uses planning skills to create administrative and
office procedures, such as establishing a procedure for employees to call in
sick. Attention to detail is required when planning events like annual award
dinners.
Work may need to be divided up as part of the planning process. Administrative
assistants anticipate what resources are necessary to ensure that the boss is
able to complete projects on time.
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.
Administrative assistants can develop management skills through courses offered
by employers, professional associations, local colleges, or e-learning
providers.
A busy administrative assistant solves problems such as how to change the
boss's schedule when unexpected obligations arise. Interpersonal conflicts
among office personnel are resolved through facilitated discussion and
compromise.
Mistakes in orders are corrected to keep customers satisfied. Administrative
assistants ask team members to help each other out if someone falls behind due
to uncontrollable circumstances, such as taking a huge order.
Administrative assistants need skills in standard written English and, in some
organizations, business English.
They 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 office correspondence, emails, and
memos.
An eye for detail is essential when carefully proofreading important documents.
Administrative assistants are efficient time managers who value punctuality.
They use an electronic calendar in an email program to identify and schedule
meeting times that work for everyone invited. Deadlines are regularly met.
When unforeseen issues arise, administrative assistants readjust priorities
accordingly. Skilled administrative assistants use time wisely to achieve
outstanding productivity.
An administrative assistant should have knowledge about the safety and security
of the organization's building and take relevant measures, i.e.
Installation of CCTV Cameras.
Deploy well-experienced security guards with legal arms.
Sensitize employees regarding internal/external hazards periodically.
Organize short sessions to orient employees about the situation and take
necessary actions if required.
Coordinate With Law Enforcement Agencies:
Build up close relations with all government departments, including law
enforcement agencies, to get the latest updates about security and safety steps.
Be a focal person to communicate all new policies and procedures about security
and safety measures from time to time. Keep all information confidential and
released it in appropriate forums.
Frequently
Asked Questions:
Top Soft
Skills for Administrative Assistants
Strong
communication skills, both written and verbal
Task
prioritization and problem-solving skills
Better
planning and organizing skills
Should have
research and analysis knowledge
Deep
attention to detail skills
Should have
good customer service skills
Knowledge
about phone handling/etiquette skills
Discretion
What Are
the Top 8 Administrative Assistant Skills?
Administrative
assistant skills may vary depending on the industry or working environment, but
the following or the most important abilities to develop:
Clear written
communication skills
Command good verbal communication skills
Best event
organization skills
Should have
time management techniques
Should have
close attention to detail behavior
Timely
problem-solving skills
Should know
the latest technology and adaptability skills
Able to
handle all tasks independently
Weaknesses
of an Administrative Assistant
I feel my main weakness is that I sometimes take on too much work, simply because I don't want to say no. By taking on too much work, it can potentially have a detrimental impact on my other tasks, so I am learning to complete tasks thoroughly first, before agreeing to take on additional tasks.
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