If you’re the type of person who is always organized and is excellent at multi-tasking, you could definitely have what it takes to succeed in a career as an administrative assistant.
You’ll need to be focused, dedicated, and work well under pressure as this can be a fast-paced job.
If you’re someone who likes to keep busy, and would love an office job that is varied and interesting, then read on…
What does an administrative assistant do?
You might be better off asking ‘What doesn’t an administrative assistant do?’.
The work has so many facets and of course, no two jobs in administration are ever alike, but there are many duties that will be common from one post to another.
Dealing with calls and correspondence will be a high priority for any administrative assistant. A large part of your day is likely going to involve taking and making phone calls and dealing will emails.
You may be responsible for organizing appointments and scheduling events for other people in the business, and you will no doubt do your fair share of filing and organizing paperwork and digital files.
Your duties could also include putting together reports, writing letters and dealing with miscellaneous office admin such as hiring contractors or ordering office supplies.
What skills will you need?
With such a diverse job, there are plenty of skills that will come in handy when you’re employed as an administrative assistant.
Some will come naturally to you, while others you can learn, to give yourself the best chance of being hired.
Computer skills
Computer skills are vital in this role. While some businesses will have their own proprietary systems, many companies, particularly smaller ones, will use the same, off-the-shelf software, so time spent learning to use Microsoft Office 365, Google Docs etc. is time well spent.
These are skills you can take from one administrative assistant position to another. Even if you already have a basic understanding of these programs, taking a course to gain more in-depth knowledge could be hugely beneficial on a day-to-day basis, and it will also look impressive on your resume.
Customer Service Skills
As an administrative assistant, you’re going to be coming into contact with a lot of different people, all day, every day.
So you need to be a great communicator, in person, on the phone, and via email.
You’ll need to be friendly, approachable, and calm. Even when you’re rushed off your feet on a really busy day, when you’re feeling tired and irritable, you’ll have to put on a smile and be polite and helpful. It’s all in a day’s work for the seemingly tireless administrative assistant!
Personal Skills
You’ll need to be ultra-organized, and you should have a great eye for detail.
There’s no room for mistakes in this role. You’ll have to remain cool when the job gets busy, as it often will, and still not make any mistakes.
Good time management is vital, and flexibility and the ability to delegate will be highly useful skills.
How do I get started as an administrative assistant?
So you think you have what it takes to become an administrative assistant? Okay then, let’s get the ball rolling…
Gain qualifications
While there are many jobs out there for administrative assistants, because it is a career that does not require a degree, each position can have a lot of applicants.
When you’re a newcomer to the industry, you don’t have that all-important prior experience to prove to potential employers that you’ve got what it takes, so you need to look at other ways to verify your abilities.
Taking an online certification course for administrative assistants gives you something substantial to add to your resume. You could also consider a data entry certification.
With a well-rounded selection of qualifications under your belt, you’re providing reassurance that you won’t need a huge amount of training, and you’ll be able to get on with the job right away.
You’ll find plenty of courses out there that will be of benefit to an administrative assistant. Check out courses offered both online and at local colleges. You may prefer to give priority to those that result in certification, as this will look most impressive on your application.
Admin courses
General administration courses will give you a good all-round knowledge of many of the skills and practices that you’ll use in an administrative job.
If you’ve never done office work before, this is an excellent place to start, and it will also ensure that you’re confident this is the right career path for you.
Computer and software courses
Having a good understanding of the most commonly used software, and office equipment will be so useful to you in your role as an administrative assistant.
Word processing, spreadsheets, databases, and email software will likely be heavily featured in your daily duties, so why not become an expert now?
These are skills that you can take into any job, so it won’t be time or money wasted.
Customer service and communication courses
You could also consider taking courses to improve your customer service and communications skills.
This is particularly advantageous if you feel you lack confidence or are worried about portraying the right image at all times.
You’ll learn telephone and email etiquette, and the right way to communicate with people to get the best out of them.
If you’re lacking in self-confidence, a public speaking course could be useful as a way to help boost your confidence levels.
Put together an outstanding resume
So many job applicants are rejected purely because their resume isn’t up to scratch, so take your time over this and do some research.
Read up on how to write the perfect resume, what you must include and the best layout options.
Be sure to list all your skills, qualifications and experience, and above all, make sure it’s 100% error-free.
No one wants to hire an administrative assistant who makes mistakes, so it’s absolutely imperative that your resume is perfectly written.
Fine-tune your interview skills
Once you’ve dazzled them with your awesome resume, hopefully, you’ll be called in for an interview.
This can be make or break, and it can also be very nerve-wracking! You’ll feel more confident if you’re well prepared, so it is wise to research potential interview questions and ensure you have a good answer for anything that may be asked.
Researching the company will give you some knowledge of exactly what the business does, It can give you some good headway at the interview, and show that you’re interested and go the extra mile.
Dress smart, don’t arrive late, and try to relax! You’ve got this!
