How to Prepare for an Administrative Assistant Interview

So you’ve applied for a job as an administrative assistant, and you’ve been invited in for an interview.

Congratulations! You’ve done well to get this far.

Many administrative assistant vacancies receive a lot of applicants, so if you’ve been shortlisted, that’s a real achievement. You’ve already stood out from the crowd, perhaps with your experience, your administrative assistant certification, or your impressive skillset, and now you’re on to the next challenge – the interview.

The interview process gives employers a chance to get to know you better, to ask you questions and discover whether or not you’re the right fit for both the business and the role.

Let’s take a look at some steps you can take to improve your interview skills and ensure your performance at the interview is the best it can possibly be…

Improve your confidence

There’s no denying that interviews can be rather nerve-wracking.

You really want this job so there’s a lot at stake. You never quite know what they’re going to ask you, and you could be facing a whole panel of interviewers.

Most of us are not used to being put on the spot like that and asked awkward questions like “Why should we give you this job?”. Not all of us are naturally confident, but being nervous and faltering over your words is going to go against you in this scenario.

An administrative assistant needs to be confident, personable, and controlled under pressure. Failure to maintain a calm composure at the interview portrays a character who cannot cope in a crisis, someone who would struggle to be a good multitasker, and a person who is not an excellent communicator.

So how do you boost your confidence and slay that interview? Practising can work wonders.

When you’ve attended a few interviews, they’ll feel less daunting, but you don’t want to lose out on your dream job while you’re gaining interview skills, so why not ask a friend or family to role-play interviews with you?

Ask a few people to help you with this, particularly those with hiring and interview experience. The more people who help you, the more different approaches and questions you’ll get to experience. This will help familiarize you with the process, and the type of questions you may be asked.

Taking a public speaking course can also work wonders for increasing your confidence levels, and if you suffer from nerves, learning some calming breathing exercises could also be beneficial.

Learn about the company and the role

Having some background knowledge of the company you’re hoping to work for can certainly be helpful.

Your interviewer may ask why you want to work for that particular company and if you’ve done your research you can give an answer that’s pertinent rather than generic.

Perhaps the green credentials of the business align with your own principles, maybe you’re keen to work for a company that’s up and coming, or you may be a big fan of the company’s products or services.

You should also be knowledgeable about the duties of the position you’re applying for. There’s no point telling them you’re a superb travel planner when this isn’t a part of the job description. But if marketing was mentioned in the job description, then your experience with social media could be of benefit.

Remind yourself of all your skills, experience and expertise

When you’re put on the spot at interview, your mind can go blank. It may also be the case that some of your relevant, valuable experience is from a previous job, and is not at the forefront of your mind right now.

It could be that you have skills that would be beneficial to this job that you’ve overlooked, such as marketing skills, HR experience, or work experience gained through volunteer work or a hobby.

So go over your resume, think back over your life and remind yourself of any skills and experience that could be of value to the organization you’re hoping to work for, which could be great key points to mention in reply to an interview question.

Familiarize yourself with office tasks

If you’ve been in a different role, or out of the job market for a while, it can be easy to forget how to do the simplest of tasks.

Your interview may well have a practical aspect to it. There could be a typing test, or you may be requested to perform some admin tasks such as amending a spreadsheet, generating a report and sending an email.

Before your interview, take time to refamiliarize yourself with all the most commonly used office software, and practice your typing skills to get your speed and accuracy levels up.

You’ll find typing tutors and tests online that will give you a score, so you have a benchmark to work with and improve upon.

Review our list of tasks typically undertaken by an administrative assistant, and see where you can upskill. Maybe it is with one of our administrative assistant courses?

Think about how you’d answer common interview questions

The last thing you want is to get tongue-tied at an interview, especially an interview for a job as an administrative assistant.

Good communication, and being able to deal with awkward clients and customers are part and parcel of many administrative assistant positions, so an interviewer won’t look kindly on an applicant who is lost for words.

If this is a concern for you, then spend time thinking about your answers to interview questions in advance. You’ll find lists of interview questions online you can work through, so you can have an idea of the types of questions you may be asked.

You don’t want to practice so much that you sound like a robot, but just have a general idea of what you’d like to say. It can help to have someone ask you a few questions so you get used to the process.

Dress smartly, arrive on time

Presentation is very important. If you turn up late, with messy hair and a button undone, you’re not going to make the best impression! So be sure to set off for your interview in plenty of time, and spend time ensuring you look your best – clean, smart and professional. It’s better to be sat killing time in a café round the corner because you’re early than rushing and arriving dishevelled and out of breath because you had to run to avoid being late!

Practice Questions & Answers for an Administrative Assistant Interview

Here are 20 common questions you may want to rehearse before an interview for an administrative assistant position. We’ve put the questions first, without answers, so you can think of an answer before you get to read our samples further below.

10 Common Generic Interview Questions:

1. Tell me about yourself and your professional background.
2. What are your greatest strengths and weaknesses?
3. Why do you want to work for our company?
4. Can you describe a time when you faced a challenge at work and how you handled it?
5. How do you prioritize your tasks when everything seems urgent?
6. What motivates you to perform well at work?
7. Where do you see yourself in five years?
8. How do you handle feedback, especially if it’s constructive criticism?
9. Can you give an example of how you’ve worked effectively in a team?
10. Why should we hire you for this position?

10 Administrative Assistant-Specific Interview Questions:

1. What experience do you have managing calendars and scheduling meetings for multiple team members?
2. How do you handle sensitive or confidential information?
3. What software tools are you most proficient with, and how have you used them in your past roles?
4. How do you ensure accuracy when managing data entry or filing documents?
5. Can you share an example of a time you successfully coordinated a complex event or meeting?
6. How do you handle interruptions when you’re working on a time-sensitive task?
7. What strategies do you use to stay organized and ensure nothing falls through the cracks?
8. How do you manage competing priorities when multiple people need your assistance at the same time?
9. What would you do if a manager gave you unclear instructions for a task?
10. How have you contributed to improving office processes or efficiency in previous roles?

Sample Answers To the Generic Interview Questions

Tell me about yourself and your professional background.
“I’ve been working in administrative roles for the past five years, primarily in busy office environments. I love being the go-to person for organizing schedules, coordinating events, and keeping everything running smoothly. Outside of work, I’m a bit of a planner too—I enjoy organizing small get-togethers for friends or family.”

What are your greatest strengths and weaknesses?
“I’d say my biggest strength is staying calm under pressure—I can juggle multiple tasks without getting flustered. As for weaknesses, I tend to be a perfectionist, which sometimes means I spend too much time on small details, but I’ve learned to balance quality with deadlines.”

Why do you want to work for our company?
“Your company’s focus on innovation and teamwork really resonates with me. I’ve always admired how you prioritize employee growth, and I’d love to be part of a team where I can contribute and also learn new skills.”

Can you describe a time when you faced a challenge at work and how you handled it?
“In my last job, we had a major client meeting, and the materials were delivered late. I quickly collaborated with the print shop to get replacements, communicated updates to my manager, and ensured everything was ready on time. It was stressful, but the meeting went off without a hitch.”

How do you prioritize your tasks when everything seems urgent?
“I like to take a step back and assess what’s truly urgent versus important. I’ll talk to the team or manager if needed to clarify deadlines and use my to-do list to map out what gets done first. It’s all about staying flexible and focused.”

What motivates you to perform well at work?
“I’m motivated by knowing that my work makes a difference—whether it’s keeping things organized, helping a project move forward, or solving a problem for the team. Seeing everything run smoothly because of my efforts is really satisfying.”

Where do you see yourself in five years?
“I see myself growing into a more senior administrative role, perhaps overseeing a team or taking on project management responsibilities. I’m excited to keep learning and building my skills.”

How do you handle feedback, especially if it’s constructive criticism?
“I welcome constructive feedback—it helps me grow. For example, a manager once pointed out that my email responses could be more concise, so I worked on that, and it’s now something I take pride in.”

Can you give an example of how you’ve worked effectively in a team?
“In my last role, I worked closely with the marketing team to coordinate a product launch. I handled all the logistics, like booking venues and setting up meetings, and it was great to see how my organizational support contributed to the team’s success.”

Why should we hire you for this position?
“I believe I’d be a great fit because I’m organized, proactive, and genuinely enjoy making life easier for my team. I’m also quick to adapt and always look for ways to streamline processes, which I think aligns with what you’re looking for.”

Sample Answers To Administrative Assistant-Specific Questions

What experience do you have managing calendars and scheduling meetings for multiple team members?
“In my previous role, I managed calendars for a team of five. I’d coordinate meetings across different time zones, send reminders, and ensure there were no conflicts. It required a lot of attention to detail, but I enjoyed the challenge of keeping everything aligned.”

How do you handle sensitive or confidential information?
“I’ve worked with confidential information like payroll and client contracts, so I know how important discretion is. I make sure to follow company protocols, use secure systems, and avoid sharing details unless absolutely necessary.”

What software tools are you most proficient with, and how have you used them in your past roles?
“I’m very familiar with tools like Microsoft Office, Google Workspace, and project management software like Trello or Asana. For instance, I used Excel to create detailed reports for the management team, and Asana to track team tasks and deadlines.”

How do you ensure accuracy when managing data entry or filing documents?
“I double-check my work and use tools like Excel formulas to catch errors. I also follow a consistent naming and filing system to keep everything organized and easy to retrieve later.”

Can you share an example of a time you successfully coordinated a complex event or meeting?
“Last year, I organized a company-wide retreat for 50 employees. I managed the venue booking, catering, transportation, and even created a detailed itinerary. It was a big project, but seeing it come together was really rewarding.”

How do you handle interruptions when you’re working on a time-sensitive task?
“I try to address quick interruptions immediately if they can be solved in a minute or two. If not, I’ll politely let the person know I’m working on something urgent and will get back to them as soon as possible.”

What strategies do you use to stay organized and ensure nothing falls through the cracks?
“I rely on a combination of to-do lists, calendar reminders, and regular check-ins with my team. For example, I review my list at the start and end of each day to ensure I’m on track with deadlines.”

How do you manage competing priorities when multiple people need your assistance at the same time?
“I communicate openly to understand each person’s needs and deadlines, then prioritize accordingly. If it’s still unclear, I’ll ask my manager for guidance to ensure the most critical tasks are handled first.”

What would you do if a manager gave you unclear instructions for a task?
“I’d ask for clarification right away. For example, I once received vague instructions about setting up a report, so I followed up with specific questions to ensure I delivered exactly what was needed.”

How have you contributed to improving office processes or efficiency in previous roles?
“I noticed that our filing system was slowing everyone down, so I reorganized it and created a shared digital system for easier access. It saved the team a lot of time and frustration.”