What do you look for in an Administrative Assistant?

[cats7494]

I am in the process of hiring a new Administrative Assistant and I have two people coming back next week for second interviews and some testing.

What have you done? What skills do you want? What testing have you used? I know some skills are specific to the company but I am just looking for some basic feedback.

thanks

 

[NY Disney fan]

- someone who can be one step ahead of their manager

- someone who can take initaitive (do things without being asked)

- someone who is reliable and dependable.

Skills: great computer skills, can speak well and who has at least 5 years experience. I don't think that's too much to ask.

 

[KAMKIM]

At the very least an associates degree in AA

 

[cats7494]

Are there any tasks you would suggest for part of a second interview?

 

[eeyore65]

Shows up on time! I would check references for tardiness and absences. It is the worst when your assistant is not there. I have had the best luck with very experienced administrative assistants and not someone that thinks it is what they want to do.

I had issues with scheduling appointments in different time zones. My asst was always messing this up. I would have them show me they could do it in Outlook (or whatever program you use.) Mine also booked travel. As a test, I would give them a trip I am going on and have them research my options and present. This shows alot about how they think.

I also would have them type an e-mail based on some basic info you give them. Like - let Tom's assistant know I am running late for our appointment and is that okay or should we reschedule. How do they word that?

 

[Hercules10]

A nice rack.

 

[cats7494]

A nice rack.

Shoe rack??

 

[Hercules10]

Hat rack.

 

[Angelhalo]

At the very least an associates degree in AA

Thank goodness my boss didn't require this! I have a Bachelor's degree but not in AA. Otherwise I wouldn't have gotten the job that I have now and love. My boss gave me a DISC personality test which tests your working personality. (It can be found online) She is very unorganized so she wanted someone whi can take orders and is very organized. SHe also needed someone with better computer skills than what she has. I think the question that most pops into my mind that she asked me was "What does the top of your desk look like?

 

[KAMKIM]

Thank goodness my boss didn't require this! I have a Bachelor's degree but not in AA. Otherwise I wouldn't have gotten the job that I have now and love. My boss gave me a DISC personality test which tests your working personality. (It can be found online) She is very unorganized so she wanted someone whi can take orders and is very organized. SHe also needed someone with better computer skills than what she has. I think the question that most pops into my mind that she asked me was "What does the top of your desk look like?

Most places require an associates or higher - and almost always experience.

 

[KAMKIM]

I am in the process of hiring a new Administrative Assistant and I have two people coming back next week for second interviews and some testing.

What have you done? What skills do you want? What testing have you used? I know some skills are specific to the company but I am just looking for some basic feedback.

thanks

It may not hurt to look at other employment ads for AA's to see what they are specifically looking for, you may find something you didn't know you needed

 

[luvmy3jewels]

This is what I look for:

1. The most important thing is experience in the field that you work in. Even if they haven't worked directly in the field, having some knowledge about the basic functions of your organization is vital!!

2. A neat appearance. You want an assistant that will be neat and organized, so their physical appearance may give you some clues. If they look sloppy and unkept, then their work probably will be.

3. Work history. I always look to see how long applicants have worked for employers in the past. I hate training someone who is only going to job hop. If I see an application where someone has changed jobs every six months to a year their entire work history I don't take a second glance.

4. Ability to write. A couple of times I have had applicants complete a writing sample during their interview. A simple letter that you have them write can give you a good idea if they have the basic skills for written correspondence that you need in a good admin. asst.

5. If there are two candidates that have all of the above, and are equally qualified, then I usually try to go with the one who I believe will best fit in our organization. Attitudes and personalities have a huge impact on the quality of work that is produced, and if there are conflicts it can affect everyone within the organization. I once interviewed a man that was straight out of college and he had all of the above qualifications. Unfortunately, he showed up 15 minutes late for the interview (never apologized or offered an explanation) and slouched in his seat the entire time. I read a lot into his personality just by those two actions and knew he would not be a good fit.

Good luck!!

 

[KAMKIM]

A nice rack.

Hmmmm what if the nice rack is attached to a MALE AA?

 

[Angelhalo]

Most places require an associates or higher - and almost always experience.

Yes most do. But, some are brave enough to realize that not everyone with a good brain on their head has a degree. I do have a 4 year bachelors degree, but not in anything related to being an adminitstrative assistant. I have known some amazing AA's in my time who have nothing more than a high school diploma. My mother is the HR manager for her company and only has a high school diploma.

I do have experience. I wouldn't expect anyone to hire an assistant with no experience. 5 years seems a bit high though. I had 2 years experience but my boss says that hiring me is the best thing she's ever done for herself. People expecting exhorbitant amounts of experience is exactly what keeps younger people from getting hired and thus gaining any of the experience that employers want. Thank goodness my boss could look past a number and realize that I am knowledgable, organized, reliable, and professional. That is all I was saying, and I stand by it.

 

[NY Disney fan]

A nice rack.

This is really offensive. Just had to say that.

 

[Dan Murphy]

This is really offensive. Just had to say that.

So true.

And I echo what you said in post #2.

 

[Caradana]

I look for someone who doesn't need to be guided through every step. Example:
> I ask that they call Frank to schedule an hour and a half on Thursday.
> They don't know Frank's assistant's name.
(do they come back and ask me, or do they figure it out using the directory? I want the latter, even though I didn't say so)
> They call Frank's assistant, and Frank is out of town on Thursday.
(do they come back, tell me that, and stare blankly at me, or do they ask about Wednesday and Friday, and come back to me with other options?)

That's how it goes with me. Whenever we hire assistants, I am looking for proactivity, smarts, the ability to look around the next corner for a solution.

 

[momof1princess]

having been a secretary for many years (ok, administrative assistant now, lol) i would look for someone who can work independently if need be, think on their feet, be calm when things go wrong (and they always do), has a great attendance record, shows up on time and knows their way around standard office equipment. an associate degree is good, but please, don't overlook the business college folks. we make great employees too

 

[disney1990]

According to my unemployment office, 5 years working in a field is the same as an AA degree? And people with that work history should apply to jobs asking for an AA degree. Not an argument, just wanted to mention it.

 

[cats7494]

I have narrowed it down to two candidates and have their second interviews tomorrow - which will include some basic Microsoft application testing.
I don't have time to hire someone who does not know the programs!
Wish me luck