Administrative work is the backbone of any business, yet it can be tiresome for many and takes time away from other important tasks.

That’s why it’s important to delegate all of it to an assistant who can dedicate all their time to making sure your business is running as smoothly and as efficiently as possible. And because administrative work is so important, you’ll need to make sure the person you are passing it on to is nothing short of excellent at it.

How can you make sure you’re hiring an excellent administrative assistant? Continue reading below as we list tips to help you land your best one.

What does an administrative assistant do?

What makes an administrative assistant an indispensable part of the team? It’s the work that they do on the sidelines: communicating with  triaging emails, organizing files, learning new software, scheduling appointments, monitoring social media pages, and other routine clerical tasks.

The keyword is routine. They do all that every day which leaves you and your other employees to focus on what you all do best. The administrative assistant basically allows your entire team to function the way it’s supposed to, and as a result, your business runs.

What are the types of administrative assistants?

Depending on the nature of the business or company, administrative work can vary and require more specific skills. For example for lawyers and doctors, there are legal and medical secretaries who, while performing much of the same duties as most administrative assistants, need to be well-versed in legal and medical terminology.

But in general, administrative work is mostly all the same, with just a few differences in the responsibilities you give them. Others may just want someone to work on the sidelines while some allow them to be a diplomatic representative for the business or company when the boss isn’t available.

When hiring your administrative assistant, it’s best to make a list of job duties you expect them to do for your business or company. Additionally, make note of what skills or qualifications are needed to be successful in the role.

Full-time vs. Freelance

With that list of responsibilities you made, you can also determine whether you need to hire an administrative assistant on a full-time, part-time, or freelance basis. 

It’s pretty self-explanatory but full-time would be if you constantly have tasks that need to be done every day. Part-time and freelance would be best for temporary assistance such as an increased workload or an extra project.

Budget also comes into play when making your decision. Part-time and freelance assistants would have lower hourly costs and require no employee benefits. But if you really have the workload to need a full-time assistant, then it’s cheaper in the long run to hire full-time than the other two.

Skills to look for

Here’s what administrative assistants need to be knowledgeable about in order to do well on the job. We’ve listed both hard and soft skills that are important to have to be an excellent and effective assistant.

1. Computer skills

Proficient computer skills are important for maintaining databases and keeping them organized. Word processing seems very basic but it’s essential to have fast and accurate typing skills when inputting data. Literacy in spreadsheet programs such as Microsoft Excel or Google Spreadsheets also proves that they will be able to do computations efficiently and accurately, as well as compiling and organizing all your data .  

2. Good verbal and written communication

Administrative assistants do a lot of communicating via phone calls and email, and as such, good communication skills are important. Communicating effectively when sending reports or making presentations or speaking to clients shows the professionalism of your business or company.

3. Internet research skills

Navigating the Internet can really show intelligence. It’s being able to fact check through multiple sources in order to make a conclusion and to quickly identify which information is likely to be false. In the case of your business or organization, it’s important to evaluate which information is not only accurate but is also appropriate and reflects your core values.

An excellent assistant also knows the tricks to using Google effectively.

4. Quick thinking and decision making

You want an assistant who you don’t have to micromanage, otherwise what’s the point of having freed up your time for more important tasks? That’s why being able to make quick and good decisions on one’s own is an invaluable skill. It shows that they can be trusted to be left to their own devices and how resourceful they can be.

Of course, having existing work processes in place helps your administrative assistant to be more comfortable making decisions when you’re not around, so make sure you develop those too.

5. Good time management

Again, the whole point of having an assistant is to save time and be efficient. Someone who manages their time well could mean saving you a lot of money as well as from a lot of stress. An assistant that knows how to schedule multiple appointments appropriately will make your life so much easier.

Questions to ask during the interview

The interview is where you can truly know if someone is the right fit for you and your company, both in skills and personality. Here’s a list of questions that will help you determine if they have what it takes.

1. Why do you want to work for this company?
2. What makes you a good administrative assistant?
3. How will you be able to contribute to our organization?
4. Why did you leave your last administrative assistant position?
5. What are the skills you have to make you excel at this position?
6. What software programs are you proficient in and what is the latest version of it you’ve used?
7. What are examples of you using the software on the job and how it made the business/organization function well?
8. What would you consider your biggest accomplishment to date?
9. What type of supervisor helps bring out your best performance?
10. What questions do you have for us?

Partner with Remote Workmate

We’ve placed over 50 virtual administrative assistants from the Philippines with clients all over the world. When you work with us, you’ll have the benefit of working with seasoned professionals while paying them for much less (but still a fair and competitive salary in their currency!)

We also do all the heavy lifting of screening and pre-interviewing candidates so you only have to look at the best ones for the final interview.

Want to talk more about your administrative needs? Click the button below to schedule an obligation-free consultation with us!