Hire an Administrative Assistant

Hiring an administrative assistant can be a challenge. Career Group Companies streamlines the process of hiring administrative assistants by sourcing top applicants, conducting interviews, and connecting clients with the best possible fit for their open administrative assistant jobs.

What is an Administrative Assistant?

Administrative Assistants support day-to-day operations in an office by maintaining team-wide organization, filing paperwork, responding to communications, preparing for meetings, and managing the calendar of their supervisors. When hiring an administrative assistants, it is important to look for someone who can handle these critical workflows while positively interacting with staff from every department, as well as clients and C-level executives.

Hiring an Administrative Assistant

Hopeful applicants for administrative assistant jobs should be patient, professional, and attentive to details. They should be ready, responsive, and willing to face every challenge with a positive attitude. Administrative assistants should be organized, proficient in basic computer programs, possess excellent verbal and written communication skills, and be passionate about helping others.

Administrative Assistant Duties

  • Handle administrative office tasks including organizing documents, preparing reports, and booking travel
  • Answer phone calls and emails in a professional manner
  • Make travel arrangements, including booking flights, transportation, and hotel reservations
  • Take and transcribe meeting notes and create client presentations

Interview Questions to Ask

Asking the right interview questions when hiring an administrative assistant is key. When interviewing, we recommend engaging in thoughtful conversations and purposeful relationship building. Here are some starter questions to consider when hiring an administrative assistant:

  • What do you view as the most important qualities for an administrative assistant?
  • Have you ever reported to multiple supervisors at once? How did you manage each person’s priorities?
  • What made you interested in working with our company?

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What is an Administrative Assistant?

Administrative Assistants support day-to-day operations in an office by maintaining team-wide organization, filing paperwork, responding to communications, preparing for meetings, and managing the calendar of their supervisors.

What are Measurable KPIs for Administrative Assistants?

Measurable Key Performance Indicators (KPIs) for administrative assistants will vary depending on the specific responsibilities and goals of the role. Here are some commonly used KPIs for administrative assistants:

- Efficiency in task completion: This can include markers such as average response time to messages, meeting scheduling turnaround time, or processing tasks within a specific timeframe.
- Calendar management: Track metrics like the number of conflicts in scheduling, punctuality in attending meetings, or the percentage of completed tasks within the allotted time.
- Meeting organization: This could include metrics such as the number of successful meetings organized, adherence to meeting agendas, or feedback from participants on the quality of meeting arrangements.
- Communication and responsiveness: Monitor response time to inquiries, feedback from stakeholders regarding communication effectiveness, or the number of escalated issues due to miscommunication.
- Customer satisfaction: Utilize surveys or feedback forms to measure satisfaction levels, responsiveness, and professionalism in handling requests or inquiries.

KPIs should align with the targeted objectives and responsibilities of the administrative assistant job descriptions in an organization. It's important to set specific targets and update these KPIs regularly to ensure relevance.

Should Administrative Assistants have a Degree?

Depending on the requirements of the role and organization, an administrative assistant could start their career as soon as they graduate high school or earn their GED. Some administrative assistants start their careers after graduating from an administrative assistant certification program or earning an associate or bachelor's degree. Many administrative assistants also go through more specialized training in their category after earning a degree. Plus, many college graduates or early-career professionals seek employment as an administrative assistant in the hopes of one day moving up the ranks and earning growth within a company.

When hiring an administrative assistant, consider the kind of work on the other side of placement. Many employers opt for on-the-job training, while others will waive a degree requirement in favor of comparable, proven experience in a previous role. By establishing the right criteria for the role, you are able to set the right candidate up for success.

Can Administrative Assistants Work from Home?

Yes, it is possible for administrative assistants to work from home. Every role is unique and employers have different preferences and requirements for working situations. However, it is more common for administrative assistants to work in-office or on a hybrid in-office schedule. . Administrative assistants are often given tasks to complete around the office, making it a difficult job to complete from home. That being said, it is increasingly common for employers to operate within fully remote workplaces, where all positions are completed from home.

What are the Differences between Administrative Assistants and Executive Assistants?

Administrative Assistants and Executive Assistants are both crucial roles within an organization's administrative structure, but they have distinct differences in terms of responsibilities, scope, and level of support provided.

Administrative Assistants support multiple staff members and departments.Typically, they have less decision-making authority and engage in more internal communication. In contrast, Executive Assistants provide comprehensive support to high-level executives, engaging in strategic tasks, decision-making, and stakeholder management. They have a higher level of autonomy and handle complex responsibilities. Administrative Assistants can normally enter their role with less experience, compared to an Executive Assistant.

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