How to Be an Administrative Assistant

Administrator, administrative assistant, secretary--whatever you call it, every well-run office needs one. However, it should not be considered an entry-level position. An experienced administrative assistant must accomplish many tasks, including some you may not expect.

Instructions

How to Be an Administrative Assistant

1. To be an administrative assistant, you should have basic word-processing skills, an understanding of Internet search engines, knowledge of how to save and change files regardless of format, and a high words-per-minute count when typing.

2. Brush up on your skills with specific software. You've got the basics--Outlook, Powerpoint, Word, Excel--but there are a variety of others, including Photoshop, Acrobat and HTML coding. Inquire about the programs you must know before applying.

3. Hone your organizational skills. An administrative assistant wears many hats and must be aware of what is going on in the office at all times. Stay organized. Create files, make binders, sort supplies--whatever it takes to keep everything streamlined.

4. Refine your grammar and writing skills. You may be called on to draft memos or write e-mail--and nothing looks more unprofessional that poor writing. Also, don't send out any form of communication with emoticons, funky fonts, Internet-related abbreviations or bright colors.

5. As is true with any type of assistant, you will often be asked to complete off-beat tasks. Don't scoff when an employee asks you to update their date book or research new office product suppliers. Instead, just do the best job possible--it may open new doors.

6. Extend your help beyond what is expected. If you seek to work in another branch of the company, make yourself known to everyone. By asking employees how you can help, you will not only benefit the company, but show others you're driven and capable.

7. Keep a positive attitude and, most of all, don't gossip. Many employees come to the administrative assistant to gossip or vent, which puts you in a powerful, but vulnerable, position. Don't participate.

8. Dress for the job you want instead of the job you have. Mirror your boss's look to gain his or her respect.

9. Don't be afraid to ask questions. Any boss worth staying with will respect your questions and realize you want to do the best job possible. However, take notes and genuinely try to learn so that you don't ask the question again.

Tips & Warnings

• Administrative assistants can often go from part-time to full-time status as a company grows. If you're looking for a foot-in-the-door position, go with part-time and grow with the company.