How to Be An Administrative Assistant

A good administrative assistant is indispensible in the office.

Administrative assistants work in all types of offices in all types of industries serving as the go-to person for getting company support work done. Administrative assistants often act as office managers and may be in charge of handling a variety of tasks. Administrative assistants do more than answer phones and type up documents. Very often they are the right hand men (or women) for CEOs, seeing to it that day-to-day operations run smoothly.

Things You'll Need

• Intermediate to Advanced Software Skills
• A basic knowledge of how businesses operate
• Excellent communication skills
• An education that includes business administration, basic accounting, and general office skills
• The willingness to go "above and beyond"

Instructions

1. While a college degree may not be necessary for all administrative assistants, many employers look for admins with college degrees. Some administrative assistants get associate degrees in business administration while others go on to earn bachelor's degrees. Some people complete professional certification programs for administrative assistants. Generally, you need a number of years of work experience before qualifying for certification. Certification and an advanced degree can further your chances for employment and make you a stand out candidate.

2. Develop your communications skills. Administrative assistants are the key office contacts. You must have excellent written and verbal communication skills. Have a good telephone demeanor and the ability to speak clearly. Be able to listen -- administrative assistants take many directions over the course of a day and must be able to understand requests as well as follow through on them. You must be able to effectively relay essential information to bosses, coworkers, clients and vendors.

3. With today's modern technology, administrative assistants must be computer savvy. This savvy goes beyond being able to type fast (which is still essential). Know the current, standard office software, be able to search the Internet, use Outlook, and how to use software for creating spreadsheets and presentations. You may also need to work with Macs and PCs and be able to troubleshoot computer problems.

4. Perfect your organizational skills. Administrative assistants are often called on to juggle numerous tasks over the course of a day. You must have top notch time management and multitasking skills. Know how to manage calendars, schedules, travel arrangements, agendas and general filing tasks.

5. Administrative assistants are the indispensable people who can tackle any snafu. Know how to deal with paper jams and broken fax machines. Ensure that the office is stocked with supplies at all time such as copy paper, pens, staplers, light bulbs, coffee and toilet paper.

Tips & Warnings

• Join a Professional Association as you become more experienced, like the Association of Executive and Administrative Professionals (www.theaeap.com)

• Stay up-to-date on software tips & tricks by signing up for newsletters online -- there are a variety of them available.

References

• Monster Admin Secret: 5 Steps to Becoming an Administrative Assistant