What comes to your mind when you think of hiring an administrative assistant? When you have worked at some companies, you may think of an ideal person you have worked with to fill the vacancy. Unfortunately, that person won't be available, and you have to look for someone else.
Administrative assistant jobs are rampant in the country, with more than two million hired every year. Few options are always the perfect fit for the vacancy, though you would not want to hire a long list of contenders. So, you may be wondering how you would screen the options you have to end up with a choice that you won't regret later.
You are lucky this article shows the metrics to use to screen the best administrator in the industry. 24task ensures that you grasp these tricks. So, you don't have to waste time and resources to look for an alternative option over and over.
- Adept in Technology
They must have the technical skills to perform data entry, create company reports, and manage team calendars. These are the critical tasks expected of an admin assistant, and they have to be excellent in such skills. Microsoft Office software should be at the administrator's fingertips you want to hire.
They must have a thorough understanding of browsers, computer software, and operating systems. You will expect them to help input data into customer relationship management (CRM). It is good to have an assistant that can perform all these tasks with ease. Also, to avoid the unnecessary expenditure of having to outsource these services.
- Communication Skills
Another critical factor to consider to hire administrative assistants is communication skills. It must be both verbal and written. An assistant should be eloquent in speaking to relay the information required.
You will be looking for a face representing other employees in your company and the company at large. Their tasks would be handling incoming correspondence from customers, partners, and suppliers.
They should display professionalism when running tasks for better stakeholder relationships. When interacting with customers, guests, and other employees, a positive attitude is ideal.
- Organization
Look for a freelance administrative assistant that has organizational skills. When you are looking for those present in your physical office, they need to organize and tidy up the office.
Look for those with excellent skills in organizing team schedules, events, and files. And also, deploying a system that would interest everyone. Organized assistants would ensure that team members can follow the stipulated filing system.
Also, an organized admin assistant would save your company's time. They present all the information required at the time needed. Time is an essential resource in management and, with proper use, guarantees success.
- Strategic Planning
Another trait you will be looking for in the admin assistant is strategic planning. He/she needs to focus on tasks in order of importance or stipulating processes. In which the entire office would follow. It will be applicable for executive and employee calendars from unexpected events.
- Resourcefulness
Administrative professionals must be adaptive. There can be changes that can happen in business, and they can happen fast. So, they should adopt to get the job done and help your team adapt to the changes.
Look at the creative thinking and multi-tasking skills of an administrator. You can be unavailable, and then a crisis happens. They should be able to explore avenues for the solution to the problem, even in your absence.
- Detail-Oriented
Being detail-oriented is a crucial trait expected of an administrative assistant. They handle sensitive clients or partner communications. Potential typos and grammatical errors may arise.
It may paint a dire picture of your brand to your clients. So, the administrator should identify these mistakes. Then, correct them to avoid such shame and embarrassment. With an eye for details, it would help in data entry tasks and reporting. It ensures that there is accuracy and trustworthiness when presenting such data.
When a memo or report has such small details, there will be a less than stellar impression on the recipients. It will cause even further mistakes when delivered to other recipients.
- Always Be On the Search
It is unlikely that you will get your preferred administrative support assistant immediately. You may have lost the one you are currently working with, or you want to upgrade your team. You will need to take time and ensure that the administrator you are looking for has all the traits you need.
Taking time means searching online, conducting interviews, and accepting referrals. Friends and family can be a good referral source as they are close to you; thus, you trust them. But, you won't only accept referrals, as their strengths may not be what you seek.
24Task gives you a platform to interrogate the administrators we have on board. They have experience in their respective industries. You can vet them and discuss the cost upfront before hiring one.
- Try the Administrative Assistants Out
Look at the above traits as you read the resume that the administrators present to you. Resume and cover letter are rich resources that tell more of them before you shortlist. Yet, not all the things you read from their resumes can be real. Some use professionals to write their resumes and cover letters. But, they can't offer what they promise.
A phone call or video call can be an ideal way to confirm the professionals' information. You can ask them to perform some of the tasks expected of administrators and see their reactions. For instance, make them assume you as the client and see how they would address you.
During the call, pinpoint things like:
- Communication skills
- How the administrator anticipates needs
- Detail-orientation
- Strategic planning
You will realize that some are good at verbal communication, but they can be deficient in spoken one. You will then analyze the specific needs that make you look for the assistant. If you need one to help you address customer calls, then verbal communication will be crucial.
Choosing an ideal administrative assistant is not an easy task. It takes time to find the perfect choice. When you don't consider it, you may end up with an option that you will regret later. They may do a shoddy job, that you will have to spend time and resources looking for an alternative option.
24Task gives you the option to find the best administrative assistants online. They are tailoring the key factors to consider during the search.
