How to find a good administrative assistant/manager

Administrative assistants and managers are the unsung heroes of businesses. They take on huge responsibilities in a wide range of areas, often at the same time, just to keep the business on track. But often, like stagehands in theaters or editors in movies, when they do the job properly you don’t even notice they’re there.

What is an administrative assistant?

Administrative assistants support businesses through a variety of tasks to make sure the business runs smoothly. This varied workload means an administrator’s workday depends a lot on the business they work for. While an administrative assistant in a financial firm might spend a lot of their day filing and organizing documents, an administrator working for a catering company could be scheduling bookings or speaking with clients.

How are administrative managers different?

Admin managers are usually hired at larger companies that have a lot of admin assistants working in different areas. In practice, their work is similar to that of admin assistants; just like admin assistants, they are responsible for the smooth running of the business. The key difference is that managers generally deal with larger-scale organizational tasks, such as managing a business’ finances or payroll, hiring and firing staff, or managing the whole office.

What does an average workday look like?

Typical actions for administrators might include:

●  Scheduling meetings

●  Communicating with clients

●  Keeping meeting minutes

●  Filing company records

●  Answering customer inquiries

●  Planning events

●  Liaising between departments

●  Maintaining and updating databases

●  Sorting and analyzing data

●  Maintaining equipment and arranging repairs

How has coronavirus changed life for administrative assistants?

The coronavirus pandemic has posed new challenges to administrative staff in all types of businesses. For businesses that are now working remotely, making the shift from in-office to online has been a huge challenge, especially for administrators. Now more than ever, technological literacy is an essential skill. Remote working administrators are increasingly expected to understand how to use a wide range of software, from Slack to Trello to Zoom.

The pandemic has also led to new responsibilities for administrators. In smaller catering businesses, for example, admin assistants might be the ones required to design and maintain social distancing standards or develop new flexible work schedules to accommodate staff restrictions.

What key skills should I be looking for?

In an influential Harvard Business Review article, Robert L. Katz said that the best administrators are not defined by who they are, but by what they do. Almost 50 years later and administrative managers still sink or swim based on what key skills they know and what they are willing to learn, rather than any one personality trait.

Here are a few essential skills for administrators:

●  Organization

●  Problem-solving

●  Supply and inventory management

●  Written and verbal communication

●  Attention to detail

●  Patience

●  Flexibility

●  Editing and proofreading proficiency

●  Familiarity with technology, particularly Microsoft Office

Where can I hire an administrator?

If you’re looking to hire an administrator, you’re in luck. Administrative assistants and managers are some of the most sought after positions on Snagajob, so there are lots of willing candidates waiting to apply to your position. Register now to post your job and start hiring!