The Administrative Skills You Need to Boost your Career
What you should know about administrative skills
Having administrative skills increases your chances of getting hired when you apply for a new job. This is because most job environments require administrative skills to manage various tasks. As the name suggests, administrative skills are usually based on the management aspect of the business, and that's what recruiters look for in a potential candidate for a particular job. In addition, having administrative skills means you'll need less supervision or training when you begin working for your new employer.
What are administrative skills?
What does administrative skills mean? This is a common question many job seekers ask.
Administrative skills are specific qualities needed to complete certain management tasks in a business or organization. Examples include meeting with external and internal stakeholders, filing paperwork, developing processes, presenting important information, answering customer or employee questions, etc. It's also important to note that administrative skills go hand in hand with office equipment skills.
Such equipment includes printers, scanners, computers, telephones, and many more. So when a particular job position requires an individual with great administrative skills, chances are they need an individual who understands how certain office equipment work and how to use them to initiate, simplify or coordinate certain tasks within the business or organization.
Why are administrative skills important?
To understand the importance of administrative skills, let's consider the role of an office administrator. This individual is usually in charge of scheduling meetings, internal and external communication, filing paperwork, etc. Assuming that such an individual goes on vacation for about a week or two, they might return to a total mess in the office.
However, having administrative skills comes in handy; you won't have to call the office administrator on vacation to find out how the office printer works. One more thing you need to know is that administrative skills aren't limited to technology and equipment.
We'll discuss that shortly.
Types of employees/jobs that require administrative skills
While having administrative skills boosts your chances of getting hired for a particular role, not every position requires this skill. Here's a quick look at specific positions that require administrative skills.
Administrative assistants
As the name suggests, administrative assistants perform administrative tasks on a lower scale, such as routine clerical and organizational tasks.
What skills does an administrative assistant need?
Examples of such skills and responsibilities include filing paperwork, creating appointments, arranging files, and supporting other staff.
Secretaries
Some common administrative duties of a secretary include handling phone calls, restocking office supplies, arranging orders, filing documents, etc. This individual maintains the smooth running of an office.
Office assistant
Office assistants usually perform the same duties as administrative assistants. In some businesses or organizations, the two names are often used interchangeably.
Office managers
The duties and responsibilities of office managers usually lean towards the management aspect of running an office. This involves designing, implementing, evaluating, and maintaining various work processes within an office.
Executive assistant
This individual supports an organization's executive or any other high-ranking administrator. Some common tasks performed by an executive assistant include training, coordinating and scheduling meetings, managing calendars, improving client relations, keeping records, arranging travel plans, reviewing documents, etc.
Office administrators
Office administrators are in charge of day-to-day activities in an office. Such activities may include maintaining the office, keeping records, billing, planning, logistics, etc.
Receptionists
A receptionist handles phone calls and other forms of communication in an office. This individual is usually the first point of contact with the business or organization. Other tasks involved include greeting visitors, sending emails, and managing schedules.
Types of administrative skills and abilities
Some administrative skills are generic - they are usually needed in any administrative position. However, depending on the needs of the business or organization, some administrative skills are more specific. Here are examples of generic skills any administrator needs regardless of their work environment.
Communication
Effective communication promotes the smooth running of an office and business in general. This form of communication may involve:
Sending emails
Making phone calls
Drafting newsletters
One on one communication (verbal)
Planning
Planning helps define tasks, set goals, and evaluate results. Some common planning tasks performed by any individual with administrative skills include:
Scheduling events
Formulating processes
Setting targets
Analyzing results
Setting project timelines
Prioritizing tasks
Organization
Organization is an important aspect of administrative skills because it helps achieve planned processes and tasks in an organized manner. It's also easier to achieve the set goals in an organized environment. Examples of organizational tasks performed by an individual with administrative skills include:
Setting up reminders
Following a file naming structure
Implementing organizational policies and procedures
Scheduling meetings and appointments
Autonomy
This refers to the amount of freedom employees have to do what's required of them. In some organizations, autonomy means employees can set their schedule, while in others, it means they can decide how they wish to complete a particular task.
Examples of autonomy in the workplace include:
Allowing employees to set their schedules and deadlines.
Seeking employees' opinions on departmental goals.
Allowing employees to design their processes.
Problem-solving
Many recruiters consider problem-solving as an important administrative skill when hiring individuals for different roles within the business or organization. Being a great problem solver means you can work independently without supervision and get things done correctly.
Examples of problem-solving at the workplace include:
Correcting certain mistakes made by you or someone else at work.
Troubleshooting and resolving technical issues.
Handling and resolving conflicts.
Changing processes to improve efficiency.
Technology
Almost every business in the modern era needs technology in one way or the other. It's therefore essential for individuals with administrative skills to learn various technologies utilized at workplaces. Examples of such technologies include:
Point of sale systems
Data analytics
Work collaboration tools
Document management
Communication technologies
Cloud-based technologies
Cybersecurity
Internet and connectivity
Given that each workplace usually has its anrequirements regarding technology, you don't need to learn every workplace technology out there. Instead, focus on those tailored to your specific role or position. For example, if you're an office administrator, it would be a great idea to learn how to use appointment scheduling software.
What administrative skills should I put on my resume?
The exact administrative skills to include in your resume usually depends on the requirements of that specific job. It's not always a great idea to include just any skill, especially if it's not relevant to the role you're applying for.
For instance, let's assume you wish to work at a digital marketing agency as an office administrator. In that case, the following administrative skills list would come in handy.
Microsoft Office or Google Drive
Understanding how Microsoft Office works increases your chances of getting that dream job. It would be helpful to learn the complete Microsoft Office package, which includes the likes of:
Word
PowerPoint
Excel
Outlook
Publisher
Access
OneNote
These apps increase productivity at the workplace and streamline communication both internally and externally.
Google Drive also comes in handy for file storage, synchronization, and communication in an office. It comes with many applications needed for the day-to-day running of a workspace. Examples include:
Google Docs
Google Forms
Google Slides
Google Sheets
And many more.
Social media management
Many businesses are now turning to social media to improve sales, interact with potential and existing customers, and build their brands. To put this into perspective, here are some statistics that demonstrate the effectiveness of social media in marketing,
71% of businesses in the United States are on Instagram.
83% of Twitter users who sent tweets to a company received a response.
Facebook stories attract 500 million viewers daily.
Facebook users click on an average of 14 ads every month.
Currently, in the United States, there are at least 26,000 social media managers employed. So if social media management is one of your administrative skills, you could negotiate a favorable salary with your employer, given that they won't need to hire another social media manager if you get the job.
Database management
Having database management skills means you can develop, maintain and organize systems that store data for companies. This skill falls under the administrative skills umbrella and can get you hired in an instant. Examples of database management at the workplace include:
Data integrity: understanding potential weaknesses when handling data.
Data analysis: the ability to read, understand and analyze data.
Account or file management: the ability to organize files over a network. This usually involves uploading, transferring, downloading, among other tasks.
Enterprise Resource Planning
Also known as ERP, enterprise resource planning is a system or software a company uses to manage its day-to-day activities. Such activities may include:
Project management
Warehouse management
Inventory management
Procurement
Accounting
Supply chain operations
Sales orders
Risk management and compliance
These systems are usually common in big companies like Amazon, Starbucks, Toyota, etc.
How to improve your administrative skills
Improving your administrative skills keeps you competitive in the crowded job market. Here's what you need to stay competitive.
Training and development
Consider polishing your administrative skills by training regularly even after getting hired for that specific role. Routine training polishes your understanding of that particular administrative task and also opens the door to more opportunities in the future.
For instance, if you're already familiar with Microsoft Office, consider learning more about Google Drive or any other software or tool utilized at your workplace or your profession.
Many recruiters prefer candidates who have additional training certificates or are actively training. This means they won't need additional training if hired, and secondly, they'd be a great asset to the company.
Finding a mentor
Mentoring comes with so many career-related benefits. By finding a mentor, you'll increase your chance of getting hired and be in a position to negotiate better wages depending on your skill levels.
Besides, mentors are great referees when applying for a job. So rather than mentioning that one friend you haven't talked to in years, having a mentor as your referee makes you seem more professional.
Statistics show that 55% of businesses register more profits by offering mentorship programs to their employees. If your current job provides mentorship programs, it's always advisable to grab the opportunity and use those skills to take your career to the next level.
Take on new challenges
This strategy always works because, at the end of each challenge, you'll learn something new. For best results, begin by monitoring the trends in your profession and then identify what's in demand.
For instance, if you're a digital marketer, you already understand the importance of design in marketing. You can then use this information to learn how to use different design tools such as Canva, Adobe Creative Suite, etc. And if you are already experienced in using such tools, consider newer challenges in your field to expand your understanding. Remember, the more you learn, the more marketable you become.
Help a nonprofit
Helping a nonprofit organization is a great way to sharpen your administrative skills and prepare for bigger roles in the future. Using the role of a digital marketer as an example, such an individual can play an important role in improving communication in a nonprofit organization.
This communication could be in the form of phone calls, emails, mail drafting, social media management, and so much more, depending on the needs of that particular organization.
Most nonprofits are usually understaffed, allowing you to work in different positions, earning crucial knowledge and experience in the process. Besides, having a nonprofit on your resume makes it stand out; the fact that you volunteered to work for an organization that gives back to the community reflects your character.
How to highlight your administrative skills during the hiring process
Suppose you have the desired administrative skills for the specific role you're applying for. In that case, how do you highlight them? These tips should guide you through the process.
How to highlight Administrative Skills on your resume
Recruiters spend six to seven seconds looking at a resume. For this reason, you need to ensure your skills stand out in the resume, or else they won't get noticed.
Creating a separate Skills section in your resume is the best way to highlight your administrative skills. But that's not all; you need to prioritize specific skills relevant to that particular job.
Reading and understanding the job description is one of the best ways to find out the exact skills needed for that specific role. For instance, if the job description requires someone who's organized, it would be a great idea to add this skill to the Skills section of your resume.
Spamming the Skills section with generic skills won't increase your chance of getting hired. Instead, it tells recruiters that you don't understand the specific skills needed for that particular job or you've just written a one-fits-all kind of resume.
As mentioned earlier, the following skills would be ideal for this section of your resume:
Communication
Planning
Organizational skills
Autonomy
Problem-solving
Technology
Research and analysis
Customer service
Attention to detail
Phone etiquette
Time management skills
How to highlight administrative skills on your cover letter (with example)
One of the most important characteristics of a great cover letter is the expression of interest to work for a particular company or organization. A cover letter gives you the chance to explain to a potential employer why you would love to work with them and not their competitors.
While at it, you can use such an opportunity to include specific skills you would bring to the company if hired. This doesn't mean you should copy-paste the entire Skills section of your resume; cover letters should be brief and concise.
Here's an overview of a cover letter highlighting the applicant's administrative skills.
Dear [Name],
I would like to express my interest in the [mention position] position at [Company name] with the utmost enthusiasm. I believe that my passion for [aspect of your field or background], strong dedication to [aspect of your field or background], and interest in [aspect of your field or background] make me an ideal candidate to join the [mention department] staff at [Company name].
If hired, here's what I would bring to the table immediately:
[ skill #1]: In my role at [mention previous job], I [action or accomplishment]. I was also able to showcase my [skill] abilities as a [role] in [project name] project by [what you did].
[ skill #2]: I have always displayed my careful approach to [job duty] by [action]. At [previous employer}, I frequently [action]. In addition, I had the opportunity to [action or accomplishment], which further shows my dedication to [aspect of your field].
[skill #3]: So far, everything I have engaged in has been inspired by my keen interest in [ mention aspect of your field]. Even as a [previous role], I dedicated some part of my day to [action]. It is this passion that has inspired all of my career decisions in this field.
I look forward to contributing my skills and experiences to the [enter position title] position at [enter company name], hoping to have the chance to speak with you further about how my experience could benefit your company.
Sincerely,
[Your Name]
How to highlight administrative skills in an interview
To understand how to highlight administrative skills in an interview, it's important to know the kind of questions to expect. Here are examples of questions related to administrative skills during a job interview.
Can you think of a project you enjoyed working on as an administrative assistant and then describe it?
When asked this question, consider using this opportunity to highlight specific administrative skills you contributed to the project. Here's an example of a great answer:
"As an administrative assistant for a digital marketing agency, I helped craft monthly newsletters for the company's employees, stakeholders, and customers, effectively boosting communication by 25%. I also responded to emails at least thrice a day, in the morning, at midday and evening, improving client relationships and business ratings from an average of 4 stars to 4.8 stars."
Such an answer demonstrates the following skills:
Communication
Organization
Technology
How did you help improve efficiency at your former workplace?
This question seeks to establish whether you have the required administrative skills to propel the company forward. Think of an answer like:
"At my former job, I suggested the use of productivity apps over sticky notes to track pending tasks in my department. Most people rarely followed up on their sticky notes because they didn't come with reminders and were easily disposable. However, using productivity apps made a huge difference; we received daily reminders regarding the status of various tasks, making it easier to track and complete them."
Such a response tells recruiters that you are a problem-solver, meaning you'll add some great value to their company.
Bottom Line
When it comes to writing administrative skills, it's always advisable to focus only on skills relevant to the job position you wish to apply for. Secondly, thanks to emerging trends, especially in technology, some skills are fast becoming obsolete. It's therefore important to keep sharpening your skills to stay competitive in the job market.
Your Privacy Choices