What Makes An Excellent Administrative Assistant?

What Makes An Excellent Administrative Assistant?

Owning a business is great but it’s not always pretty.

As a business owner, you are stuck doing things you’d rather not do because hey that’s not the reason you went into business. You chose this business because you are passionate about the effect of the work you have done, not to check emails and organize a filing system.

When you are bombarded with these types of tasks, it is best to consider employing an administrative assistant. Now in these days of Covid-19, the virtual assistant world has blown up. Now you can find a virtual assistant at every corner and at every price point.

Yet, the real question I am getting the most from small business owners is what makes an excellent administrative assistant?

First, you need to understand the role of the administrative assistant. Some roles you can assign your assistant includes but is not limited to:

• Ordering office supplies

• Taking the minutes of meetings

• Inducting new staff members

• Organizing executive travel

• Coordinating appointments

• Answering emails on behalf of their executive

• Organizing events

• Budgeting

• Boosting morale in the office

• Accounting

• Fielding customer questions

• Project management

These tasks require certain skills such as typing and computer literacy, mastering Microsoft Office, but first and foremost organization. You want an assistant who can think on their feet and does not need a high level of direction.

Let me offer you a quick list of the qualities this assistant must possess:

• Strong organizational abilities – this means staying on top of diaries and calendars, keeping paperwork (whether digital or physical) filed neatly, and always thinking ahead to what’s next.

• Clear communication skills – admin assistants absorb all the communications that executives haven’t time to deal with. They often have to answer emails and take phone calls on behalf of executives and communicate with VIPs – so the ability to communicate effectively, with good spelling and a personable phone manner, is essential.

• Initiative and drive – the best admin assistants aren’t just reactive, responding to needs as they come in. They look for ways to create efficiencies, streamline operations and implement new programs to the benefit of themselves, their execs and the business as a whole.

• IT literacy – this is essential to an admin role. Proficiency in Microsoft Office and any other tools that might be used in the organization (such as project management tools) is a must.

• Honesty and discretion – administrative professionals are often privy to confidential communications, strategy meetings, business performance figures and other classified information. They need to be relied on to keep this information confidential.

Looking for a virtual assistant who matches these qualities?

Visit www.essenceclark.com now to learn about our amazing firm and how we can support your business today.