Hiring Guide

Administrative Assistant

Specific duties of an Administrative Assistant can vary from business to business — along with factors like company culture, work environment, and team dynamics — it’s vital to tailor any job description and interview content to your company’s needs and expectations.

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Administrative Assistant interview templates

Why you should hire an Administrative Assistant

Administrative Assistants provide clerical support for an office or executive, ensuring that the company's operations run smoothly and efficiently. They assist with day-to-day operations and can greatly improve productivity for your business.

In this hiring guide, we'll provide everything you need to hire a great Administrative Assistant.

Top 12 skills for Administrative Assistants

Administrative

Organizational Skills
Prioritization
Attention to Detail

Service Orientation

Resourcefulness
Customer Service
Initiative

Technical

Email/Calendar Management
Data Entry
Document Management

Solving Problems and Supporting Others

Communication
Adaptability
Critical/Analytical Thinking

Sample Administrative Assistant job description

Administrative Assistants are responsible for clerical and administrative tasks to maintain the overall flow of organizational operations. They coordinate the distribution of information internally and externally through addressing inquiries, directing phone calls or emails, scheduling meetings and maintaining record-keeping systems. Performing this role requires strong organizational skills, attention to detail, and collaboration within and across departments to achieve organizational goals.

Sample questions for Administrative Assistants

Question 1

Describe a time you improved an aspect of the office document management system to support efficiency in business operations. What did you do, and what was the outcome?

Alycia Damp's portrait image
Hireguide I/O Psych Validated
Alycia Damp, PhD IRHR

What does this question reveal?

Candidate has the ability to develop and maintain an organized and effective document management system

Answer tips

  • Describes the context and identifies why an improvement to the system was needed
  • Clearly explains the improvements they made to the system
  • Elaborates on the problems their improvements solved
  • Explains how they introduced/communicated the new system to their colleagues
  • Discusses any best practices for effective document management

Question 2

Imagine you are asked to contact vendors for an event and research suppliers for office supplies. You also have to answer calls, reply to emails and provide support to office visitors. How do you prioritize these tasks?

Haya Bakour image portrait
Hireguide I/O Psych Validated
Haya Bakour, MSc I/O Psychology

What does this question reveal?

Candidate has the ability to prioritize competing demands and tasks on a daily basis

Answer tips

  • Distinguishes between important tasks and urgent tasks
  • Considers the time and value of each task (deadlines, business impact, etc.)
  • Shares examples of prioritizing from past experience
  • Elaborates on an effective prioritizing system for administrative tasks