interview questions for admin assistant

20 Common Interview Questions for Administrative Assistant Roles

Don

• 3 min read
20 Common Interview Questions for Administrative Assistant Roles
interview questions for admin assistant

Fifty years ago, the number one job for women in the U.S. was secretary. Although the name changed in the 70s to administrative assistant, and the role dramatically broadened over the years. The importance of the position increased, with salary adjustments keeping step, making it a more viable career choice than ever before for both women and men.

New remote administrative jobs

It was Lynn Peril, an administrative assistant and author, who wrote extensively in the 70s about the shift from the term "secretary" to "administrative assistant," because that actually meant you were taking your job seriously. "It's a way to say I'm doing my work. I'm serious. I'm not a secretary."

Today, administrative assistants are the backbone of many businesses. Without them, offices wouldn't run as smoothly or efficiently.

What is an Administrative Assistant?

An Administrative Assistant is a supportive role in an office. The first known use of "administrative assistant" was in 1841. They are responsible for providing support to managers and employees, managing and distributing information among their co-workers, assisting in daily office needs, answering phones, and managing the company's general administrative activities.

Duties of Administrative Assistant

  • Review written and computer files, and also conduct data entry
  • Assist in the coordination of administrative functions, including budget, personnel, and meetings
  • Research and collect information
  • Help implement new programs, procedures, methods, and systems
  • Conduct fiscal reviews, surveys, and collect information on administrative matters
  • Prepare confidential documents and reports
  • Maintain meeting minutes
  • Coordinate and schedule meetings and conferences
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Perform clerical duties in nearly every industry
  • Send and receive mail and packages

How to Prepare for Interview as an Administrative Assistant

  • Have a good understanding of the requirements, responsibilities, and education the employer wants to see.
  • Make sure your resume is well optimized with your detailed work history, experience, and skills essential to the job.
  • Write out the questions you will ask regarding the position specifically, including daily tasks, payments, and opportunities for advancement.

20 Common Interview Questions for Administrative Assistant Roles

(1) Can you tell us about your experience in handling administrative tasks?

(2) How do you handle confidential information and maintain discretion in your role?

(3) How do you ensure effective communication in a team or office setting?

(4) Provide an example of where you had to deal with a difficult task and tell me how you resolved the issue.

(5) Tell me about a deadline that you missed. What was the outcome and how did you resolve it?

(6) What are your skills with planning meetings and managing calendars?

(7) What role do you feel the administrative assistant serves in the office?

(8) What do you enjoy about being an administrative assistant?

(9) What software and office equipment are you proficient in using?

(10) What do you believe is the most challenging part of the administrative assistant role?

(11) Tell me about a time you had to support a large team. Were you successful?

(12) What makes you stand out compared to other candidates?

(13) How do you juggle competing high-priority projects?

(14) Describe a situation where you made a mistake. How did you take ownership of this mistake, and what did you learn?

(15) What tools do you use to stay organized?

(16) Which of our company values do you most identify with and why?

(17) What would you say is the biggest contribution an Administrative Assistant can make to a team and an office?

(18) How do you handle collaboration with people and their varied personality types?

(19) How do you handle a situation where you receive constructive criticism from your boss?

(20) Describe your experience with preparing reports and presentations.

Bottom Line

Administrative assistants are the backbone of many businesses. They were formerly known as secretaries, and in the 70s, Lynn Peril wrote extensively about the shift to administrative assistants. In 1841, they were first called administrative assistants.

As administrative assistants, they manage and distribute information among their co-workers, assist in daily office needs, answer phones, and manage the company's general administrative activities.

FAQ

How do I prepare for an administrative assistant interview?

Take time to review the company's website. Learn about their mission, values, products or services, and recent news.

What is an administrative assistant also known as?

An administrative assistant may also be called a secretary, clerk, or receptionist. They are responsible for organizational and clerical tasks, often for multiple people.

Expert Interview: Starting out as a Virtual Assistant

Acing Your Customer Success/Support Interviews: Top 100 Interview Questions (+ Answer Guides)