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Admin Assistant Interview
Questions

40 Questions and Answers by
| Rachelle is a job search expert, career coach, and headhunter
who helps everyone from students to fortune executives find success in their career.

Question 1 of 40

Are you experienced in making travel arrangements for staff and leaders?

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Admin Assistant Interview Questions

  1. 1.

    Are you experienced in making travel arrangements for staff and leaders?

      The interviewer will be looking for signs that you understand what it takes to plan a business trip. Making travel arrangements could include booking flights, being aware of time zone changes, and itineraries. Also, selecting suitable accommodation for your corporate travelers. This work may require research on the destination, itinerary preparation, and meeting outlines for those that you support. Explain to the interviewer some of the work-related travel arrangements you have made in the past.

      Rachelle's Answer

      "I have booked travel arrangements for my company's leadership team for the past four years. I believe I have made arrangements for approximately 150 business trips in total. I have a checklist that I follow, which ensures that I do not miss any important details. I know the top hotels for the most popular company destinations and have alerts set up for pre-sale tickets to our industry's top events."

      Rachelle's Answer

      "After high school, I took a gap year to travel the globe. I have traveled extensively and know that it takes a lot of attention to detail to plan a smooth trip. I believe this experience will help me when it comes to making travel and accommodation arrangements for your team. Also, I believe it would be wise of me to have a travel booking checklist to keep me organized."

  2. 2.

    This role requires clear and professional correspondence by email. Rate your written communication skills from 1-10.

      The interviewer would like to know how you rate your communication skills and your ability to craft professional correspondence. First, on a scale of 1-10, discuss how skilled you are in communication. Try to avoid giving yourself a 10, as nobody is perfect, and you do not want to come across as overly confident or someone who has no room for feedback and improvement. Alternately, avoid giving yourself too little credit. You do not want to paint the picture that you are a communication dud! Try to remain in a positive range while staying honest and accurate. Use an example of your excellent communication to back your answer.

      Rachelle's Answer

      "I will rate my communication skills an 8.5 because I consider myself a strong communicator, especially when relaying important messages to the team, my leaders, and our customers. I believe that clear communication is the foundation of all success in a business setting. For this reason, I continually strive to be a better communicator, and so I leave the rest of my ranking as an aspirational measure."

      Rachelle's Answer

      "I will rate myself a 7.5 out of 10 because I value communication and have taken various business and email communication courses in school. However, since I am new to my career, I do have some aspects of communication to learn. If hired, I will ensure clear communication by utilizing multiple methods of delivering messages, and I will ask questions for clarification when needed."

  3. 3.

    Tell me about your experience tracking and maintaining office supply inventory.

      The interviewer wants details around your experience in managing office supply levels and inventory. As an Admin Assistant, you may have spent time completing office supply orders, tracking inventory levels, and even paying supplier invoices. If you have used any inventory or office supply tracking tools, be sure to mention this experience to the interviewer.

      If you are new to your career, focus on the fact that you are eager and willing to learn new systems and tools. You can also ask the interviewer what type of tools they use within the company. This way, you can invest time in learning by watching online tutorials, if available.

      Rachelle's Answer

      "In my current role I track inventory for our company's head office and the attached warehouse office through Oracle NetSuite. We use NetSuite for nearly every business function manageable, but my greatest exposure is in tracking inventory needs, trends, and vendor pricing. Could you share with me the systems you use here? I would be happy to learn what I can, ensuring that my ramp-up time is optimized."

      Rachelle's Answer

      "As a recent graduate, my exposure to inventory tracking is limited; however, I am very tech-savvy and confident in my ability to learn your systems very quickly. For instance, the last temporary admin position I worked, I had to plug a great deal of data in Salesforce CRM. To learn, I watched online tutorials and YouTube videos a couple of days before I started. By the time I went into the assignment, I felt well prepared."

  4. 4.

    Tell me about a time when you used good judgment and logic to solve a problem.

      Admin Assistants often face decision-making requirements without the assistance of others. In your new role, you will be expected to work independently and make sound decisions based on logic. Think of a situation where you used good judgment to solve a work problem. Share a brief overview of the problem, discuss the pros and cons of each decision you could have made, and tell the interviewer why the solution you chose was the best. Be sure to showcase your reasoning abilities.

      Behavioral-based interview questions that begin with 'Tell me about a time...' are best answered using the STAR method. STAR is an acronym for Situation, Task, Action, Result. Organizing your response using this framework will ensure that you provide the interviewer with the right amount of information and detail to form a compelling answer.

      Rachelle's Answer

      "(Situation) In my current role, I face a multitude of scheduling problems every day. (Task) As an Admin Assistant, I must use good logic every day. (Action) For instance, I use logic by figuring out how to arrange the company owners' work and travel schedule through the path of least resistance. If a scheduling hiccup occurs, I will first call the most flexible appointments to reschedule and work my way down the list from there. (Result) By following this logic, I can solve many problems very quickly."

      Rachelle's Answer

      "(Situation & Task) I work part-time in a retail clothing store where we have a firm return policy on footwear. Last month, I handled a customer who wanted to return a pair of shoes purchased 45 days prior, and our return policy stands for 30-days. (Action) I took the time to explain to the customer that her return was outside of the 30-day window, and I could not take the shoes back. She continued to berate the company as a whole and was speaking loudly so that other customers in the store would hear her. It was clear that this person was not going to be happy, despite my best efforts of being friendly and explaining the store policy. My manager was away for the day, and we did not have any other team leads on the floor. I kept a friendly demeanor and thought about what my manager would do in this situation. I told the customer that I would take the risk and allow her to have a store credit rather than a refund. I continued to work with the customer to find another pair of shoes in exchange. (Result) By making a compromise, I avoided a big scene in the store. I knew the risk was that the company would write me up for not following their return policy; however, I felt it was worth the risk knowing that the customer would leave happy and not do futher damage to the store's reputation. In the end, my manager was happy with my logic and good judgment as I did what she would have done."

  5. 5.

    Describe the office environment in which you best thrive.

      The interviewer would like to know the type of office environment that you prefer. Be honest when you answer this question as there must be a two-way fit when accepting a new job opportunity. If you have received any cues related to the hiring company's workplace culture, be sure to reference those. You can also ask a question regarding their workplace culture.

      Rachelle's Answer

      "The office environment in which I thrive is friendly, full of problem-solvers, and encourages collaboration. I enjoy working is a cross-departmental environment because it allows me to learn from others. From the employee reviews that I have read, I believe that this describes your office environment very well. Is there any more insight you could provide me regarding this office's environment?"

      Rachelle's Answer

      "I look forward to experiencing my first office environment! When I think about what is important to me in a workplace, what comes to mind is working with people who support each other and lend a hand to the newer employees. I would like to work somewhere that I can freely ask questions and have frequent learning opportunities to grow as an Admin Assistant. Would you say that this describes your current office environment?"

  6. 6.

    What is your proudest achievement as an Admin Assistant?

      Think back to the times when you received a pat on the back, or public recognition for a job well done. Maybe you caught an error in some accounts payable data, and your actions saved the company a great deal of money. Perhaps you helped a frustrated employee by taking on some of their administrative tasks to alleviate their workload. There are many examples of what makes you a great Admin Assistant, so don't be afraid to brag about your excellent performance.

      Rachelle's Answer

      "My proudest moment as an Admin Assistant was when I caught a major typo in a document about to be released to our board. The typo was related to an important number regarding capital investments and would have had a lot of people shaking their heads. The CEO was incredibly thankful for my keen eye and proofreading abilities. So thankful that he gave me a paid Friday off!"

      Rachelle's Answer

      "I have not been in an admin career for long, but I would say that my proudest moment so far was completing my training ahead of schedule and earning a promotion very quickly, in my current role. I was not expecting to be recognized so fast for a job well done, but the extra diligence certainly paid off."

  7. 7.

    What do you believe are the top responsibilities of an Admin Assistant?

      The interviewer would like to see that you have a firm grasp of the role responsibilities and expectations, should you be hired. In general, Admin Assistant duties could include:

      - Planning meetings and making scheduling arrangements
      - Basic bookkeeping such as tracking expenditures
      - Preliminary payroll tasks such as collecting and inputting timesheets
      - Answering phones and returning emails
      - Greeting guests who come into the office
      - HR-related tasks such as filtering through resumes to eliminate unqualified candidates
      - Managing files and documents
      - Keeping the office well organized
      - Being the 'go-to' person when a team member has an admin-related question

      Using the responsibilities outlined in the company's job description, take your time expressing to the interviewer what you believe to be the primary functions of this role. Then, be sure to tie in the related experience that you will bring to this job.

      Rachelle's Answer

      "As the Admin Assistant, I would be providing trusted and timely support to your department managers. In my current position, I support eight leaders from different departments. This experience has prepared me for the cross-departmental environment present in your company. This role also requires experience in payroll, which I have from my previous two positions, where I supported timesheet tracking and entry for over sixty employees. From my understanding of the job description, I will also be busy making travel arrangements for the leadership team, which I am more than comfortable doing. There are many facets to this role; however, I believe that these are the primary responsibilities, and I am ready to show you what I can do!"

      Rachelle's Answer

      "I have read the job description carefully and understand that I will be scheduling meetings for the sales team, managing office supply inventory, and answering the general phone and email inquiries from your customers. I look forward to working my way into further responsibilities, such as making travel arrangements and assisting with payroll."

  8. 8.

    How would you approach booking a last-minute team meeting if your boss requested one?

      The interviewer would like to know how you handle taking last-minute tasks and delivering results under pressure. Think of a time when your leader asked you to book a last-minute meeting, knowing that you had to drop everything you were concentrating on and get the group together. Step-by-step, discuss the actions you would take while also highlighting the fact that you would maintain a positive attitude despite any inconvenience the request caused.

      Rachelle's Answer

      "I have around ten years of experience as an Admin Assistant, and I certainly understand by now that no day is mundane and rarely do I have a day where my to-do list stays the same. I am sure to leave some wiggle room in my calendar so that I can pivot to other tasks without a negative impact on my usual admin duties. If my boss approached me asking to put together a last-minute team meeting, I would first find out if they wanted the meeting to be in a conference room on-site or virtual. Then, I would book the conference room, or I would create a special meeting room in zoom. Then, I would confirm the list of attendees and send out invitations via email, marking the email urgent. If time allowed, I would pick up the phone 90 minutes before the meeting start time and call any attendees who had not yet replied. If the meeting were on-site, I would ensure that the conference room was clean, ready, and that everyone had a bottle of water waiting for them at their seat. I have performed last-minute tasks many times in my career and am ready to shift my concentration at a moments' notice."

      Rachelle's Answer

      "Whatever it takes to support my employer, I will be ready and willing! I work fast and do not need a lot of notice to get the job done. If my boss needed me to book a last-minute team meeting, I would ask a few critical questions such as who will be attending, where the meeting will take place, and if there was any particular tech or equipment needed to facilitate the meeting. Then, I would get to work prepping the space, making it comfortable, and ensuring that all expected attendees were aware of the meeting details."

  9. 9.

    How do you keep your workflow organized?

      Admin Assistants should possess a strong ability to keep themselves and others very well organized. For this reason, the interviewer wants to know that you have a thorough and reliable process for remaining for keeping your workflow on track. As an Admin Assistant, you are often responsible for managing your tasks while also overseeing the responsibilities of others. Take some time to discuss the tips, tricks, and tools that you use to keep yourself organized and productive in the workplace.

      Rachelle's Answer

      "I believe that organization, productivity, and motivation are highly connected when it comes to making good habits in the workplace. I recently read the book by Brian Tracy called, 'Eat That Frog! 21 Great Ways to Stop Procrastinating and Get More Done in Less Time.' This book was a game-changer for me. I have always been a well-organized individual; however, the author discusses the impact of getting the biggest and most challenging tasks out of the way first. Then, it leaves more time, energy, and headspace to keep the rest of the day on track. I am also a big proponent of time-blocking and utilizing my calendar to keep my days organized. I use tools such as Google Calendar, and Slack to keep myself and my team on deadline."

      Rachelle's Answer

      "I have always been a reliable organizer, even as a child, I liked to have my school supplies labeled, and my art drawer color coordinated. Today, my favorite organizational tool is Todoist, which is a helpful planner and to-do list application that I keep on my phone. While earning my certificate in Business Administration, I learned a great deal about time management and how critical it is to track time spent on frequent tasks. To keep track of my tasks and projects, I will use my Outlook calendar and keep electronic to-do lists. I will time block to ensure that all of my tasks get the attention they require."

  10. 10.

    Tell me about a contribution you made to the last a team you worked on.

      The interviewer would like to know about your proudest contribution to your most recent employer. It is essential to show the interviewer that you bring enthusiasm to your work. Give the interviewer an overview of your contribution, being sure to explain how your work made a positive impact on your employer.

      Rachelle's Answer

      "During the economic recession last year, my employer asked me to create a cost-reducing plan related to admin spend. She was looking to run the company leaner and requested that each department do a full audit of spending and then come to her with options for cost reductions. I started by looking at where the admin department spent the most money. I discovered that we were overpaying two vendors for office supplies such as ink and paper products. I performed a lot of research and was able to source one new supplier whose pricing was 20% lower. I calculated that by switching to this new supplier, we could save around $15,000 per year. My employer was very pleased with my discovery, and we went ahead with the change that I suggested. It felt wonderful to contribute and make a positive impact on the business' bottom-line."

      Rachelle's Answer

      "I worked part-time as a retail assistant while finishing my diploma in Business Administration. Every year, the company needed to complete a full inventory audit. When the time came, we were short-staffed, and my supervisor was not sure that we would meet the deadline given to us by the corporate head office. There were 4 of us in total when the job required at least six people. I offered to work split shifts that week, so I could help in the morning, do my school work in the afternoon, and then come back for another shift in the evening. I volunteered to do these split shifts to show dedication to my job and my co-workers. The gesture was appreciated, and the audit was completed on time."

  11. 11.

    How would you rank your comfort level with the Microsoft Office suite?

      Microsoft Office suite is the overall name for Microsoft's business software. Chances are since you are applying to an Admin Assistant role, you have exposure to most of the MS Office suite which may include:

      -Excel
      -Access
      -OneNote
      -PowerPoint
      -Outlook
      -Word

      Point out your specific strengths and rate your comfort level with the suite, overall. Your ranking might be from 1-10, or you could express your comfort level between beginner, intermediate, advanced, and expert. There will always be new skills to learn within the MS Office suite, so be sure to leave room for growth and learning when you respond.

      Rachelle's Answer

      "My current company uses most of the MS Office suite, including Excel, Word, Outlook, and PowerPoint. I consider myself to be an advanced user in the entire suite except for Access and OneNote. I rate my overall skills as an 8 out of 10 because I am tech-savvy and can perform higher-level tasks such as pivot tables and macros. There is still a lot to learn; however, especially tips and tricks in Excel."

      Rachelle's Answer

      "While attending high school and my post-secondary studies, I was exposed to Word and PowerPoint nearly every day. I am strong in these programs and consider myself an advanced user. When it comes to the remaining suite of programs, I am happy to jump online and take a variety of tutorials on Access, OneNote, and Excel. Although I am a beginner-level user of those programs, I am confident in my ability to learn very fast. I am tech-savvy and diligent."

  12. 12.

    Walk me through your experience supporting department managers, staff, and customers.

      Depending on your role, you may support a variety of individuals, including leaders of numerous departments, other employees, and even the hiring company's customers. The interviewer wants to see that you are capable of multi-tasking and juggling multiple admin-related responsibilities. Talk about your experience with handling a variety of tasks and expectations from a range of stakeholders.

      Rachelle's Answer

      "In my current position, I work at the front desk greeting customer over the phone and in person. At the same time, I perform tasks for my leadership team, which consists of the company owner, the CFO, and the Sales Manager. These tasks range from data entry, booking flights, arranging meetings, and running reports. In addition to this, I support a team of 35 employees, primarily made up of customer service and sales agents. I run reports for these employees, and I also answer preliminary human resource and payroll questions they may have. It's a lot of work to handle; however, I love learning new tasks, and I enjoy being kept busy."

      Rachelle's Answer

      "Being new to my career, I have limited exposure to supporting people in a business setting; however, I am not new to juggling multiple expectations. While finishing my final high school year, I was also the captain of my soccer team, I volunteered at a soup kitchen on the weekends, and I helped to care for my younger siblings. I had many demands from my teachers, coaches, volunteer coordinators, family, and my friends who also wanted some of my time. I believe that year taught me many transferable skills, including supporting others while also maintaining boundaries so that I met my personal needs. It also taught me about time management and the importance of self-led discipline and diligence. I feel highly prepared to support the needs of your department managers, staff, and customers."

  13. 13.

    Give me an example of a time when you went above and beyond your usual administrative tasks.

      The interviewer would like to see your willingness to go above expectations to help your employer. Display to the interviewer that you are able and eager to do more than the bare minimum. Show that you react with kindness when you see that someone has a need that requires you to reach beyond typical expectations. It's best if you can give a story-based example as this will bring your keen work ethic to life. If you are new to your career, you can draw on experience from school, sports, or volunteer work.

      Rachelle's Answer

      "Last week I noticed that my manager had not completed the employee schedule for the following week. Some of the staff were complaining that they didn't have their work schedule yet. Rather than going to my manager with the complaint, I offered to take on some of her work. This way, she would have the time to complete her scheduling tasks. We worked together for a couple of overtime hours that day and were able to catch her up on everything. It felt good to help, and I truly enjoy exceeding expectations ."

      Rachelle's Answer

      "While attending my Introduction to Business Mathematics class, I noticed that the student beside me was stressed. I could see him struggling with the content, and his body language was that of someone feeling deflated. After class, I approached him and introduced myself. I asked him how he felt about the class. My classmate said that he wanted to drop out. I told him that I had strong abilities in math, and I could tutor him for a couple of hours to help him gain a better grasp of the basic concepts. He agreed and was thankful that I reached out. It felt great to go the extra mile to help someone succeed, and I look forward to the opportunity to do the same in a business setting."

  14. 14.

    What are your salary expectations?

      Salary-based questions can be very uncomfortable for many job seekers. Luckily, you can alleviate some of this discomfort by performing research on the typical wage of an Admin Assistant in your region and with your level of experience.

      A great way to approach this salary question is to have a clear idea of what you want to earn, what you need to make, what your minimum threshold is, and what the market is telling you about the admin market in your region. By understanding your ask, you will give the hiring company a solid idea of what you want to see in a competitive job offer. If you are newer to your career, or the area, and are unsure of what a fair ask may be, there are many reliable salary calculators available online.

      Rachelle's Answer

      "Currently, I earn a base salary of $45,000 per year. I would like to earn more in my next position, as I have additional admin and business certifications since my last salary negotiation took place."

      Rachelle's Answer

      "As I am new to my administrative career, I am happy to negotiate my earnings based on your typical salary for this role. From my research, I see that the average Admin Assistant in this region earns an hourly wage in the $16-19 range."

  15. 15.

    What is your first reaction when you do something wrong at work?

      Even the most incredible Admin Assistant will make an error now and then. It is perfectly acceptable to admit that you made an error; however, how you react to a mistake made will tell the interviewer a great deal about you and your honesty level. Perhaps the mistake is one that could have landed you or your company in a lot of trouble. Would you try to hide the incident, or would you tell a supervisor right away, and have the situation rectified?

      Rachelle's Answer

      "I have very high expectations of myself, so when I do something wrong or make a mistake, I first work on finding a solution. If a solution were available, I would repair the issue, and then let my manager know what happened. If I could not fix the situation on my own, I would ask for help. I am independent, but I am never too proud to admit when I need a hand."

      Rachelle's Answer

      "I was raised to be upfront about my mistakes. I believe that an error can also be a valuable learning opportunity, especially as I am new to my admin career. For that reason, I would alert my manager to the situation and ask for help to fix the problem."

  16. 16.

    Describe a time when you motivated yourself to complete an assignment or task that you did not feel like doing.

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  17. 17.

    In which ways can an Admin Assistant contribute to a company's overall success?

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  18. 18.

    Walk me through a typical day in your most recent position.

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  19. 19.

    How do you evaluate your success as an Admin Assistant?

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  20. 20.

    Tell me about a time when you received criticism from your manager. How did you react to that criticism, and did you make improvements based on the feedback?

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  21. 21.

    What is the most challenging situation you have faced as an Admin Assistant? How did you overcome it?

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  22. 22.

    Do you have experience creating presentations in PowerPoint or Keynote?

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  23. 23.

    How well do you work in a cross-departmental environment?

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  24. 24.

    What do you believe to be your top technical skills?

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  25. 25.

    What are your favorite administrative apps or technical resources?

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  26. 26.

    As an Admin Assistant, what do you believe is your strongest asset?

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  27. 27.

    Do you have a strong command of the language, including grammar and punctuation?

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  28. 28.

    What do you believe makes you a successful Admin Assistant?

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  29. 29.

    If you could expand your knowledge and take any job-related coursework, what would you choose?

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  30. 30.

    How would you handle working forsomeone who was a poor communicator?

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  31. 31.

    Tell me about your experience answering and directing phone calls. Are you comfortable handling busy, multi-line phone system?

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  32. 32.

    Have you ever created or updated office policies and procedures?

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  33. 33.

    Why are you the right fit to be our Admin Assistant?

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  34. 34.

    Why do you want a career as an Admin Assistant?

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  35. 35.

    How do you handle the stress of a fast-paced work environment?

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  36. 36.

    Have you ever been overloaded with work? If so, how did you react, and how did you meet your deadlines?

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  37. 37.

    What type of data entry tasks were you required to complete at your last position?

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  38. 38.

    Do you have an understanding of payroll or accounting? What types of programs have you been exposed to?

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  39. 39.

    Do you have experience planning office events or functions?

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  40. 40.

    Do you prefer to complete admin work on your own or as a part of a team?

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