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

"While working as a server, a guest had a severe allergic reaction to one of the dishes he ordered. I followed our policy to call 911 and not interfere with any medical assistance unless fully trained, which I was not. It was a terrifying situation; still, I took on the role of keeping other guests calm and contained the situation on an emotional level. Luckily, the guest was okay in the end!"

The interviewer would like to know how you react when it comes to workplace challenges. They also want to see what you consider to be a problematic situation. For instance, if the most challenging situation is that a colleague has eaten your lunch, chances are, the interviewer will see you as unable to handle substantial workplace challenges. Use a relatable example, and be sure to highlight what you did to overcome the situation or make the best of it. If you are new to your admin career, you can give an example from another job. You could also discuss a situation you faced while volunteering or participating on a team or committee. This question is not the time to complain about your jobs or co-workers. Keep your response as positive as possible.

"A few years ago, my company went through an acquisition which put nearly all of our administrative team out of work. Being the most senior Admin Assistant on the team, I was the last to be let go, which meant that when someone was laid off, I would take over their responsibilities. It was a very disheartening and upsetting situation; however, I promised myself that I would remain collected and professional through my final moments with the company. They offered me a glowing reference, which I greatly appreciate."

"In my current job, I got extra work from my colleague. She is new to this work and cannot handle critical client tax returns. It was a very disheartening and upsetting situation because I have to complete my work and this extra works. This is not the end, but she also massed with client information and updated it in the wrong place in the tax return. Also, I have to deal with the client, and those are upset due to work delays. I took the role of organized work and contained the situation on an emotional level. Luckily, I clear all those new client files within the time frame, and the client was happy in the end!"

Do you have experience creating presentations in PowerPoint or Keynote?

"While completing my admin certificate, I created numerous presentations in Keynote. During my recent internship at a local accounting firm, I created visual outlines for two client meetings. I am confident in my technical skills, and my research abilities are strong. These two skills together make me confident that I could take on this type of task inside of Keynote or PowerPoint without any issue."

As an Administrative Assistant, you may need to create presentations from scratch or update existing company materials. These presentations could be for internal or external meetings, events, and valuable company resources, so they need to be precise and engaging. Talk to the interviewer about your experience with PowerPoint, Keynote, and any other programs used to create visual presentations. You can rank your comfort level from beginner, intermediate, advanced, or expert to give the interviewer an idea of your skill level.

"I have crafted slides and outlines for many presentations ranging from team meetings, client presentations, and financial board meetings. I rank myself an advanced user in PowerPoint and, although I have limited experience with Keynote, I believe I could quickly learn the program."

"I have crafted slides and outlines for many presentations ranging from team meetings. I rank myself an advanced user in PowerPoint and, although I do not have experience with Keynote, I believe I could quickly learn the program."

"Updated answer - Although I have not used Powerpoint in any of my past jobs. I just completed the course on LinkedIn Learning and received a certificate of completion. I will continue to practice and I'll be proficient at it in no time because I'm technologically savvy and a quick learner. I look forward to attaining these skills and putting them to good use."

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?

"(Situation) A couple of months ago, my professor suggested that I work to increase my typing speed. (Task) I did not think it was slow at typing, sitting around 60 words per minute, but he wanted me to increase my speed regardless. As a student, of course, I should listen to feedback from those teaching me. (Action) To improve, I have been taking typing classes online and then testing myself once per week. (Result) So far, I am at a typing speed of 72 words per minute, and I can already see how this pick up in speed will impact my productivity once I gain employment as an Admin Assistant."

The interviewer is seeking out information regarding potential areas of weakness. They are also looking for evidence of professional communication. Show that you can handle constructive criticism and that you respond appropriately. As an Admin Assistant in a professional setting, you know that feedback helps you to learn and improve the quality of your work, which is why you graciously accept constructive criticism. Give an example that will not make you exempt from the role. For instance, if one of the primary responsibilities of this role is calendar management, you would not want to discuss a situation involving disorganization on your part. With this 'Tell me about a time...' style question, you will want to give a story-based example. To ensure that you are specific and organized in your story response, try using the STAR framework. STAR is an acronym for Situation, Task, Action, Result.

"(Situation) Recently, I received instructions to create a PowerPoint presentation to promote one of our company's internal client appreciation events. (Task) As the Admin Assistant, it is part of my role to design the look of the presentation and edit the content that my manager provides. (Action) Although I do not have experience in graphic design, I felt that I had a good enough eye for style and that I could make the presentation look clean and attractive. I went ahead and completed the task in just four hours. After my manager reviewed my work, some of the slides required different wording, and he had a different color scheme in mind. I felt that my manager could have relayed those thoughts upfront rather than criticize my work after the fact. However, at the same time, I could have been firmer about asking for direction from the beginning. (Result) I listened to his ideas and incorporated them. I had the changes back to him within an hour, and he was very pleased with how quickly I incorporated his feedback. What I learned from the situation is that I should ask more questions if there is room for interpretation. I ask for firmer guidelines more often now, and this improvement has significantly boosted my productivity on particular projects."

"Like everyone, I have received input from my managers that helped me to see how my work could be improved. Once I was asked to revise a project that I had spent a lot of time on, but after listening carefully to the critique, I saw how I could make changes that would strengthen the finished product. I am always eager to learn from people with different views and experiences, especially when the commentary can help me grow in my career and strengthen my skillset."

"Updated answer - In my first administrative assistant role at _____, I was working on an email blast that was to be sent out to over 2,000 members and non-members regarding an upcoming golf tournament. I decided I would copy and paste the message in the body of the first email into each email message. In the middle of the email blast, I got sidetracked and stopped to check my email inbox. After replying back to a non-members email regarding membership fees. I accidentally copied and pasted that into an email that I send to several people on the list for the email blast. Luckily I caught it and after sending 3 emails. I quickly corrected the mistake to the three people I had emailed and included the correct info re the golf tournament. I told my boss who wasn’t happy. She said that I should have copied and pasted my message in a word doc and saved it on my desktop and worked from that instead of an email. I apologized and told her I would make sure to finish future email blasts before stopping to do something else. I didn’t make that mistake again."

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

"I am new to working in a cross-departmental environment; however, I do understand the concept as I collaborated a great deal while earning my Business Administration certificate. It will be great to have exposure to professionals in different departments, allowing me to see the value that each person adds to the organization. Working in a cross-departmental environment will be a fantastic learning opportunity."

A cross-departmental environment is one where teams from different groups, or business units, work together to achieve a common goal. This situation could mean that Admin Assistants collaborate closely with the accounting department, or marketing and sales work together with admin to reach a particular goal. Cross-departmental collaboration can often involve working with people who have varying seniority, which will offer you a broader range of exposure to a business setting. Show the interviewer that you are excited about these opportunities to collaborate cross-departmentally. If you have exposure to this type of working environment, be sure to outline this for the interviewer.

"In my current role, I work closely with the accounts payable and accounts receivable departments, primarily when it comes time to closing out a project or reconciling a client account. I enjoy the exposure that comes with working alongside other departments because it gives me a deeper perspective into how our company operates, making me all that more knowledgeable!"

What do you believe to be your top technical skills?

"Being new to the workforce, the majority of my technical skills are self-taught. However, I am very keen on learning, and I pick up new skills quickly. My computer skills are strong because I continually take online coursework to stay up to date on new trends and technologies. I would say I am strongest in the Microsoft Office Suite, Keynote, Pages, and Google Analytics. Anything you require that I may not know, I can study before my start date."

The interviewer would like a firm idea of your most vital technical skills as they relate to this Admin Assistant role. In the company's job posting or job description, there may be a list of desired skills. If any of the hiring company's desired skills apply to you, be sure to make that connection in your reply. Some of the technical skills an employer may look for in an Admin Assistant include: - Microsoft Office Suite (Word, Outlook, PowerPoint, Project, Excel) - Google Suite (G-Suite) - QuickBooks - Oracle - PeopleSoft - SAP (Various modules) - Salesforce - Point of Sale (POS) systems

"I am an expert level user in the Microsoft Office suite, primarily in Excel where I can create highly useful spreadsheets with macros. I have experience in QuickBooks and consider myself an intermediate user of the platform. I also have training in Salesforce, which I understand is a skill your organization seeks in an Administrative Assistant. I assure you I am well-trained in the majority of software, platforms, and programs mentioned in your job posting."

Describe the office environment in which you best thrive.

"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?"

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.

"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?"

"I best thrive in an office environment where there is structure and communication. I am most fulfilled when I am busy throughout the day completing all my responsibilities and assisting the office staff in any way I can."

What are your favorite administrative apps or technical resources?

"Google Drive is, by far, my favorite tool because it has saved me significant time and effort throughout my post-secondary education. I can share documents, store files, and access them from any device. I can see many ways in which GDrive could be helpful in an office setting. Could you share with me what type of apps or tech resources I would be leaning on the most in this administrative role? I would be happy to get a head start on learning if I have not used them in the past."

The hiring authority would like to know about those handy apps and resources you use to keep yourself organized and on top of your game as an Admin Assistant. This question also presents an excellent opportunity for you to ask the interviewer what resources the hiring company leans on the most.

"As an Admin Assistant for a smaller company, I am also the social media manager. I have found that Hootsuite has been a lifesaver for me when it comes to planning our company's social content, and dispersing it amongst a variety of platforms. Right now, I am also pretty obsessed with the Evernote application. The app keeps my notes and documents updated and synched on all devices. Whether I am at my desktop or have my tablet in a meeting, I know that my notes are accessible. I would love to know what tools and resources are used most often in this office."

"As an admin assistant, I have found that the outlook calendar has been a lifesaver for me when it comes to my day-to-day task, and it makes me well organized. Right now, I am also pretty obsessed with Google drive. This app allows me to be synched on all devices. Whether I am at my desktop or have my tablet in a meeting, I would love to know what tools and resources are used most often in this office."

How do you evaluate your success as an Admin Assistant?

"I will evaluate my success as an Admin Assistant by the feedback that I receive from my supervisor and co-workers. As far as tasks are concerned, I will consider a day to be successful when I complete my deliverables on time and provide my employer with more than the minimum expectations. If I were to receive a pat on the back or a verbal accolade, that would also be an excellent sign of a job well done!"

How you view a victory can be a substantial determining factor on whether or not you will be a good fit for this particular role. Share with the interviewer your thoughts on success, and what a successful day would look like to you.

"I measure my success by what I have completed, who I have been able to help, and what I have learned. To me, a successful day is one where I can learn a new task and apply it to help someone. I also consider it a success when I have spent time working on a project that brings me passion and a feeling of fulfillment."

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

"I have worked in the hospitality industry for the last two years while earning my diploma in Business Administration. I am thankful to have learned many transferable skills between these school and work experiences. The strongest asset I will bring to your organization is my understanding of exceptional customer service. I can read non-verbal cues from customers very well, and am quick to read the needs of others."

Although it may be challenging to brag about your strengths, you know that you are talented and have a variety of assets that will benefit the hiring company! Think about the skills that fit best with the needs of the hiring company. Be sure to carefully review the job description or job posting, and make a note of the qualities they seek. Some essential assets for an administrator to possess: - Strong knowledge of related industry terminology - Full grasp on the technology used in the company - Skilled in the use of social media - Exceptional writing skills, either technical or persuasive - Understanding of business finance, payroll, and reporting - Experience dealing with vendors and clientsTalk to the interviewer about your most valuable skills, and how you plan to apply them in this new role.

"I have worked as an Admin Assistant in a cross-departmental environment for many years, giving me exposure to tasks related to budgeting, finance, and payroll. I would say that my greatest asset is my sound understanding of financial reporting and payroll troubleshooting. I also have experience dealing directly with vendors. This skill sets me apart from other candidates because I can easily cross over between administrative tasks, including account management, accounts receivable, and accounts payable."

"Updated Answer -My greatest asset is my attention to detail. I've always been detail-oriented in my work, and its something every employer has appreciated about me. For example, in my past job at ______, I was required to manage customers records and process policy changes. One particular time my coworker received a call from a customer's daughter who wanted to make changes to her dads auto policy because he couldn't drive anymore. If it hadn't had been for the detailed notes and Power of Attorney documents I included in the customers' record, my coworker couldn't have made the changes to the auto policy without the dads' consent. I will be a great asset in this role and will be a benefit as I will not miss any details."

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

"I am currently wrapping up my diploma, so my days are spent on research, studying, writing, and tweaking my final papers. I am very driven to maintain my 3.89 GPA, so I spend most of my time in the library or a quiet coffee shop, studying and working towards successfully graduating. When hired, I will bring that same level of discipline and dedication to work every day."

When you walk the interviewer through a typical workday, you are allowing them to visualize you working in the position. From your answer, the interviewer should also be able to gauge if your activities match the requirements of their role. For instance, if you are interviewing for a senior Admin Assistant role, and you mention that you currently manage the schedule of two executives, they will likely conclude that you are qualified for their position level. When responding, do your best to match the list of role responsibilities with the day-to-day activities in your current or most recent position. Discuss your primary responsibilities, who you support, and what duties make up the bulk of your day.

"A typical day for me begins at 8 AM and ends around 6 PM. When I first arrive, I ensure that my executive is all set with the materials she needs for her meetings. I call all of her appointments to double confirm attendance. Then, I check my emails. Mid-morning, I start to take lunch orders for the group. In between, I answer calls, email inquiries, and file invoices. Before leaving for the day, I ensure that my executive's appointments are all set for the following day and that there are zero unanswered emails or voicemails. I have a great system to keep me organized and on task."

"A typical day for me begins at 11:00 am to 8:30 pm. I worked from home. When I start my day, I checked new announcements in slack and my emails. Then, I review all new responses from existing clients and repay them according to their tax situation. In the afternoon, I start to work on new client engagement. In between, I answer new responses from an existing client. We are using a shared box folder for client information and tax forms so Tax experts and leads can check client status. There are seven folders in the box, and I have to work within the first four folders. I moved the client folder according to the completing work within those folders. When I moved the client folder to the fourth folder (Evaluation), I have to inform the Sr. Tax expert in slack. And then, if there were rework, she informed me through the slack, and I have done it on the same day. I had daily meetings with my Sr. Tax expert, and we discussed client issues. We are using various apps and a great system to keep us organized and on task."

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

"Being a recent Business Administration graduate, I feel very confident in my ability to write and communicate clearly and professionally. When writing papers for school, I would submit them to my student union, who offered a free proof-reading service. Most of my papers came back with very few errors. I have a habit of double-checking my work before it goes out, as I do have a strong sense of pride in everything that I do."

Since you will be communicating in a professional business landscape, the interviewer needs to know that you will represent their company with the utmost professionalism. Perhaps you use tools like spell check or Grammarly to double-check all correspondence before it goes out. Maybe you have a strong educational background in language or business administration. Show the interviewer that you are a confident written communicator, whether that be writing client emails or internal memos.

"I am incredibly careful with the quality of my communication since, as the Administrative Assistant, I am often the first point of reference for our business. I use a few tools, such as spell check, Grammarly, and Yoast. These tools ensure that my formal written communication, such as emails and announcements, are clear, concise, and easy to understand. I speak the way that I write, which leans on the more formal side. I believe these action steps are important in a professional setting for gaining the trust of others."

What is your proudest achievement as an Admin Assistant?

"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."

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.

"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!"

What do you believe makes you a successful Admin Assistant?

"I plan to build my success as an Admin Assistant on the fact that I am self-motivated, curious, and very diligent. Should you choose to hire me, I will bring the same dedication and focus that I brought to my post-secondary studies. It is important to me that I build a good reputation as a hard worker who is fully dependable."

The interviewer would like to know what characteristics, traits, and skills help you to be successful in your work as an Admin Assistant. Perhaps you are successful because you have a never-ending curiosity, and you spend a lot of time researching ways to improve your work. Maybe you have excellent time management habits that help you to be super focused and diligent. Share with the interviewer what makes you successful in your work and be sure to express the fact that you will bring this same keenness to their job, should you be hired.

"I am successful as an Admin Assistant because I genuinely care. For me, my work is my career and not just a job. I care about my company, my boss, my coworkers, and the clients that walk through our doors. In addition to that, I genuinely care that the work I deliver is top-notch. I also have a strong ability to earn rapport with clients over the phone quickly. I often have customers telling my boss how lovely it is to speak with me. It makes me feel good, and this appreciation goes a long way in fueling my fire to deliver excellent work every day."

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

"I think that an attentive Admin Assistant will ensure the daily activities go-round as smoothly as possible. A good administrator should keep everyone organized and on task. They will have the ability to put out potential issues before they become significant issues. I look forward to mastering these tasks and helping your company to continue its success!"

Admin Assistants are a valuable part of any organization. They keep companies, departments, and team members organized and on track. The interviewer wants to see that you understand the importance of your role, and a job well done. Talk about the ways you have been a highly-valued teammate, and show that you are the valuable person that they need in their organization.

"An experienced Administrative Assistant, like myself, understands that their contribution comes in many forms. For myself, I know that my work keeps everyone in the office on task, keeps our processes and deliveries streamlined, and ensures that we never skip a beat when it comes to client expectations. I look forward to the opportunity to show you the multitude of ways that I will add value to your organization, should you choose to bring me on your team."

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

"If I could take an admin related coursework, I would take a class to improve my typing speed. I currently type around 58 words per minute but would like to be in the higher 70 wpm range."

The interviewer would like to know that you have an interest in continued learning and education. There are many admin related courses available, whether they be online, at a community center, or your local college or university. Your response could address new skills you wish to gain or existing skills that you would like to improve. How you reply could also give the interviewer an indication of your most significant interests when it comes to the scope of your administrative work.

"I believe that continued education is vital, so I do appreciate you asking this question. If I could take any admin related coursework, I would take a workshop on technical writing. Over the years, I have seen more admin work related to technical and business writing, such as preparing RFP's and RFQ's. I am confident in my existing skills; however, there is always room to improve."

"Updated Answer - I would choose Microsoft Office Excel to expand my basic knowledge to advanced skills and Microsoft PowerPoint to learn to create presentations. I also wouldn’t mind learning some Accounting such as Accounts Payable and Accounts Receivable. This would benefit me and would allow me to grow and gain new experience and would also benefit my employer because I would be able to take on new responsivities."

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

"(Situation) During my recent internship, I had the task of cleaning the office supply closet. It was a daunting job. (Task) The 1,000 square foot room had become a dumping grounds of junk and random items that we never use. As the intern, I knew it was up to me to put my whole heart into the task, making the lives of my new co-workers so much better through the art of organization. (Action) I came to work over the next four days, prepared with comfortable clothes and shoes, and tackled the job. I created a pile for keep, one for recycling, one for donating, and one for the garbage. (Result) In the end, the supply room looked like an office supply store! Everyone appreciated my hard work, and I was glad that I chose to shift my mindset and find the motivation to get the job done with enthusiasm."

Show the interviewer that you will still get the job done even when you aren't excited about the task at hand. Think about a time when there was a work-related task that you did not want to do. Perhaps the dreaded file room needed to be purged of outdated files to make room for the new. 'Describe a time when...' means that the interviewer is looking for a story-based example for this behavioral-based interview question. This style means forming a response 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. Tell the interviewer about the overall situation, what your task was, and explain why you were not excited about it. Be sure to tell the interviewer that even though you were not enthusiastic about the mission, you made it happen promptly, knowing that it would help the organization as a whole. Give as much detail as you can regarding the actions you took to reach the finish line.

"(Situation) My current company receives an incredibly high volume of online job applicants every day. (Task) As the Admin Assistant, it is my job to review the resumes in our job portal every week. The task can be repetitive, and it takes a lot of care and attention. (Action) I set rewards for myself. Sometimes there will be up to 200 resumes to review. They all begin to look the same over time, so I set a goal to look at 20 at a time, give myself a quick break, then return to the task. (Result) I do this every week and have been able to get through all the new resumes every week. As a result, no applicants wait more than seven days for a response, which I believe is excellent business practice."

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

"(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."

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.

"(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."

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

"In high school and while attending post-secondary studies, I had teachers and coaches with room for improvement in their communication. In these instances, I continued working as I would have, regardless of their involvement. If I had a leader or co-worker who was not the most excellent communicator, I would ask for clarification when possible; however, I would not let their communication roadblocks impact my quality of work."

Admin Assistants should be excellent communicators, and often need to 'read between the lines' when it comes to the needs and expectations of others. Of course, nobody wants to work for a leader that is a bad communicator, but sometimes these situations happen. You may work for someone who is a great communicator most of the time, and then has a blip in communication now and then. Assure the interviewer that you are capable of working around all types of communicators. Show that you remain flexible and professional, despite someone else's communication style.

"I have worked for people in the past who were very brief in their communication and not able to provide me with full instruction. In those instances, I can be very independent and take tasks into my own hands with minimal direction. In my current position, my supervisor is rarely available. When he is, it's often quick text messages with errors. These messages are very challenging to decipher. I have learned to read his language, as well as read between the lines."

"Updated answer - If I was given a task and didn't receive clear instructions, I would first consider whether I could get the information needed to complete the task through simple research of my own such as doing a web search. If I still needed further instruction after my research, I would follow up with the person who assigned me the task and ask them for clarification. I would make sure I fully understand what needs to be done and when the deadline for the task is before I begin working on the project."

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

"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."

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?

"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."

What are your salary expectations?

"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."

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.

"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."

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

"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."

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 questionUsing 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.

"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!"

"As the administrative Service Assistant, I would be providing trusted and timely support to your department manager. As an administration Service assistant, I could arrange meetings, books travel, record management, answering phones and returning emails, managing files, and documents, keeping the office well organized. The roll also requires receives, records, check and balance cash transactions. From my understanding of the job description, schedule and confirms client appointments. 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!"

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

"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."

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.

"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 ."

"I worked part-time as an account receivable after finishing my diploma in business administration. When I was joining the company, they had a backlog and many clients did not pay because they did not get their Invoices. I organized my current work with pending clients' invoices. Within the three months, I cleared out the backlog, and 20% of company revenue was increased."

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

"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."

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.

"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."

"Updated answer - In my current role at ______, I have made Hotel travel arrangements several times for Mobile, AL and Columbia, TN staff when they come to my Birmingham, AL office for meetings. Once I confirm who is attending the meeting I will go online in Concur and book a hotel room. I will forward the email confirmation with hotel details to employee so they have for check in. I will ask them to notify me asap if they have to cancel so I can get our my boss credit card refunded. Everyone always thanks for my help. These type of arrangements require good planning, attention to detail, organization and folllow up skills."

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

"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."

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.

"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."

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

"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."

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.

"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."

"In my account receivable position also perform administrative work. I answered phone calls, Scheduled field trips, maintained calendars for those fieldwork employees, I scheduled a daily meeting and coordinate with staff for another meeting as well. Collect and distribute mail, received purchased items, supplies, and office equipment. Filing forms and documents, Sending invoices and collecting receipts."

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

"I am new to my career and new to a multi-line phone system; however, I am very tech-savvy, and I am highly confident in my abilities to learn. I understand that you have a strong training program in place, as well. I look forward to showing you what I can do!"

The interviewer would like to know more about the volume of calls you are accustomed to taking on an average day. If you are an experienced Admin Assistant, you probably know this answer off the top of your head. Think about how many hours per day you work, how many lines you handle daily, and how often you find yourself picking up a new call. You may be surprised by just how much volume you already juggle on the job!

"In my current role, I work with three phone lines, and would estimate that I received about five calls per line, per hour. So, on average, I would say that I answer between 100-125 calls per day. In addition to these calls, I also reply to about 60-80 emails and a handful of walk-ins. I am confident in my ability to handle your multi-line phone system."

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

"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."

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.

"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."

Have you ever created or updated office policies and procedures?

"I experienced a small amount of documentation and editing during my internship. I helped the senior Admin Assistant to spellcheck and edit a library of documents ranging from office memos, policies, training manuals, and safety manuals. I am confident that these are tasks I could handle on my own shortly."

The interviewer is looking for specifics on your experience when it comes to creating or updating office policies and procedures. Policies and procedures often need tweaking and updating as new situations arise or as regulations change. There are some fundamentals to creating documents that everyone can benefit from and fully get behind. These fundamentals include understanding the tone for each document, having a template that you use as a baseline, and having a formal review or editing process in place.

"In my current role I spend at least one day per week revising and updating office documents. Many times, this includes office policies and procedures that change due to internal or industry regulatory changes. Last year, in collaboration with my leadership team, I created a comprehensive list of processes that needed anything from small updates to complete overhauls. I continue to work my way through this list. Once I have completed a project, I will send it to the appropriate stakeholders for final approval."

"I have created two Word documents for procedures. The first is all my responsibilities from answering the phones to opening and scanning the mail, to making the direct bank deposit, etc. When I am out of the office for a week my HR Manager or someone else will need to know all of the details so they can handle my responsibilities when I am out. The second is a New Hire document for our 5 office locations. This document includes all the location office hours and phone numbers, contact info for IT and Phone Support, how to create a voicemail message, delete voicemail messages, how to create a signature in Outlook, and Office Supply Order info."

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

"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."

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.

"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."

"I am responsible for ordering and tracking all office supplies for five office locations. I order the supplies on Amazon or Quill and then track expenses in Excel and Concur where I submit my HR Managers Monthly Expense Report. I follow up via email with everyone to confirm they have received their supplies."

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

"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."

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 -WordPoint 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.

"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."

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

"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."

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.

"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."

"I worked as a Sr. Tax associate with _____ ____, I had done the highest tax prepare with less revision in my team and I got the reward for that."

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

"I feel that I am the right fit for this Admin Assistant role because, from what you have described, my personality, skills, and drive match what your company seeks. I am a friendly individual who is ready to be a welcoming face to everyone who walks into your office. I am well-organized and received exceptional grades while attending post-secondary studies because of my organization and drive. Your job posting mentioned that the preferred candidate would be knowledgeable in a variety of areas. I am strong in mathematics, have a firm grasp of basic financial accounting, and I am also skilled with basic coding, which will allow me to complete regular updates on your website and company blog. The challenges that come with this position, such as learning new programs like QuickBooks, are challenges that I welcome."

This question is another way for the interviewer to ask, 'Why should we hire you?' The company wants to choose an administrative candidate that they believe will help them to solve a significant problem or pain point. For this reason, you must dissect the company's job description to ensure that you are addressing the most critical aspects when you respond. You could outline your most relevant hard and soft skills. Hard skills include the specific knowledge you have gained through your training and education. Soft skills are the traits you possess, such as emotional intelligence and being well organized. You could also include career achievements, educational awards, additional job training, a second language, or your volunteer efforts.

"I see your job posting mentions requiring an Admin Assistant with experience in the Salesforce CRM and BambooHR. Having worked as a senior administrator for the past fifteen years, I've confidently developed these skills and more. I have taken Salesforce training directly through the Salesforce online learning portal. I have also used multiple functions of BambooHR, including their software related to employee records, workflows, and reporting. Should you choose to hire me, I will be a long-term addition to your team ready to apply this knowledge and experience to meet your greatest administrative needs."

How do you keep your workflow organized?

"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."

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.

"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."

"I believe that organization, productivity, and motivation are highly connected when it comes to making good habits in the workplace. I recently experienced in my current job and for that company awarded me with some amount of gift card. I have always been a well-organized individual and that is the reason I can perform multi-task with list revision."

Why do you want a career as an Admin Assistant?

"Initially, I wanted a career as a personal assistant but found that available work was often inconsistent. Then, my career counselor mentioned working as an Admin Assistant. I looked into the scope of the career a bit further, and it sounded like an excellent fit. I recently completed my Administrative Assistant diploma, and I look forward to working in my very first admin role!"

The interviewer wants to know what the driving force is behind your application to their Admin Assistant position. Maybe you have a penchant for process and organization. Or, you chose to follow in the footsteps of someone you admire. Whatever your 'why' is behind choosing a career as an Admin Assistant, be sure to express it with enthusiasm.

"I had a wonderful mentor who helped guide me into this career path after seeing how well organized and structured I was. I have worked in an administrative function for many years now, and I am excited at the thought of taking a step towards being a senior Admin Assistant working closely with an executive team. I'm thrilled at the thought of entering this elevated stage of administration."

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

"I worked a full-time retail sales job while earning my Business Administration certificate online. After work, I would spend 3 hours each evening studying and prepping for tests. When it came time for my final exams, I felt an extreme amount of pressure to continue performing well in my job while also exceeding my expectations when it came to my final grades. To deal with the stress, I learned to compartmentalize my feelings and thoughts. When I was at work, my mind remained on task. When I was studying, I shut out other distractions, such as wandering thoughts or text messages from my friends. This experience prepared me very well for the pressures that come with a fast-paced work environment. In times of stress or pressure, I will buckle down and focus on the task until I reach the finish line."

It's a smart idea to anticipate a little bit of stress as an Admin Assistant. After all, you are helping the world to go 'round for a company and its leaders, employees, and customers. The best thing you can do is equip yourself with the tools needed to deal with workplace pressure. Knowing how to handle stress will help you to navigate the ups and downs in a continually changing environment. Take some time to think about what you would do when you are busy at work, feeling your heart rate rise as pressure mounts. For instance, you can take deep breaths and allow yourself to take a quick break in between demands. Getting through the tough parts of your job requires you to have a proper perspective and be able to approach situations without taking them personally. Show that you are prepared and ready to deal with any stress that comes your way!

"I have experienced high-stress levels many times in my administrative environment. These times of stress might be when I come across an overly aggressive or angry customer, for instance. To keep myself grounded, I ensure that I come to work well-rested. Also, I bring a book to read during my lunch breaks. It's an escape for me, to read a book, versus spending spare time on social media."

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

"While attending college, I also worked part-time at a lawyers' office, helping with phone calls and emails. There were many instances where I needed to fulfill multiple school projects while also juggling my commitment to the law office. I reacted very well under this pressure and found myself concentrating better, and being extra diligent with my time. I believe this experience helped prepare me for success as an Admin Assistant, ensuring that I can handle a large work volume and a variety of expectations."

Admin Assistants often have a wide range of responsibilities, making it easy for workloads to multiply. The interviewer would like to know that you react with professionalism even when expectations are higher than usual. The hiring authority also wants to hear about the plans you have in place to keep yourself organized and prepared to handle varying workloads. Discuss your time management skills and how you prioritize tasks. If you recently had an overload of work and were able to come out on top, be sure to give a quick story-based example, as it will bring your answer to life.

"In my current position, I support a team of over 50 leaders and employees in a variety of functions. So, without proper organization, my workload can get out of hand quite quickly. I was recently involved with a project that required 30 hours of my time across two weeks while I was performing my usual admin tasks. I remained on track by time-blocking my day, ensuring that I remained focused on one task at a time for the bulk of my morning. I also set up reminders in Slack, which is a project management application that I have on my laptop. I ended up working some overtime hours as well to ensure that I met my deadlines. Rest assured, I am not afraid of hard work."

"Updated Answer-Oh yes, there have been times in the past when I’ve been overloaded with work. In one of my roles, it was very common for our department to have multiple campaigns going on at the same time. There was a particular time I can recall when we had a Youth vs. Hunger and Lent campaign going on at the same time. It was a lot and I did feel a little overwhelmed. First, I would take a deep breath and type out everything that needed to be done in order of priority. Next, I broke down each campaign into steps to see which pieces were more urgent and required more time. The Lent campaign which was 4,000 pieces of mailing, was the larger of the 2 projects and would take more time. First, I had to do a mail merge and then print all the labels. Next, I had to collect the brochures and inserts that needed to go into the envelopes. Luckily, we had 2 volunteers who were able to come in and help get the pieces in the envelopes so we could mail them within the next 2 days. I spent the first half of the day on the Lent Campaign and the second half of the day doing The Youth vs. Hunger campaign. This YVH campaign was a huge packing of several thousand meals that would take place at school the next day. It was my responsibility to collect all the materials needed for the packing. It took me several hours in the supply room to gather everything. I enjoyed working on both of these campaigns and our team's hard work and diligence made a difference in the lives of many."

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

"While earning my Business Administration certificate, I gained basic knowledge and skills in A/P and A/R data entry into Excel. I am confident in my typing speed as well as my accuracy and am eager to gain further experience in this administrative role."

It is common for an Admin Assistant to have data entry tasks. Data entry could include entering customer information in the company's CRM. It could mean entering sales data into Salesforce or updating financial data into an Excel spreadsheet. Share some examples of data entry tasks you have been responsible for in the past. Be sure to include details of the volume you handled, the type of data that it was, and where you entered the information. If possible, you should also speak to your level of accuracy.

"I have performed many data entry tasks over my eight-year admin career. These tasks include tracking payroll, paid days off, and overtime hours for our temporary employees. I also enter data such as vendor pricing and estimated shipping dates for a variety of supplies. I have a fast typing speed and am thorough, being sure to double-check my entries for accuracy. I also consider myself an advanced user of Excel."

"I have performed many data entry tasks over my eight-year various career. These tasks including data entry in tax software. I also enter data such as customer information, service, and product pricing, create invoices, product returns, discounts, etc. I have a fast typing speed and am thorough, being sure to double-check my entries for accuracy. I also consider myself an advanced user of Excel."

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

"While completing my certificate in General Business Administration, I took an introductory class in accounting principles. I learned about business mathematics and financial accounting. I have some exposure to QuickBooks and Salesforce, and I pick up on new systems very quickly. I see that the responsibilities for this role include the timely processing and sending of invoices and some process support to the Finance Manager. Rest assured, I am completely confident in my ability to learn these tasks and exceed your expectations."

Some administrative roles require experience in payroll and other financial matters. If you are an experienced administrator, you have likely held some form of financial responsibility. These tasks may include preliminary bookkeeping to ensure financial records are accurate and up to date. Perhaps you have experience collecting employee timesheets for payroll, processing invoices, or processing expense claims. Give the interviewer an overview of your exposure to finance-related tasks. Be sure to mention what systems you have used and which departments you have supported.

"I have handled payroll tasks for my company for the last five years. When I first started, my company was on a paper timesheet system, which was very time-consuming. Two years ago, I moved us over to BambooHR, where we could time track, keep PTO records, and also run payroll. Currently, I help to organize and process payroll for 65 employees. I understand the need for accuracy and precision when it comes to payroll. In addition to being familiar with BambooHR, I am also well versed in QuickBooks and can create any Excel spreadsheets you need to track financial data."

"Updated Answer -Although, I don’t have any experience in payroll or accounting. I do have some experience in MS Excel. In the past, I’ve tracked Cross Internationals CSCD dept expenses and currently I track ______ office supplies in Excel. I also use Concur Expenses to create my HR Manager Monthly Expense Report and submit it. I really enjoy using my attention to detail and organization when it comes to allocating her expense report. I would be very interested in knowing more about payroll and accounting in the future and enjoy learning new things."

Do you have experience planning office events or functions?

"Rest assured; I will plan any event or function with care and pride. Although my event planning experience comes from personal events, I believe that my organization skills will be valuable since I would first map out the event idea, and then create a checklist of to-dos. I am creative and have a lot of good ideas, so I am confident that I could execute a terrific company event or function."

As an Admin Assistant, you may be responsible for planning company functions and special events. Walk the interviewer through some of your experiences. You could also bring your expertise to life for the interviewer by telling a story of a recent event you planned and the steps that you took to ensure it was a success! If you are new to your career, you could mention that you are comfortable taking the reins on event planning projects. This approach will show the interviewer that you are eager to learn new skills.

"For the past eight years, I have planned our company's holiday party. I also plan our weekly leadership meetings, team lunches, and I arrange for continued training workshops every quarter. I have a checklist that I use for each type of event or meeting. I also know who I need to engage for assistance, who the top vendors are for things such as catering, sound, and decor. I work fast and within budget since I know how important it is to track all spending. The last holiday party that I organized, we were 10% under budget, which made the company owner very happy. I will certainly bring this same level of care to your events, should I be the successful candidate."

"Updated Answer. Yes, I do. In my current role at ______, I order food for breakfast and lunch meetings. Once I receive a confirmation of how many people will attend I call the restaurants and place a catering order. I choose to order items that everyone will like. There are 2 to 3 restaurants we use on a regular basis that know us well. On the day the order is delivered I will include a tip and keep the receipt so I can include it when I submit my HR Manager's monthly expenses in Concur. I also help plan events in our office such as baby showers. My HR manager and I will discuss the details. She will send emails and out ask people to RSVP with me. Then I will order a cake, party items and order food, etc. I also reserve a special conference room and set it up on the day of the shower. I really enjoy doing this for my office."

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

"While earning my diploma in Business Administration, I had a lot of independent work and many group projects. I enjoyed the group projects the most because I could observe the habits of others and learn about study habits, research methods, and time optimization tricks. When it comes to a business setting, I am looking for a role like this one where there is a balance between independent and group work."

The interviewer wants to know more about your personality and how you interact with others in the workplace. They are also looking to gain insight into your level of self-motivation and independence. It's essential to show that you can work in a variety of environments since Admin Assistants often float between independent and group tasks. You might work very well on your own without the need for much management or direction. Or, perhaps you prefer to work as part of a group to achieve a common goal. Discuss the way that you collaborate on projects while highlighting the fact that you are flexible.

"I work well on my own whether I am doing an independent project or in a team environment. I enjoy the community of my team, but I can be successful whether I work on my own or with the support of a team. In my current administration role, I spend about 60% of my day working independently. In the afternoons, closer to the end of the day, is when my collaborative work generally takes place. I sincerely enjoy that time because I like to learn from others while being a contributing member of a team project or goal."

"Updated Answer. I prefer to complete my administrative work on my own but I'm happy to come together and work as a part of a team anytime. The times I've worked alone in the past have allowed me to focus more and work at my own pace. Other times when I've worked as part of a team I've seen the value as each person was able to contribute their unique gifts to complete the project/task."

Admin Assistant Interview Questions

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1. What is the most challenging situation you have faced as an Admin Assistant? How did you overcome it?
2. Do you have experience creating presentations in PowerPoint or Keynote?
3. 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?
4. How well do you work in a cross-departmental environment?
5. What do you believe to be your top technical skills?
6. Describe the office environment in which you best thrive.
7. What are your favorite administrative apps or technical resources?
8. How do you evaluate your success as an Admin Assistant?
9. As an Admin Assistant, what do you believe is your strongest asset?
10. Walk me through a typical day in your most recent position.
11. Do you have a strong command of the language, including grammar and punctuation?
12. What is your proudest achievement as an Admin Assistant?
13. What do you believe makes you a successful Admin Assistant?
14. In which ways can an Admin Assistant contribute to a company's overall success?
15. If you could expand your knowledge and take any job-related coursework, what would you choose?
16. Describe a time when you motivated yourself to complete an assignment or task that you did not feel like doing.
17. Tell me about a time when you used good judgment and logic to solve a problem.
18. How would you handle working forsomeone who was a poor communicator?
19. What is your first reaction when you do something wrong at work?
20. What are your salary expectations?
21. What do you believe are the top responsibilities of an Admin Assistant?
22. Give me an example of a time when you went above and beyond your usual administrative tasks.
23. Are you experienced in making travel arrangements for staff and leaders?
24. How would you approach booking a last-minute team meeting if your boss requested one?
25. Walk me through your experience supporting department managers, staff, and customers.
26. Tell me about your experience answering and directing phone calls. Are you comfortable handling busy, multi-line phone system?
27. This role requires clear and professional correspondence by email. Rate your written communication skills from 1-10.
28. Have you ever created or updated office policies and procedures?
29. Tell me about your experience tracking and maintaining office supply inventory.
30. How would you rank your comfort level with the Microsoft Office suite?
31. Tell me about a contribution you made to the last a team you worked on.
32. Why are you the right fit to be our Admin Assistant?
33. How do you keep your workflow organized?
34. Why do you want a career as an Admin Assistant?
35. How do you handle the stress of a fast-paced work environment?
36. Have you ever been overloaded with work? If so, how did you react, and how did you meet your deadlines?
37. What type of data entry tasks were you required to complete at your last position?
38. Do you have an understanding of payroll or accounting? What types of programs have you been exposed to?
39. Do you have experience planning office events or functions?
40. Do you prefer to complete admin work on your own or as a part of a team?

Admin Assistant Interview Questions

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

2. Do you have experience creating presentations in PowerPoint or Keynote?

3. 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?

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

5. What do you believe to be your top technical skills?

6. Describe the office environment in which you best thrive.

7. What are your favorite administrative apps or technical resources?

8. How do you evaluate your success as an Admin Assistant?

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

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

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

12. What is your proudest achievement as an Admin Assistant?

13. What do you believe makes you a successful Admin Assistant?

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

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

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

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

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

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

20. What are your salary expectations?

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

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

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

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

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

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

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

28. Have you ever created or updated office policies and procedures?

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

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

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

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

33. How do you keep your workflow organized?

34. Why do you want a career as an Admin Assistant?

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

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

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

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

39. Do you have experience planning office events or functions?

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