20 Admin Interview Questions & Answers
1. In which ways can an administrator contribute to a company's overall success?
How to Answer
The interviewer wants to see that you know your role as an administrator is a valuable one. Answer confidently, and prove to the interviewer that you are the highly-valued teammate, the missing piece of the puzzle, the comrade that they need!
Entry Level
"I think that an attentive administrator will ensure the daily activities go round. A good admin should keep everyone organized and on task. They will have the ability to put out potential issues before they become bigger disasters. An administrator should act as a buffer, in a sense, taking care of the tasks that the executives may not need to."
Answer Example
"The interviewer wants to see that you know your role as an administrator is a valuable one. Answer confidently, and prove to the interviewer that you are the highly-valued teammate, the missing piece of the puzzle, the comrade that they need!"
Experienced
"An experienced administrator, like myself, understands that our 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 the deliverables expected of us."
2. Have you ever trained or coached another administrator?
How to Answer
The interviewer would like to know the extent of your experience when it comes to training, coaching, and mentoring others. You may not have formal experience in a workplace setting, but it is highly likely that you have coached someone in the past. This situation may include tutoring a classmate while attending University, or perhaps training someone in a volunteer capacity. Explain the approach that you took and express which aspects of coaching someone else you enjoyed.
Entry Level
"I have worked as a part-time chemistry tutor for struggling students, through high school and now University. Chem has always been one of my stronger subjects, and it was a great way for me to earn extra cash while in school. I think that I am a great teacher because I am patient and can break down complicated concepts into easy-to-understand terms."
Answer Example
"In my current position I am responsible for training any temp administrators. We have a variety of executives that need additional support, depending on the volume of client work, or even seasonally. Also, should one of our executive assistants be on vacation, we will call in a temp from an agency to fill the gap. This training usually includes our computer systems, our phone lines, and everyday processes."
Experienced
"I have coached and trained many other administrators, through my twelve-year career as an administrator. In our current organization, we do see a fair amount of turnover. I train approximately 3-4 new people per year. My training style is easy to follow, and I encourage a lot of hands-on learning."
3. What types of projects do you get excited to work on?
How to Answer
The interviewer would like to know that the type of work available to you in this role is going to be work that excites you! Think back to projects that you have worked on in the past that indeed fired you up. Describe that particular situation to the interviewer, highlighting what it was that made you enjoy the scope of the role so much. Perhaps you were introduced to a new department or given additional client-facing responsibilities. Whatever it was, be sure to exude a lot of enthusiasm in your answer. You would be wise to tie your reply in with the duties included in this particular role.
Entry Level
"I would love to be involved in a project with a new client so that I can experience your process from step 1 to completion. I think that being involved in that type of capacity would give me a full scope of the work here. Any project that gives me a bigger picture understanding of your company's goals is an exciting opportunity for me."
Answer Example
"I get excited when included in high-volume projects with some of my company's biggest clients. Of course, my involvement with these high-profile clients means being extra-dutiful, but I embrace challenges like that, wholeheartedly. I like to feel like I am making an impact on the bigger picture. What caught my eye about your particular role is that the administrator will be supporting the executive suite, meaning involvement in bigger-impact projects."
Experienced
"I get excited working on projects geared to the growth of the company for which I work. When I saw your position was greatly focused on streamlining internal processes to prepare for future growth opportunities for the company, I became very excited to apply here."
4. What are your favorite apps and technical resources?
How to Answer
The interviewer would like to know about those handy apps and resources you may regularly use, to keep yourself organized and on top of your administrator game! This question also represents an excellent opportunity for you to ask the interviewer what types of resources they prefer at their company.
Entry Level
"Google Drive has saved me time and effort throughout my time in University, compared to any other application. I can share documents, and store files, accessing them anywhere. I can see many ways in which this application would be helpful in an office setting. Do you utilize Google Drive in your office?"
Answer Example
"Right now, I am pretty obsessed with the Evernote application. The app keeps my notes and documents updated and synched on all devices so, whether I am on my desktop, or my tablet in a meeting, I know that my notes are backed up and synched. What has been your favorite technical resource, as of late?"
Experienced
"As an Administrator for a smaller company, I am also the social media manager. I have found that HootSuite and Plann have been lifesavers for me when it comes to planning the content, and dispersing it amongst a variety of platforms. Have you used either of these apps before? I would love to know what tech you turn to, to stay organized and on top of your tasks."
5. How do you keep your digital files organized?
How to Answer
The interviewer would like an example of what you consider to be 'organized' and how you remain that way. We all know that digital files can become pretty disorganized, quickly, if we don't pay close attention. Describe the methods that you use to ensure your data is easy to locate.
Entry Level
"I should show you my laptop so you can see how well-organized I am! I keep everything in labeled folders with descriptive terms that are easy to search. I also ensure to back everything up on a weekly basis. I would be so upset if I lost an important paper or project!"
Answer Example
"In my current role I created a new digital file naming system now incorporated across our entire office. The system includes all lowercase, first client name, file description, and then the date added at the end. For instance, pepsi_hexcolors_2018."
Experienced
"I keep my digital files organized by always following the naming order set forth by my current company. The more descriptive, the better, as the file will be more likely to pop up in a keyword search. It's important to me that, at the end of every day, I have properly filed everything away, both digital and paper related. Being organized is what makes the world go round!"
6. Walk me through a typical day in your most recent position.
How to Answer
The interviewer would like to know what tasks and duties make up the bulk of your day. Discuss your primary responsibilities, who you support, who you talk to in a day, and how you handle a large workload.
Entry Level
"I am currently wrapping up my University degree, so my days are primarily 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 my home office, working towards that goal. When hired, I will bring that same level of discipline and dedication to work every day."
Answer Example
"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 they are coming in. Then, I check all of my emails. Mid-day, I start to take lunch orders for the group. I answer calls, email inquiries, and file the morning's work. 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 to which I must return. I have a great system to keep me organized and on task."
Experienced
"I spend a lot of my day training new staff, writing training manuals, and handling customer disputes. I am the go-to administrator for all junior admins, in a variety of departments. I love that I can influence the work of so many people, on a daily basis."
7. Being at the front desk, how do you minimize distractions?
How to Answer
If this administrator role places you at the front desk, in the middle of all the action, then the interviewer needs to be assured that you are not going to fall victim to distractions left, and right! Talk about how you would ensure that you remained on task. If you are currently in an environment with high-traffic, refer to that experience and what you do to minimize distractions.
Entry Level
"As a recent University graduate, I know all about distractions! There will be a major paper due and a great sorority event on the same night. I have learned how to say no, keeping my end goal in sight at all times. I will apply this same level of discipline when it comes to distractions, being at the front desk, or working around a lot of different people in a day."
Answer Example
"I like to time block and avoid working in a reactive state, where I switch back to my email every time it dings, for instance. I will also let my colleagues know when I have a deadline approaching, and they are then more respectful of my time, keeping the chit-chat to lunch breaks or for after-work hours."
Experienced
"I minimize distractions by setting timed goals for myself. If I have a report due, I will tell myself that it has to be done by 10 AM for example. When I set solid time-bound goals for myself, I can remain on task."
8. If you could take any admin related coursework, what would you choose?
How to Answer
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 at your local college or university. Chances are, the class that you would choose is one of your areas of weakness, so this question can be a less direct way of asking what your greatest weakness is. The way in which you reply could also give the interviewer an indication of your most significant interests when it comes to the scope of your administrative work.
Entry Level
"If I could take an admin related coursework I would take a class to improve my typing speed. I am currently at about 58 words per minute but would like to be in the hight 70's."
Answer Example
"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. In my current role, and in this role with your company, I see that a lot of the admin work is related to curriculum writing and preparing RFP's and RFQ's. I am confident in my existing skills; however, there is always room to improve."
Experienced
"This is a great question! I would say that any coursework related to dispute resolution would be helpful. I have stellar administration skills and would like to learn even more when it comes to increasing my ability to put out fires before they escalate to the executive whom I support."
9. What are the latest versions of Microsoft Office you have used? Rate your level of comfort in the suite of programs, from 1-10.
How to Answer
Your answer to this question can be short and sweet. Chances are since you are applying to an administrator role that you have exposure to the Microsoft Office Suite.
Included in Microsoft Office Suite may be:
-Excel
-Access
-OneNote
-PowerPoint
-Outlook
-Publisher
-Word
Rate your skills from 1-10 with 10 being an expert and 1 being no exposure at all. There is almost always something to learn so unless you are teaching a program at a University level, chances are you have not achieved a 10 in any of these programs. Point out your areas of strength and discuss your willingness to become stronger in this suite of applications.
Entry Level
"I have used just the basics in Microsoft 2016, including Word and Outlook. For that reason, I would describe myself as a beginner-to-intermediate level and rate myself as a 6 out of 10. I am a very fast learner and have already subscribed to a few YouTube channels dedicated to learning this suite of programs."
Answer Example
"My current company uses Office 2016, and I have been working with most of the applications for a year or so. I would rate my overall skills as an 8-10 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."
Experienced
"I have trained other employees over many years on tips, tricks, and shortcuts in Excel, PowerPoint, and more. Currently, my office uses Microsoft Office 2013, but I do have 2016 at home. I would rate myself as a 9/10 in most of the applications."
10. Describe the office environment in which you best thrive.
How to Answer
The interviewer would like to know the type of office environment that you respond best to. Be honest when you answer this question as it's crucial there is a two-way fit here. Nobody wants to take a new job and then quickly realize that the environment is not what they wanted. If there are cues on the company's website regarding their workplace culture, be sure to reference those.
Entry Level
"I have not been exposed to an office environment yet, so it is important to me that I work 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 and resources."
Answer Example
"I am resilient and can work in almost any environment; however, what is ideal for me is that I join an office environment that is collaborative and positive. I had been in environments where people do not support each other which makes it very hard to enjoy the day-to-day. Would you say this describes your office environment?"
Experienced
"The office environment in which I thrive is best described as friendly, full of problem-solvers, and willing to work well with other departments to complete a project smoothly. From the online reviews that I have read, I believe that this describes your office environment very well. Would you agree?"
11. Why do you want a career as an administrator?
How to Answer
The interviewer wants to know what the driving force is behind your application to their organization. Perhaps your education is directed towards a career as an administrator. Maybe you have a penchant for process and organization. Or, you chose a job to follow in the footsteps of someone you admire. Whatever your 'why' be sure to express it with enthusiasm.
Entry Level
"Initially, I wanted to work as a personal assistant but found that the work was too casual and inconsistent. Then, my career counselor mentioned working as an executive assistant. I looked into the scope of that career a bit further and realized it was the career direction that I had been looking for."
Answer Example
"I want a career as an administrator so that I can best utilize my Administrative Assistant degree. I love working on technical projects, juggling a lot of moving parts at once. This role seems like an excellent fit considering all of those interests and skills I possess."
Experienced
"I have worked in an administrative function for many years now and am excited at the thought of taking the additional step towards being a senior administrator in the corporate suite. I have had a wonderful mentor along the way who did a lot to guide me into this career path, and I'm thrilled at the thought of entering this elevated stage of administration."
12. What technical, and computer skills, do you possess?
How to Answer
The interviewer would like a more comprehensive idea of your technical skills. It's likely that there is a list of desired skills on the job posting or job description, so be sure to refer to those 'must-have' and 'nice-to-have skills in your reply.
Some of the most common technical and computer skills an employer will look for these days include:
-Microsoft Word
-Microsoft Outlook
-Microsoft PowerPoint
-Microsoft Project
-Microsoft Excel
-Microsoft Access
- Google Suite (G-Suite)
- QuickBooks
- WordPress
-Photoshop
- InDesign
- Oracle
- PeopleSoft
- SAP (Various modules)
- SalesForce
- Point of Sale (POS) Systems
Entry Level
"I have strong skills when it comes to social media planning, and posting. I have exposure to google analytics as well. I have primary experience in Mac-based programs such as Keynote and Pages, but these skills will translate very well to Microsoft based programs such as PowerPoint and Word."
Answer Example
"I am an expert level user in the Microsoft Office suite, primarily in Excel where I can create highly effective spreadsheets with macros and other effective tools. I have experience in various SAP modules and QuickBooks. I know you were seeking someone with experience in these areas and I assure you I am very well-trained in all of them."
Experienced
"My computer and technical skills are strong as I continually take coursework to stay up to date on new trends and technologies. If I had to choose my top three core competencies, I would choose QuickBooks, the Microsoft Suite, and SalesForce. Anything you require that I may not know, I can study before my start date."
13. As an administrator, what do you believe is your best asset?
How to Answer
You have many assets that you plan to bring with you to this new job but how do they fit in with what the company is actively seeking? Take another peek at the job description or job posting, and make a note of which assets crossover with their must-have's. Be sure to use unique keywords that will make you memorable.
Some great assets for an administrator to possess:
- Strong knowledge of related industry terminology
- An understanding of industry trends
- 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, profit, and loss
- Experience dealing with vendors, or contract negotiations
Entry Level
"I have been a bartender for a couple of years and believe that the most applicable transferable skill that would be the biggest asset to you is my understanding of customer service. I can read non-verbal cues from customers very well and am quick to read someone from the cues they give."
Answer Example
"I believe that my best asset is the fact that I have experience with contract negotiations, and dealing directly with vendors. This skill sets me apart from other candidates because I can easily cross over between administration tasks, and account management, or even accounts receivable or payable."
Experienced
"I have been an administrator in a cross-departmental environment for many years, giving me exposure to tasks related to budgeting, finance, and more. I would say that my greatest asset is my sound understanding of the financial structure of an organization."
14. Have you ever been overloaded with work? How did you manage?
How to Answer
The interviewer would like to know how you react when your desk is piled high with work, and there is no end in sight. Are you the type to put your head down and stay on task? Or, perhaps you get overwhelmed and need to walk away from it all before you can collect yourself. Be honest but do assure the interviewer that you are capable of handling a high-work volume professionally.
Entry Level
"I found myself buried in work many times during my University career. I exercised the art of time blocking and was able to work out a schedule that allowed a balance between my education and my social life. I was apparently very good at this because I graduated with a 3.89 and an amazing group of friends by my side, with many new memories."
Answer Example
"I am often overloaded with work, surrounding tax time, in my line of work. I fully understand that every February through May, I will be working some overtime hours and will have very few lunch breaks. Because this isn't the expectation year round, I can keep up without becoming burnt out."
Experienced
"I have been overloaded with work from time to time. I do not feel sorry for myself when this happens because it's par for the course with any job, in any industry, and any business! I am thankful for the busy times because this means that my company is going strong, and offering me a secure place to work. I will prioritize by the date of the deadline and chip away at my work from there!"
15. Are you comfortable handling a very busy, multi-line phone system?
How to Answer
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 administrator, 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 on a daily basis, and how often you find yourself picking up a new call.
Entry Level
"I do not have experience with a multi-line phone system; however, I am very tech savvy and 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!"
Answer Example
"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."
Experienced
"I have worked with up to a 10-line switchboard and have also trained other new administrators on the use of multi-line systems. I consider myself an expert with multi-line systems and do not doubt that I could handle the call volume here."
16. How well do you work in a cross-departmental environment?
How to Answer
Working in 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 administrators are working with the accounting department, or marketing and sales work together to reach a particular result. A cross-departmental collaboration can often involve working with people in varying seniority offering you a broader range of exposure to the business. Show the interviewer that you are excited about these cross-collaboration opportunities. If you have exposure to this type of working environment, discuss it.
Entry Level
"I have not had exposure to a cross-departmental environment; however, I do understand the concept. I think it would be great to have that added exposure to professionals in different areas and see that as a valuable learning opportunity."
Answer Example
"In my current role, I work closely with the Accounts Payable and Accounts Receivable departments, primarily when it comes time to close out a project or close a client account. I like these bits of exposure to other departments because it gives me a deeper perspective into how our company operates, making me all that more knowledgeable!"
Experienced
"I have worked many years in situations like this, collaborating with everyone from summer interns to the c-suite. I love collaborating with people from all walks of life and levels of experience. In my current role, I cross over most often with the human resources department, especially on matters of terminations, onboarding and benefits claims."
17. What is your secret to a successful career as an administrator?
How to Answer
You can bring in a little bit of your personal life into the answer. Perhaps you are successful because you have a never-ending curiosity and you spend a lot of time researching the industry in which you work. Maybe you read a lot of business books or listen to podcasts on your way to work. Perhaps you take part in activities that offer you a definite mind-shift, like yoga and meditation, which allow you to give your best at work and be uber-focused. Share with the interviewer the ways that you ensure you are successful in your career.
Entry Level
"I believe my secret to a successful career as an administrator will be the fact that I am a strong researcher and inquisitive about business and how this particular industry ticks. I will be well-versed in the industry terminology which will set me up for success now, and in the future."
Answer Example
"The secret to my success as an administrator is my ability to earn rapport with clients, over the phone, very quickly. When someone feels comfortable with you immediately, you can almost guarantee that they will become a repeat client. For this reason, 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 be better every single day."
Experienced
"I am successful as an administrator because I genuinely care. My work is my career, and not just a job, to me. 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."
18. What is your proudest achievement in your administrator career?
How to Answer
This question presents an opportunity for you to brag about yourself a little bit. Are you ready? Think back to the times when you received a pat on the back, or public recognition for a job well done. Perhaps there is a time when your actions saved the company a great deal of money or when you trained an employee who was frustrated and ready to quit. There are many examples of what makes you a great administrator!
Entry Level
"I have not been in an administrative career for long, but I would say that my proudest career 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."
Answer Example
"My proudest moment as an administrator was when I caught a major typo in a financial document, that was 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!"
Experienced
"My managerial career has been full of a variety of wins. The greatest, I believe, was when I noticed that my junior administrator had become somewhat disengaged in her work. I took her out for lunch where she opened up and told me that she often felt lost in her day-to-day tasks. I took the next couple of weeks to re-train her on a few of our core activities. She was much happier after the re-training, and much more confident. The fact that she did not quit was very satisfying to me, and it saved the company a lot of funds and time by not having to re-hire and onboard someone new."
19. What is the most difficult situation you have had to face as an administrator? How did you overcome it?
How to Answer
The interviewer would like to know how you react when it comes to workplace challenges, and what you would gauge as a problematic situation. If finding that a colleague has eaten your lunch is your example, chances are, the interviewer will see you as unable to handle substantial challenges. Use a relatable case and be sure to highlight what you did to overcome the situation and make the best of it. This question is not the time to complain about your jobs or co-workers. Keep your response as positive as possible.
Entry Level
"While working as a server, I had a customer have 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 to be part of, but I naturally took on the role of calming down the people at surrounding tables and containing the situation on an emotional level. I knew from that situation that I was great under stress and pressure. The customer was okay in the end!"
Answer Example
"The most difficult situation that I had to face, as an administrator, was the time when our entire system went down for three days. Our IT department was fabulous when it came to their dedication to repairing the situation; however, many of our clients were incredibly frustrated and upset. I made individual phone calls to those whom we had contact information on, via paper source, and explained our situation. It was a lot of damage control, but my boss recognized me later for maintaining a calm disposition throughout all of it."
Experienced
"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 administrator on the team, I was the last to be let go which meant that nearly every Monday, for a few weeks, someone new was laid off and I would have to 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 helped me to secure a good job quite quickly afterward."
20. How do you evaluate success in your day-to-day activities?
How to Answer
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.
Entry Level
"I would consider my day successful if I were to complete my tasks on time and deliver more than my employer expected of me. If I were to receive a pat on the back or a verbal accolade, even better."
Answer Example
"I define a day as successful when I have spent some time working on a project that I am passionate about, I have helped someone else succeed, and I have learned something new. These three factors would equal a very successful day for me."
Experienced
"To me, a successful day is one where I was able to learn a new task and apply it to help someone out. I enjoy days where my project deadlines are on time, with little resistance, and where my client recognize the hard work that I put forth for them."