30 Office Administrator Interview Questions & Answers
Below is a list of our Office Administrator interview questions. Click on any interview question to view our answer advice and answer examples. You may view 5 answer examples before our paywall loads. Afterwards, you'll be asked to upgrade to view the rest of our answers.
Discovery
1. Why are you interested in a career with our organization?
Why the Interviewer Asks This Question
The interviewer wants to know why you are interviewing in their company specifically. They want to hear that you have researched their organization. By showing the interviewer that you have done your research and are invested in a career with their organization, you demonstrate that you are more likely to stick with this position if you are hired.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Answer this question with specific details that show you understand the company. You may want to mention some of their corporate values if you feel they align with yours. You may also want to reference new ventures the company is engaging in or philanthropic work that they participate in.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid stating the obvious. Don't tell the interviewer that you are simply looking for a new job!
If they are with a major corporation, don't simply say you are attracted by the weight their brand holds. Provide specific examples of the lesser-known aspects of their work or brand to show that you have done your research on the company.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I'd like to join the team at ABC Company because I admire the organization's commitment to giving back to the local community. I am passionate about volunteering and bettering our city. I'd love to know that the company I work for is helping as well!"
Written by Jenna Cohen on March 31st, 2022
Discovery
2. What are your career goals?
Why the Interviewer Asks This Question
The interviewer wants to see if this opportunity aligns with your long-term goals. They are likely hoping to invest in you and your career for many years and want to ensure that if they spend the time and money to train you, you will stay on with them and grow there.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Answer this question as honestly as possible, recognizing that there ARE right answers! Answer this question in a way that shows that you would like to grow your career with this particular company and that this role would provide the opportunity to do that.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid giving an answer that implies that this opportunity will not be a long-term stop for you in your career! Do not hint that you are just applying for any opportunity to get in with this particular company.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I'd like to work my way up into a Management role. One of the things that makes me most excited about this opportunity and your team, in particular, is the ability to grow from this role into a Team Lead, ultimately preparing me to become a Manager!"
Written by Jenna Cohen on March 31st, 2022
Discovery
3. What is your greatest weakness? What are you doing to improve it?
Why the Interviewer Asks This Question
The interviewer wants to ensure that you can evaluate your skills honestly. They want to know that you have not only considered your opportunities for personal and professional improvement but that you are actively making strides towards improving those areas.
Written by Jenna Cohen on March 31st, 2022
How to Answer
You must answer both parts of this question! The interviewer wants to know that you are not only able to fully evaluate your capabilities but are also working to improve upon the area that needs it.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid naming a weakness that would significantly impact your ability to perform the job duties! For example, an accountant may not want to highlight that they are bad at math!
Also, avoid only answering part of the question! To do so signifies that your weakness may be following directions.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"My greatest weakness is my public speaking ability. I get nervous in front of crowds and giving presentations. I know I will need to learn this skill to advance in my career, so I am currently working on giving toasts at dinners with friends and presentations to small groups of peers at work."
Written by Jenna Cohen on March 31st, 2022
Discovery
4. What is your greatest strength?
Why the Interviewer Asks This Question
The interviewer wants to hear how you describe yourself. This standard interview question gives the interviewer insight into how you present yourself when you can prepare.
Written by Jenna Cohen on March 31st, 2022
How to Answer
The best answer to this question will directly align with the role. Think about the personality traits, duties, and culture of the company you are interviewing with. Choose an adjective that fits the majority of these. Then, provide a brief explanation. Give the interviewer examples of times you have displayed this strength in the past and when they can expect to see it in their workplace.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Although it is tempting to want to stun the interviewer with a unique answer, in this situation, it is better to stick with the classics! It is better to choose a safer answer that will fit the needs of the role and the expectations of the interviewer than to choose an answer you may have a hard time backing up with examples or aligning to the role responsibilities.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"My greatest strength is my perseverance. When I am not able to solve a problem quickly, I stay on it until I have not only found the solution but learned how to handle it better and more quickly."
Written by Jenna Cohen on March 31st, 2022
Discovery
5. What is the most important piece to a successful office?
Why the Interviewer Asks This Question
The interviewer is asking this question as a roundabout way to find out what you believe makes an office successful. The word "piece" is very open-ended to allow for a wide range of responses.
Written by Jenna Cohen on March 31st, 2022
How to Answer
The interviewer has purposely asked a very open-ended question. They want to see whether you will choose an object, technology, or something else. Choose your "piece" thoughtfully! Be prepared to explain how this piece contributes to the success of an office.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid choosing something that is easily replaced or replicated. The piece you choose should have a clear purpose and an irreplaceable tie to the success of the office.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"The most important piece of a successful office is a great and secure operating system on the computers. Today, most offices store files, client data, and most communications, both internal and external, on their servers. This information must remain secure and accessible only to relevant parties."
Written by Jenna Cohen on March 31st, 2022
Discovery
6. Explain to me your favorite business software. How do you use it in your office?
Why the Interviewer Asks This Question
The interviewer wants to gauge your proficiency with technology by asking this question. They want to hear that you are familiar with the type of software that this job requires and that you are accustomed to using it often in your role.
Written by Jenna Cohen on March 31st, 2022
How to Answer
The interviewer is asking you to choose one favorite software that you use in your office duties. To best answer this question, you should not only be prepared to choose one single type of software but be able to articulate why it is your favorite and how it improves your workday.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid choosing any software or products that automate or remove a majority of your workload. While it is great to use software to make your day more efficient, you do not want to rid yourself of this job opportunity or appear unwilling to work hard by suggesting to the interviewer that it can be done by a software system.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"My favorite business software is Slack. I like how easily it enables communication between members of the office. For example, I can quickly chat with an associate from my desk to see if they mind if someone steps into their office with a question or get a quick answer for someone who calls in. We don't all need to step away from our work or make small talk each time we need to consult with one another, little things which take time away from the workday."
Written by Jenna Cohen on March 31st, 2022
Discovery
7. What in the office is least important to you or could be removed?
Why the Interviewer Asks This Question
The interviewer may ask an "out of the box" question to get a less scripted, more honest answer. They want to gauge what IS important to you by asking what is not.
Written by Jenna Cohen on March 31st, 2022
How to Answer
The interviewer wants you to choose an object in the office that you feel you could do this job successfully without. If you have not yet been to this company's office, think of a typical office and classic office supplies. Choose an object you either can do your work without or that you feel there is a better replacement for.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid choosing any objects that are either critical to your work or would make your work more efficient.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I feel that I could do without the use of the fax machine. I think email and docu-sign allow for the secure sending of documents more quickly, easily, and at a lower cost than a traditional fax machine."
Written by Jenna Cohen on March 31st, 2022
Discovery
8. What do you see as a top priority for office administrators?
Why the Interviewer Asks This Question
The interviewer wants to ensure that your priorities are aligned with the companies' priorities. They ask this question to make sure that you have a good grasp of what the role entails with the understanding that there may be more niche needs specific to their team, company, or industry.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Choose one task for your answer. The interviewer asked you to choose a number one priority; this means that prioritization is likely important in the role! Show that you can prioritize. Provide some brief context to back up your answer as well.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid asking the interviewer questions about their specific needs or the role before providing an answer. They have asked for you to answer based on a general understanding of the role. Requiring further explanation demonstrates either an inability to follow directions or a lack of understanding of the job.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I think organization is a top priority for Office Administrators. Office Administrators often keep the entire office on track, ensure deadlines are met, and sometimes even pay the bills to keep the lights on! If Office Administrators are unorganized, unable to locate files, and do not keep up with important dates, the rest of the staff may find themselves unable to do their own jobs well!"
Written by Jenna Cohen on March 31st, 2022
Discovery
9. If you were CEO of your last company, what would you change?
Why the Interviewer Asks This Question
The interviewer wants to hear that you're able to think critically about improvements without speaking negatively about your company. In any job, there will be annoyances and processes that could move smoother. The interviewer wants to see that you can ideate and implement changes that will help the company without bringing a bad attitude into the workplace.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Aim to answer this question briefly and without emotion. You mustn't carry over any negativity that may exist from your last employer to your next. Choose a change that would have impacted you or your team directly and made your work easier or more efficient. By focusing on how to improve your work, you show the interviewer that you have thought critically about your job and want to achieve your full potential at work!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
By asking this question, it may seem like the interviewer is daring you to speak negatively about your last employer, but don't fall into that trap! Stay positive in your response and focus on the specific changes that would have improved your output!
Written by Jenna Cohen on March 31st, 2022
Answer Example
"If I were CEO of the last company I worked for, I would improve the technology and software we used. This would be an expensive undertaking, so I understand why they haven't done it yet, but I always felt that if we had the latest systems, we would be able to automate some of the processes that slowed us down."
Written by Jenna Cohen on March 31st, 2022
Discovery
10. An office administrator needs to be organized. How do you remain organized?
Why the Interviewer Asks This Question
The interviewer wants to hear that you understand the needs of the job and are equipped to perform. They are looking for specific examples of how you stay organized on the job. If you implement systems to prioritize or locate information, tell the interviewer about them.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Answer this question with your methodology of staying organized. Provide examples of strategies or products you use to remember dates and meetings and locate important files.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid being vague in your response. Don't tell the interviewer that you are organized; explain HOW you are organized and why you consider yourself to be an organized person.
Also, don't let the interviewer know if organization is not your strength. Although it's best to be honest, you do not want to imply that simple fixes are beyond your ability, especially when they have identified that it is vital to the role.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I stay organized by keeping lists and color-coding my calendar! When I set tasks for myself, I give myself a deadline and color code it based on urgency. When it is completed, I file the related notes or paperwork according to the topic. That way, I'm able to reference past tasks quickly!"
Written by Jenna Cohen on March 31st, 2022
Discovery
11. How well do you think on your feet?
Why the Interviewer Asks This Question
This question reveals that this job will require quick thinking and quick responses. It is important to note that all interview questions require you to "think on your feet," as you are never sure what the interviewer will ask next.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Be sure to answer this question honestly in terms of both your general performance AND your performance during the interview so far! If you say you are always able to think and react quickly but have been unable to respond to questions immediately, it will appear as though you are unable to accurately represent yourself.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid the urge to say what you believe the interviewer wants to hear. Some questions have right answers, and the interviewer may hope to hear a strong affirmative, but it is more important to show that you're able to analyze your behavior and provide true responses!
Written by Jenna Cohen on March 31st, 2022
Answer Example
"Usually, I can think well on my feet! I pride myself on being able to work well under pressure. I will admit that my nerves are getting the best of me today and slowing me down a bit. I've been excited to discuss this job with your team!"
Written by Jenna Cohen on March 31st, 2022
Discovery
12. Why are you the best person for this position?
Why the Interviewer Asks This Question
The interviewer is giving you the opportunity for open-ended self-promotion. This is a great time to highlight your experiences or skills that may not be captured in classic interview questions.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Pick two to four skills or experiences that make you a stand-out candidate for this role. If you possess any skills or experience that is mentioned in the job description as a key aspect of the role, talk about that now. This is an opportunity to ensure the interviewer hears everything you hoped to cover in the interview.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid focusing on any skills or experiences that have already been covered in depth during the interview. If you feel you have touched on everything through the interview already, restate your highlights for the interviewer and move on.
Avoid being too brief. You want to give the interviewer at least two reasons that truly relate to the role or company.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I am the best person for this position because I have made a career out of helping offices grow. I love building administrative teams, processing backlogged paperwork, and creating an organizational system to make life easier for everyone."
Written by Jenna Cohen on March 31st, 2022
Discovery
13. Tell me about the most difficult supervisor you have ever worked with and how you went about working with him or her.
Why the Interviewer Asks This Question
The Interviewer wants to identify how you work with others, specifically with authority figures. This question may be an indicator that there are strong personalities in the office. Your interviewer may also want to ensure that the individual they bring on board is willing to make corrections and take feedback when necessary.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Draw on any of your past work, school, or volunteer experiences to answer this question. Present a situation in which you clashed with an authority figure, and make sure to present a positive resolution! The focus of your story mustn't be why you clashed or how that impacted you, but rather how you worked to either resolve the issue or find a way to work together.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid focusing on the conflict. You do not want to create the impression that you disagreed with this past Supervisor in a manner that interrupted others' work or impacted other colleagues negatively.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"When I worked at XYZ Company a few years ago, I had a hard time understanding the directions given by a particular Supervisor who I did not work with often. I found their instructions to be a bit vaguer than I was used to. This Supervisor felt that I was questioning their authority since I typically had more questions for them than I did for other Supervisors I worked with. In time, I learned which of my peers worked with this Supervisor most and would be good resources for my questions. The Supervisor liked that I was performing better and building relationships within their team, which ultimately helped our working relationship."
Written by Jenna Cohen on March 31st, 2022
Discovery
14. Why did you leave your last job?
Why the Interviewer Asks This Question
The interviewer wants to understand your motivations for changing jobs because they want to know if you are likely to stick with their company if they hire you.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Answer this question honestly without providing too much detail or making disparaging comments about your previous employer.
Most companies do employment verification and will find out the reason you left from the company's perspective, so you should tell the interviewer the truth upfront. If you were let go from your last role, explain why. Maybe there was a mass layoff, and you were caught up in that. If your departure was due to performance or attendance, give the interviewer a brief explanation of why those issues happened and what has changed so that you will not repeat the same mistakes!
If you chose to leave your last role, tell the interviewer what your motivations were. If you relocated to a new city or had to reduce your hours to take care of a loved one, say that.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid speaking negatively about any of your prior employers! Even if you were let go, try to speak about it without anger or sadness. The interviewer wants to hire someone who is excited about joining their organization, not someone who is applying as a last resort.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I didn't choose to leave my last job; I was laid off when my entire department was dissolved. I enjoyed working at ABC Company. I was friendly with my colleagues and pleasantly challenged by my work! I would have loved to stay with them longer, but now I am looking for another opportunity where I can continue to grow professionally and work with more great people."
Written by Jenna Cohen on March 31st, 2022
Discovery
15. Can you multitask? Please provide examples of when you have had to multi-task at work.
Why the Interviewer Asks This Question
In asking this question, the Interviewer provides insight into the skills this job requires and ensures that you have the experiences necessary to be successful on the job.
Written by Jenna Cohen on March 31st, 2022
How to Answer
The Interviewer is looking for a yes or no answer AND examples to support your answer.
If your answer is yes, indicate how often you are accustomed to multi-tasking at work. Maybe it was a daily need in your last role, or maybe it is something you've done once or twice. You can provide more general examples of times you may have to multi-task if you have used this skill regularly at work. If you have only used this skill once or twice, it will be much more impactful to provide a specific example.
If you haven't used this skill at work, consider a time you used it at home or indicate that you can learn how to multitask.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid giving a succinct "yes" or "no" to the Interviewer. You must answer all of the interviewer's questions fully. Failure to do so may cause the interviewer to believe you lack the skills that you have!
Written by Jenna Cohen on March 31st, 2022
If yes, Example
"Yes, I have had to multi-task in every job I have had! For example, I am typically responsible for answering incoming calls, handling clients in the office, and processing paperwork during the same work periods."
Written by Jenna Cohen on March 31st, 2022
If no, Example
"I haven't had to multi-task much at work, but I am good at handling deadlines for all of my classes in school. I think this experience will translate well to the job and help me learn to multi-task quickly!"
Written by Jenna Cohen on March 31st, 2022
Discovery
16. Tell me about yourself:
Why the Interviewer Asks This Question
The Interviewer wants to hear how you view yourself as a worker and a person. They want to get a sense of what they can expect from you as a member of their team. They expect you to show a bit of your personality and show that you are a dedicated employee.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Remember, an interview is a time to brag about yourself!! Even though it may feel a bit strange to talk about yourself, it is necessary to promote your talents. Think of yourself as your best friend if it helps! You would want to give a potential employer the best description of your best friend!
When describing yourself as a worker, use as many job-specific traits as you can. If you are your current employer's resident expert on the payroll software, include that! If you are known for giving a good pep talk or sharing helpful advice, those qualities show who you are and make an interviewer want to work with you!
This question is a great time to provide insight into anything you're passionate about outside of work as well, but limit it to one or two specific, work-appropriate things. If you are in school, learning a new skill, or a marathon runner, those are fun and relevant things to share!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid answering this question with simple, over-used words and phrases. The interviewer has heard "hard-worker," "punctual," and "consistent" too many times before. Use more specific qualities to show that you understand what the role requires and to leave a lasting impression on the interviewer.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I am an avid reader and runner! In my free time, I love to read sci-fi. I also start every day with a two-mile run, which energizes me for the day and helps me focus. Then, during my workday, I am a whiz at multi-tasking between responding to clients, answering the phones, and sending out invoices. I like being busy! I also enjoy building relationships with clients. I want them to know they will be remembered and greeted kindly every time they come in."
Written by Jenna Cohen on March 31st, 2022
Discovery
17. Have you ever coordinated an event? How did it go?
Why the Interviewer Asks This Question
The interviewer wants to find out if you have experience coordinating events, and if so, how much experience. By asking how events went, they also seek to determine whether you look for results and are dedicated to succeeding in all areas of the job.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Start your answer with a yes or no and a brief description of how many events you have coordinated. If you have coordinated many events, focus on the events that were the most successful and how involved you were in the planning process.
If you have never coordinated an event in a professional setting, let the interviewer know if you have helped plan large or involved events in your personal life. Your experience planning family reunions or siblings' weddings may help you land this job!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
When responding to the results portion of the question, be careful not to focus on opportunities for improvement or perceived issues with the events. Also, avoid giving too much credit to anyone you may have partnered with. Though it often feels strange to do so, you should focus on your achievements and successes over those of the larger team in your interview.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"Oh, yes! I helped put on multiple events each year, some of which were annual and some of which needed to be fresh and new each time. My favorite was our annual charity gala! I loved stretching our budget to create a night of glamour for a good cause. It was a personal mission of mine to use as little of the allotted budget as possible and then aim to bring in at least twice as much in donations. We were successful three out of the four years I was there!"
Written by Jenna Cohen on March 31st, 2022
Education
18. What is your highest level of education?
Why the Interviewer Asks This Question
This is a "check the box" question. There is no deeper meaning to this question. The company may have a certain level of education required for employment or the specific role, but it's more likely that they are gathering information on your background.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Answer this question honestly and briefly. Unless you have achieved a post-graduate degree in your specific career or area, your level of education is unlikely to significantly impact the hiring decision. Be brief in your answer so that the interviewer can move on to questions that may allow you to better demonstrate your experience.
If you are currently in school or a certificate program, be sure to tell the interviewer when you expect to graduate or earn your degree!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid providing the interviewer with information about WHY you achieved this level of education. Though it's common to feel like you need to provide background into the circumstances of why you did not complete a degree, you don't. If you want to provide more information, tell the interviewer what specific work experience has taught you the skills you may have otherwise learned in a traditional school.
Written by Jenna Cohen on March 31st, 2022
Straightforward: Example
"I have a Bachelor's degree in Psychology from the University of Georgia."
"I earned my G.E.D. in 2019."
"I will finish my A.A. this spring!"
Written by Jenna Cohen on March 31st, 2022
Equivalent Experience: Example
"Though I did not complete my degree, I have learned so much in the four years I have been Office Manager at ABC Company and XYZ Company. I have learned how to handle difficult customer complaints on the fly, create intricate spreadsheets in excel, manage calendars, and conduct monthly bookkeeping!"
Written by Jenna Cohen on March 31st, 2022
Education
19. Why do you want to be an Office Administrator with our organization?
Why the Interviewer Asks This Question
The interviewer wants to hear that you have done your research and are interested in this specific role with their organization. Make sure your answer is tailored to their open role as they want to hear that, if hired, you will be in the role and with the company for a while. They want to ensure that you will be a dedicated employee and not leave right after training.
Written by Jenna Cohen on March 31st, 2022
How to Answer
To answer this question, tell the interviewer what interested you in the role. Your interest may be focused on the duties described in the job ad, or you may be interested in the company and want to get your foot in the door. Provide specific examples of what you are most intrigued by to show the interviewer that you understand the role and the company.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid providing vague answers! You do not want to imply that you are simply taking whatever job you get an interview for, even if that is the truth! Do your research on the company and role ahead of time and be sure to grab at least one or two details from their company site that you can use to back up your response.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I'm interested in becoming an Officer Administrator with ABC Company because I'm excited by the mix of responsibilities of this role. I work best when I am multi-tasking! I love having my hands in a mix of different projects and working with different departments. From the job posting, it sounds like that is exactly what you need the person you hire to do."
Written by Jenna Cohen on March 31st, 2022
Education
20. What is your ideal company?
Why the Interviewer Asks This Question
The interviewer wants to determine if their company aligns with your needs to gauge how likely you are to stay in this new role for a while.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Focus on the culture you would like to see at your next company. To prepare for your interview, read the company's mission statement and values. If any of these points stand out to you, this is a great time to tell your Interviewer that! You can also use this opportunity to ask the interviewer about the company's stance on work/life balance, sustainability, or other points that would make or break your decision to work there.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
The biggest mistake you could make in answering this question is to not provide specifics of what you want to see in a long-term employer. The interviewer wants to make sure that you will stay with their organization. If your response makes it seem like you will take any job that pays and has benefits, they will worry that you will move to a new job as soon as you can.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I'd like to work with a company that offers growth opportunities. I want to continue to grow my skills, and I'd like the opportunity to gain more responsibility as I learn more aspects of my role and the company overall. I'd also like to work for a company that gives back to their local community."
Written by Jenna Cohen on March 31st, 2022
Education
21. Do you have any professional or relevant skills that you are currently working on?
Why the Interviewer Asks This Question
The interviewer hopes to hear that you are invested in your growth. If you are, the interviewer will see you as an investment who will be open to learning. This type of person is easier to train and tends to be a better fit in a variety of work cultures. This type of person is also more likely to bring new ideas and opportunities for improvement to the entire team and larger organization!
Written by Jenna Cohen on March 31st, 2022
How to Answer
It's important that you do answer this question with an affirmative! If you are not learning a new language or software or chasing further education, tell the interviewer that you want to expand your knowledge of a specific job duty listed in the posting. If this company is in an industry you've never worked in before, tell the interviewer that you are eager to learn about the industry.
If nothing comes to mind that aligns with this role specifically, tell the interviewer an anecdote about something else you have learned recently or would like to learn in the future. Though it may not relate professionally, it will make your interview memorable and show that you are still open to growing as a person!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid providing no answer or stating that you simply want to learn the role that you are applying for. Though the latter may seem to prove that you're open to on-the-job training, it does little to show that you'd be willing to take on new tasks or skills after your first few weeks with the company.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I'm working on learning more in Microsoft Excel. I consider myself good at Excel, but the more I learn, the more I find that I could learn! For example, I was reviewing conditional data rules last night. I do most of my Excel training on my own time, though I find it helps me work more efficiently!"
Written by Jenna Cohen on March 31st, 2022
Leadership
22. What three expectations do you have of your office staff?
Why the Interviewer Asks This Question
The interviewer wants to find out more about your management style. They want to know what standards you hold all staff to.
Written by Jenna Cohen on March 31st, 2022
How to Answer
This answer should be brief and not require too much explanation. Since there are no parameters on this question, there is no need to overthink! Consider what is generally required in a workplace - professionalism, courtesy, and punctuality. Using basic ground rules like these in your answer shows that you understand the daily responsibilities of Management.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid overthinking your answer. If you struggle to choose between two different expectations and are forced to limit yourself, know that it is better to provide the interviewer insight into your thought process and all of your expectations rather than to appear to not have an answer or set expectations.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I expect my office staff to be punctual, courteous, and professional at all times. In my experience, if even one person in the office is not able to meet these three expectations, both the morale and the work output of the entire office suffers."
Written by Jenna Cohen on March 31st, 2022
Management
23. Tell me about your favorite co-worker/boss you've had in the past.
Why the Interviewer Asks This Question
The interviewer wants to hear what qualities stand out to you in a colleague or leader. They also want to find out how you like to be managed and what kind of personalities you work well with.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Tell the interviewer about your favorite co-worker or boss in a general sense. They want to hear what qualities this person embodied and why you worked so well with them, not how you met them or the role you worked in together. It is worth mentioning if you are describing a particular boss or leader from your experience who was particularly impactful in shaping your career or helping you grow.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"The best boss that I've ever had acted as both a mentor and a leader for myself and my team. He was available to answer questions and provide advice and stayed up to date on what was new in the industry to develop us all further."
Written by Jenna Cohen on March 31st, 2022
Operational
24. Do you work well under pressure?
Why the Interviewer Asks This Question
The interviewer is revealing that there will be times in this role you will have to handle competing priorities or tasks, and they want to ensure that you can work in these conditions.
Written by Jenna Cohen on March 31st, 2022
How to Answer
This question has a clear right answer. The interviewer is revealing an important need for the business and the team. They want to ensure that you can meet this need.
Answer this question with an affirmative, and be sure to provide examples of times you have had to work under pressure. Be specific as to whether these examples are of competing priorities, a complex task, or another related dilemma.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid telling the interviewer that you are not comfortable under pressure unless working in this manner is a deal-breaker for you. Doing so may just be a deal-breaker for them!
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I'm accustomed to working well under pressure. In my last few roles, I was required to handle inboxes that often had urgent matters, and I am used to having to jump from one project to another, depending on which is more important."
Written by Jenna Cohen on March 31st, 2022
Operational
25. What tactics in the past have you employed to keep a close watch on competition?
Why the Interviewer Asks This Question
The interviewer is revealing that their company values keeping an eye on their competitors and wants to see if you have experience that will help them continue to monitor their competition. They are looking for specific examples that you would employ on the job if you are hired.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Provide the interviewer specific examples of how you have monitored competitors in your past employment. If you do not have experience, let the interviewer know that and provide examples of how you imagine you may go about it, but be sure to add that you are a quick learner!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Be sure to keep your answer professional. There is a clear divide between keeping an eye on competitors and crossing legal lines. Every response you provide in an interview setting should remain squarely on the discovery and legal side of the line.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"In the past, I have kept an eye on competitors on a national scale by staying up to date on industry trends, forecasts, and major names in our field. For more local competitors, I chat with clients to see what they are experiencing in the market. I ensure that we are price matching and providing deals as needed to keep our clients loyal."
Written by Jenna Cohen on March 31st, 2022
Situational
26. You have been asked to set up a meeting. Quickly go over the steps you take to make this meeting happen.
Why the Interviewer Asks This Question
The interviewer wants to see how you handle a common situation on the job. They want to find out more about how you analyze situations and if you are prepared to take on the role.
Written by Jenna Cohen on March 31st, 2022
How to Answer
By asking you to respond quickly, they are making it clear that they do not expect you to have to think hard on this answer. Be sure to respond right away and to list the steps as asked. If there is additional information you feel that you would need to complete the task, make your first step to ask those questions!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid summarizing the steps you would take. When an interviewer asks you to provide an answer in a specific way, like listing steps, it's important to show that you are listening to them fully by responding as asked. Providing the answer as asked will also increase the likelihood that the interviewer understands your point clearly and shows that you will take on tasks as they are assigned in the future.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"My first step would be to ask who needs to attend the meeting. Knowing the size of the group and whether it is internal or if clients will be attending will affect both the size of the room I book and the materials needed in the room. My next step would be to identify the times that all required attendees are available and send out calendar invites. Then, I would book the room that best suits the size of the meeting and the purpose of the meeting. Based on the purpose of the meeting, I would also look into catering options."
Written by Jenna Cohen on March 31st, 2022
Situational
27. Describe a situation when you were given a large amount of data and had to analyze it and provide results.
Why the Interviewer Asks This Question
The interviewer wants to gain insight into how you work through problems. They also want to make sure that you have experience analyzing data and providing results. Though this specific skill may not be required in all Office Administrator roles, if the interviewer asks you about the skill, it is likely important for this position.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Provide your best anecdote to answer this question. Briefly tell the interviewer about a project you worked on where you were given data and reviewed it to provide either results or a recommendation.
Data is usually numerical, but it does not necessarily have to be. If you feel you have analyzed something less quantifiable to provide either great results or a recommendation, don't hesitate to give the interviewer that example!
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid worrying too much about providing the best example you can. If your mind goes completely blank, tell the interviewer that you simply have a case of nerves and would love to follow up with them later in the day. If you do this, you must NOT forget to follow up!
Written by Jenna Cohen on March 31st, 2022
Answer Example
"I was able to save my company almost $10k each year by switching office supply vendors. After reviewing the invoices we received, I realized we were overpaying for some of the supplies we used most, such as copy paper and staples. I reached out to multiple competing vendors to get quotes and made the recommendation to my leadership team that we switch. They were excited that we could save on costs with a switch that they would never notice."
Written by Jenna Cohen on March 31st, 2022
Situational
28. How do you occupy yourself when you do not have any pressing tasks?
Why the Interviewer Asks This Question
The interviewer wants to learn about your work ethic. The interviewer wants to ensure that you can work independently and maintain a steady work pace without supervision and pressure. The interviewer wants to hear that you keep yourself busy with relevant work tasks that have not been directly assigned to you or do not have an imminent deadline.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Answer this question with examples of what you believe are relevant tasks. Though you may be able to bring in past experience to help you formulate a response, this question can be answered without the use of an anecdote.
If you are not entirely sure what the responsibilities of this role entail, talk about general upkeep tasks, like organizing your work area or filing old emails.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid providing the interviewer specific details about how you occupied your time in a past job that does not directly relate to the role you are interviewing for. They want to hear about what you will do in this specific job.
Also, avoid mentioning personal tasks. The interviewer does not want to hear that you will use any unsupervised time to check your personal messages or take breaks when you are meant to be working.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"When I don't have any pressing tasks, I like to organize my area and my computer. I check for software updates, organize my email inbox, or remove distracting clutter from my area. After I have knocked those tasks out, I check with my colleagues to see if they have anything I can assist with, but I like to use my downtime to prep myself for the next priority."
Written by Jenna Cohen on March 31st, 2022
Situational
29. How do you prioritize your work?
Why the Interviewer Asks This Question
The interviewer wants to find out more about how you will act on the job. They want to hear that you understand that not all tasks will have the same level of urgency and that you have some knowledge or strategy to draw from when you are assigned competing tasks.
Written by Jenna Cohen on March 31st, 2022
How to Answer
This question is best answered with a brief and straightforward response outlining how you would identify which tasks should be completed first. Describe a time in the past when you had to prioritize or reprioritize your work.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid being too specific in your response if you are drawing from past experience. For example, if you talk about a time you processed invoices with deadlines, the experience may not translate well to work without explicit due dates. Focus instead on the strategies or steps that you take to determine what makes one task more important than another.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"When prioritizing my work, I consider a few different factors. For example, I always consider whether there is a strict deadline or due date on a task. I also take into account who assigned the task and how long I expect it to take. If I can run a report for my Supervisor in five minutes or less, I knock that out to appease them and ease my to-do list."
Written by Jenna Cohen on March 31st, 2022
Situational
30. How do you deal with frustrated clients?
Why the Interviewer Asks This Question
The interviewer wants to find out how you will act when you encounter tricky situations on the job. Interviewers will often slip this question in when it appears that you've gotten comfortable in the conversation. They do this to get a real, unabashed answer, rather than a scripted one.
Written by Jenna Cohen on March 31st, 2022
How to Answer
Answer carefully! Use the golden rule here: treat others how you would want to be treated. Think about how you want someone in a customer service role to treat you when you call with a complaint. Then, walk the interviewer through that ideal interaction. Speak slowly and clearly. This will show you understand the weight behind the question and the hypothetical situation.
Written by Jenna Cohen on March 31st, 2022
What to Avoid
Avoid giving in to an interviewer who may be trying to lead you into a casual answer. As Office Administrator, you are trusted to represent the company well, even when faced with frustrated clients and difficult situations. You must show the interviewer that you understand the gravity of this responsibility and will conduct yourself accordingly.
Written by Jenna Cohen on March 31st, 2022
Answer Example
"When dealing with a frustrated client, I keep an even tone and actively listen to them. Even if I am in the middle of something, I stop what I am doing to ensure that the client feels heard. I repeat the issue back to the client after they have finished speaking to reinforce that I understand them and will work to resolve the problem. It's also important to me that I get the client's name and information to follow up with them."
Written by Jenna Cohen on March 31st, 2022