List of 35 Office Assistant Interview Questions & Answers
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1.
What was the biggest mistake you made at your last job?
Why the Interviewer Asks This Question
During the interview process, many candidates act as though they are flawless. People make mistakes, and this question helps the hiring manager understand more about your character.
What You Should Say
Choose a mistake that resulted in minimal impact. Be specific, and explain how you responded to the mistake and what you learned from it.
Luke's Answer
"When I first joined my current company, I made a mistake placing a coffee order. I was still in training and had completed the inventory. When I placed the order, I mistakenly added an extra zero and ordered 200 cases of breakfast blend coffee instead of the 20 I was supposed to order. I was fortunate that our sales rep knew it was a mistake and emailed us before completing the order. That mistake taught me 'to slow down to speed up,' and I've learned to pay attention to the details."
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2.
What part of working in an office do you enjoy most?
Why the Interviewer Asks This Question
An office assistant is responsible for tasks such as updating paperwork, greeting potential clients, answering the phone, and ordering supplies. The hiring manager asks this question to gain a better understanding of the duties you prefer.
What You Should Say
Be sure to mention what you enjoy most because some applicants make the mistake of stating what they like least about being an office assistant. Your answer should have a direct impact and benefit the company.
Luke's Answer
"I most enjoy keeping the company organized while working behind the scenes. I maintain all expense reports for senior leadership and have new hire packets ready for each employee's first day."
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3.
What do you like most about being an Office Assistant?
Why the Interviewer Asks This Question
The hiring manager is listening for answers that indicate what you enjoy most about this position. The way you answer this question may shed light on your strengths as an employee.
What You Should Say
This is a great opportunity to show your enthusiasm for the position. Provide insight into what you find rewarding about working in an office environment.
Luke's Answer
"What I like most about being an Office Assistant is the ability to keep the office environment organized. Whether it's answering the phone or ordering office supplies, I feel that my contribution keeps the managers focused on what they need to do."
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4.
What separates you from our other candidates?
Why the Interviewer Asks This Question
The hiring manager wants to know what other specific qualities you have that complement your work experience. This question is asked to determine how you can add value to the company.
What You Should Say
Reflect on your work experience to identify what makes you a great employee. Review your past performance reviews and think about the times in which your co-workers came to you to help them.
Luke's Answer
"I am conscientious, but what separates me from the other candidates is my ability to take the initiative. If I see a coworker that needs help, I'll ask what I can do to assist; if the recycling bin needs to be emptied, I'll empty it instead of waiting for maintenance to do it the following day. When the President of the company wanted to switch out coffee machines, I contacted three companies to get pricing to rent the machine and the cost of the coffee. I put it on a spreadsheet for him to review."
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5.
How organized are you?
Why the Interviewer Asks This Question
This hiring manager wants to know if you are organized. A skilled office assistant will keep the office environment organized so others can focus on their duties.
What You Should Say
Provide an example that demonstrates how your organizational skills will benefit your direct supervisor too. An office assistant who can make their boss's job easier will be an ideal candidate.
Luke's Answer
"At the end of every month, my manager has to complete his expense report, and it has to be submitted by the fifth day of the following month. Many times, he scrambled to get them together and would forget to add expenses because he was rushing to complete it in time. Now, I complete his expense reports and have him review them at the end of each week. It has made his life easier, and all of his expenses are accounted for in the correct month."
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6.
What do you know about our company?
Why the Interviewer Asks This Question
The hiring manager is reviewing several candidates that they think may be a good fit for the office assistant position. It is expensive to hire and train a new employee, and they want to hire the candidate they believe will complement the organization in the long term.
What You Should Say
Research the company and review the mission statement. Explain how those values align with yours. You want the hiring manager to know that you are just not applying to positions to get a job, but that you are applying to the companies where you can build your career.
Luke's Answer
"I am impressed by how much your company has grown. Within the last three years, I noticed the organization has taken calculated risks by expanding in the region. Your commitment to the community and an office culture that values hard work and dedication is why I submitted my application for the office assistant position."
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7.
What have you done at your present/last company to increase revenues, reduce costs, or save time?
Why the Interviewer Asks This Question
Companies want employees to increase revenues, reduce costs, or work efficiently. An employee that can do these things in their role will help the company increase profitability.
What You Should Say
Describe an example that shows the hiring manager what you have done for your previous organization. This is an opportunity to showcase how you have gone above and beyond as an office assistant.
Luke's Answer
"With the guidance of my manager, I helped do a pricing comparison when the lease of our coffee machine expired. On a spreadsheet, I prepared pricing information for three different companies. We made the switch, and the team is thrilled with the rescued expense. They love the coffee selection too!"
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8.
What type of documents and formats have you generated in the past?
Why the Interviewer Asks This Question
In some companies, the office assistant may handle different types of documents, such as contracts or insurance certificates. This is an opportunity for the hiring manager to learn what other responsibilities you handle and how your experience compares to that of other candidates.
What You Should Say
Review the job description to determine the formats or documents this company requires the office assistant to have experience with. If you do not have the desired experience, describe the documents and formats you have experience with.
Luke's Answer
"During my last performance review, my manager noted my organizational skills and asked if I would like additional responsibilities. He trained me to compile all the certificates of insurance and organize them on a spreadsheet. On the spreadsheet, I included all of the pertinent information and the date the certificate expired. At work, I use Microsoft Office and format the monthly newsletter in Publisher. In my personal life, I use G Suite."
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9.
Tell me about a complex project you were tasked with completing under deadline.
Why the Interviewer Asks This Question
At times, the office assistant may be asked to handle time-sensitive tasks. The hiring manager asks this question to understand the experience you have handling tight deadlines and how you maintain your composure.
What You Should Say
Give the hiring manager the impression that you can maintain your composure when faced with tight deadlines. If handling stressful situations is not one of your strong suits, describe how you have worked to handle this better. Include an example of how you handled it as an office assistant.
Luke's Answer
"When I first started as an office assistant, I realized I didn't handle stressful situations well. My manager wanted a quick turnaround regarding an inter-department memo, and I did not take the extra few minutes to re-read it. After that experience, I made improvements to handle tight deadlines more effectively. I use calming techniques when I feel that I am tensing up. If the task involves a document that I need to type, I'll re-read it (usually out loud) to make sure it sounds correct."
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10.
How reliable of a worker are you?
Why the Interviewer Asks This Question
On any given day, the office assistant greets guests, answers the phone, communicates with other employees, and files paperwork. The hiring manager will hire an office assistant who can handle these tasks so other employees can focus on their responsibilities.
What You Should Say
Provide examples that demonstrate your reliability. If you were given additional roles and responsibilities or if your manager mentioned your dependability in your performance review, include those examples.
Luke's Answer
"I am dependable. When I first started at my current job, my manager was impressed with my communication skills with others in the office. One day she asked me to take the minutes for one of the weekly meetings. Now I handle the minutes for all office meetings, including the ones with confidential/ sensitive information."
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11.
As an office assistant, you may be privy to sensitive information regarding your colleagues. Explain how you would handle those situations.
Why the Interviewer Asks This Question
The office assistant may handle sensitive information regarding colleagues or confidential information regarding the organization. The hiring manager wants to be sure you can handle sensitive information discreetly.
What You Should Say
Describe an example involving your colleagues. Discussing a situation involving a coworker shows that you can maintain a professional relationship with other employees.
Luke's Answer
"Towards the end of the year, my manager emailed a spreadsheet listing all of the salaried managers with the bonus they were to receive. I shouldn't have been copied on the email, and once I realized the spreadsheet contained sensitive information, I deleted it and let my manager know."
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12.
What skills are essential for this position?
Why the Interviewer Asks This Question
The hiring manager asks this question to make sure you understand the role of an office assistant. Ideal skills for an office assistant position include organization and communication.
What You Should Say
If you are an experienced office assistant, you know that communication is a critical skill. You will need to be pleasant, articulate, and informed because you will interact with colleagues, managers, and possibly clients or people in other offices of the same organization.
Luke's Answer
"Communication is a critical skill because the office assistant interacts with the management, senior leadership, clients, and visitors. I do my best to be pleasant, helpful, and well-informed every day."
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13.
Tell me about your previous work experience as an office assistant.
Why the Interviewer Asks This Question
When the hiring manager asks this question, they want to know if your prior experience is similar to the position you are interviewing for. If you are currently handling many responsibilities, but those would be scaled back in this new role, the hiring manager will have concerns that you may not be engaged in this role.
What You Should Say
Discuss examples that are similar to what you would be doing at this company. Include examples that show that you have been given additional duties and responsibilities.
Luke's Answer
"As an office assistant, I handle all clerical tasks in our office. I greet clients and visitors and direct all incoming calls. I update paperwork and maintain all files. My manager was impressed how I organized the files and set up the same filing system for all staff."
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14.
What is your greatest strength?
Why the Interviewer Asks This Question
When the hiring manager asks this question, they want to know what you consider your strength as an office assistant. Ultimately, they want to hire a candidate who will complement the team and improve the office environment.
What You Should Say
Review the job description to determine what qualifications the office assistant must have to be considered. Qualifications may include writing clearly, the ability to work well with limited supervision, and having a pleasing personality with strong communication skills.
Luke's Answer
"One of my strengths is my organizational skills. Every morning, I prioritize what I need to accomplish that day. I put everything on my calendar so that I don't lose sight of my responsibilities."
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15.
Do you have career goals you are pursuing, such as further education or promotions? If so, what are they?
Why the Interviewer Asks This Question
This is another way of asking if you plan to stay at the company for a while or if you will leave at the first opportunity. The company wants to hire an office assistant who is motivated to grow with the business.
What You Should Say
Focus on how your goals and personal development will add value to the company. You want the hiring manager to know that you applied because you want to grow with the company and not for a short-term job.
Luke's Answer
"I applied for the office assistant position because I am looking for an opportunity to enhance my communication skills. The job description mentions that you want to hire a candidate who has experience collaborating with employees in separate offices because of the anticipated growth in the next three years. I have experience communicating with a satellite office and continue to work on my communication skills, so I would be able to work with additional locations."
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16.
What are some of the habits that you do around the office that you find unique to yourself?
Why the Interviewer Asks This Question
This question is another way of learning about your strengths as an office assistant. They want to hire a candidate who will complement the team and improve the office environment.
What You Should Say
Use a humble but confident approach when answering this question. Be specific about your strengths and the ways you keep the office organized.
Luke's Answer
"I like to keep things organized and efficient. I created an inventory sheet to make it easier when ordering office supplies. I also created a system at my desk similar to an in/ outbox, except I use it as an efficient way to communicate with the managers. Every day, the managers are busy making sales calls, and I can't always relay messages or get their signatures right away. When I need them to approve or review a document, I leave a file on the edge of my desk for them to review. If they see their file, they take a minute to review what's in there."
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17.
What areas of Office Assistant do you excel at?
Why the Interviewer Asks This Question
The company is hiring an office assistant who will be responsible for many tasks. A candidate who is not organized or does not communicate effectively will not be the ideal candidate.
What You Should Say
Review the job description to determine which responsibilities are the most prominent or desired skills for an office assistant in this company. Provide specific examples that showcase your skills.
Luke's Answer
"My strengths are my communication skills and my ability to keep the office organized. Most of my communication is through email. I leave detailed notes for my team and find email is the best way to do that. One of the account managers is on the road the majority of each day and is only in the office on Thursdays. I realized he wouldn't check his office email when he travels, so I leave him voicemails to keep him in the loop."
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18.
What management style do you respond best to?
Why the Interviewer Asks This Question
When the hiring manager asks this question, they want to know how to get your best every day. An office assistant who needs constant direction will excel working for a boss who wants frequent status updates.
What You Should Say
Think about which of your former bosses you would work for again and list the reasons why. Your favorite boss may have held you accountable so you were ready for the next promotion, or she may have taken you under her wing and given you more responsibility.
Luke's Answer
I prefer to work for a boss who sets daily expectations, provides support, acts as a mentor, and holds the team accountable. I was fortunate to work for a boss who had that management style, and I felt comfortable asking questions to make sure I understood his expectations."
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19.
Are you always on time or early for work?
Why the Interviewer Asks This Question
This question is designed to find out more about your dependability. An employee who shows up on time is considerate and can hold themself accountable to do so.
What You Should Say
It's important to be on time for your shift; otherwise, managers wouldn't write a schedule that included a start time. Respond to this question by discussing how being late impacts others.
Luke's Answer
"I don't like to be late, and so I give myself extra time for unexpected delays. I realize that my co-workers count on me to be on time, and I don't want to let them down."
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20.
Why are you the best assistant for this job?
Why the Interviewer Asks This Question
An office assistant handles many important tasks, and the hiring manager asks this question to learn more about what separates you from other applicants.
What You Should Say
In addition to handling clerical duties, the office assistant is often the first person who meets with potential clients or customers. Take this opportunity to remind the hiring manager how important that first interaction is and explain how you make a great first impression.
Luke's Answer
"I consider myself organized and develop systems to work efficiently. In addition to updating documents and files, I realize the importance of a friendly, professional greeting. That first interaction with guests and visitors is so important to represent the brand well."
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21.
How does this assistant position fit into your career path?
Why the Interviewer Asks This Question
It is expensive to place job ads, conduct interviews, and hire employees. This question helps the hiring manager understand your motivation for applying for this job.
What You Should Say
Reassure the hiring manager that you applied because you are looking for long-term employment. This is a great opportunity to show you are career-driven and will grow and develop your skills.
Luke's Answer
"I chose to apply to your company because I enjoy being part of an office environment. You mentioned that you have a track record of promoting from within, and I see myself enhancing my skills so that I can contribute to the success of the company and continue to grow."
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22.
Do you have a good sense of humor?
Why the Interviewer Asks This Question
The hiring manager asks this question to determine if you take yourself too seriously. They want to hire an office assistant who will be professional and relaxed in the workplace.
What You Should Say
Interviewing for a company can be a nerve-wracking experience. This is an opportunity to show another side of yourself while maintaining your professionalism.
Luke's Answer
"I have a good sense of humor, and I can laugh at myself. I spend the majority of the day at work, and I am looking for an opportunity to have fun while still maintaining my professionalism."
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23.
Why are you the best candidate for us?
Why the Interviewer Asks This Question
This question helps the hiring manager understand your motivation for applying for this job. The reasons you give for being the best candidate for the job may be exactly what the company is looking for.
What You Should Say
Reassure the hiring manager that you applied because you are looking for long-term employment. This is a great opportunity to show you are career-driven and will continue to grow and develop your skills.
Luke's Answer
"I noticed the job description states that you are looking for an office assistant with retail customer experience because the office assistant will be trained to promote listings online and solicit new customers. Before my experience as an office assistant, I worked as a retail associate for a major children's clothing store. That experience taught me how to work with customers. Once I learned to pay attention to the body language between the parent and child, my closing ratio increased."
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24.
Why did you choose to apply with us?
Why the Interviewer Asks This Question
Hiring managers want to know that you are interested in this opportunity and want to make an impact. Candidates who are knowledgeable about the company will alleviate some of the hiring manager's concerns.
What You Should Say
Do your research and explain why you applied. This is an opportunity to show your excitement at the possibility of joining the team.
Luke's Answer
"I have been following the company since I moved to the area in 2020. Your leadership is focused on the quality of your products while continuing to expand. Last month, I came across the article in the business review about your diversity efforts and decided that I wanted to be a part of the team. When I came across the job posting for the office assistant, I submitted my application that day."
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25.
What type of supervisor brings out your best performance?
Why the Interviewer Asks This Question
When the hiring manager asks this question, they want to know the most effective way to get your very best every day. The hiring manager knows the strengths and weaknesses of the existing office management and wants to know what style of leadership will bring out your best.
What You Should Say
Demonstrate your awareness of what you need from your manager by explaining how past supervisors have supported you and what you learned from those experiences. Explain that you need guidance to understand the manager's expectations.
Luke's Answer
"A supportive supervisor will always bring out the best in me. When I first start a new position, I need my manager to provide guidance and coaching. As I grow in my role, I'd like my manager to support me by showing confidence in my ability to do my job and giving me additional responsibility."
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26.
How do you prioritize your work?
Why the Interviewer Asks This Question
An office assistant must handle many responsibilities to keep the office organized. When the hiring manager asks this question, they want to know how you stay organized and manage your time.
What You Should Say
Provide examples that relate to the responsibilities you will have as an office assistant. Explain how you prioritize your responsibilities to complete your daily tasks.
Luke's Answer
"At the end of each day, I review my schedule for the following day so I can mentally prepare. I have a daily checklist to make sure I complete administrative duties, such as filing and database entry. I attend several meetings and email the minutes to all attendees within three hours from the end of the meeting."
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27.
What is your greatest weakness? What are you doing to improve it?
Why the Interviewer Asks This Question
The hiring manager is asking this question to confirm what he/ she may already suspect. They don't want a candidate who responds with a weakness that is listed as a strength on their resume.
What You Should Say
Make it clear that you know what your weaknesses are, and you don't see them as a dealbreaker. Respond by including an example of what you are doing to improve that weakness.
Luke's Answer
"In my current position, most of our collaboration is done by updating documents and spreadsheets and communicating through email. The job description mentions that your teams track and manage their work through Asana. Even though I have not used Asana, I spent some time learning how user-friendly it is. I'm not afraid of learning new technology, especially if it helps me be more efficient."
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28.
Where do you see yourself in five years?
Why the Interviewer Asks This Question
The hiring manager wants to know if you plan to be with the company long-term or if you consider this position a stepping stone. They want to know that you will be content working in this role for as long as they need you as an office assistant.
What You Should Say
Demonstrate your enthusiasm for the position. Describe your long-term goals and explain how they align with the company's vision.
Luke's Answer
"I chose to apply to your company because I enjoy handling the responsibilities of keeping the office organized. In the next five years, I see myself being a key person in the department and a liaison for the new hires. I want to extend my experience and be an integral part of this team by mentoring others."
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29.
Have you ever reported to multiple supervisors at once? If so, how did you juggle each person's priorities?
Why the Interviewer Asks This Question
The organizational structure for this company may include several positions that work out of the same office. Executive leadership will have different priorities that you will need to prioritize and meet deadlines.
What You Should Say
Reiterate your organizational and time management skills when you prioritize tasks. Describe an example in which you had to complete several assignments at the same time.
Luke's Answer
"Currently, I report to the President and Vice-President of the company. The Vice-President usually asks me to help with memos, email correspondence, and scheduling meetings that pertain to the operational side of the business. The President handles the development side and often asks me to assist him frequently. There have only been a handful of times they both asked me to complete several assignments at the same time. I explained to the Vice-President that I would start on his request when I was done with the one I was working on for the President."
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30.
How do you handle stressful situations?
Why the Interviewer Asks This Question
The hiring manager wants to know how you handle a difficult situation. At times this position can be stressful because you may have to handle many tasks at once.
What You Should Say
Demonstrate that you can maintain your grace under pressure. Choose an example that closely resembles a situation you may encounter with the company you are interviewing with.
Luke's Answer
"I don't let my stress take over a situation. Instead, I use it to stay motivated to focus on the task at hand. I find pockets of time in my day to stay on track and work as efficiently and effectively as possible."
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31.
What trends do you see impacting the office assistant role in the future?
Why the Interviewer Asks This Question
Your knowledge of trends can make you more efficient at work and shows the hiring manager that you are engaged with your work. An awareness of what your customers want may determine how you market to and communicate with them.
What You Should Say
Show the hiring manager that you are aware of what is going on in the industry. Speak to the trends in your current role, and research trends that will have an impact on your role as an office assistant for this organization.
Luke's Answer
"The company I work for subscribes to several industry magazines and the business review. Each week, I spend a few minutes reading through them to learn more about our industry. When I come across something that benefits me directly or can have an impact on the organization, I learn as much as I can about it and share what I learned with the Vice-President."
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32.
What type of reporting structure did you work within in previous jobs?
Why the Interviewer Asks This Question
Asking who you report to will shine a light on the organizational hierarchy. Depending on the size of the company, they may be hiring an office assistant who has experience working with senior leadership.
What You Should Say
If you report to the Vice-President but also handle administrative duties for the President and CFO, be sure to mention it. You want the hiring manager to understand that you can take direction from senior leadership.
Luke's Answer
"I report to the Director but assist the accounting manager and assistant operations director with all of their reports and data entry. Many of the managers come to me when they need assistance with letters and emails. I have my director look over all written documents one more time before sending them out."
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33.
Have you had experience maintaining office equipment? If so, what type of products?
Why the Interviewer Asks This Question
An office assistant is an ideal employee to keep the office equipment running properly and troubleshoot any problems. If the office assistant cannot get the machine running, they will know who to contact.
What You Should Say
If you do not have experience maintaining office equipment, directly describe how you make sure the equipment is maintained. Mention that you are the go-to person when equipment is not working properly and can troubleshoot it before calling the account manager.
Luke's Answer
"In addition to the coffee machine, I have the copy machine on a quarterly maintenance schedule. Last year, the machine was replaced, and I was trained to understand the functionality of the new machine. I also order the toner and schedule quarterly maintenance on the machine."
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34.
What have you done in the past year to improve your skills as an office assistant?
Why the Interviewer Asks This Question
This question is to learn what you consider a weakness and what you are doing to improve it. The ideal candidate will have the motivation to improve their skills.
What You Should Say
Think about your skillset and what professional skills you have improved. Explain why you want to improve that skill and how it will help you succeed as an office assistant.
Luke's Answer
"As an office assistant, I always look for ways to improve my technology skills. In my current position, I have been learning effective ways to increase our customer engagement on all of our social media channels. Right now, our engagement is up 10% compared to the last quarter."
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35.
Would you be available to work extra hours if needed?
Why the Interviewer Asks This Question
There may be tight deadlines, and employees may be expected to put in additional time as needed. The hiring manager asks this question to determine if you can and want to work additional hours.
What You Should Say
Telling the interviewer that you are willing and able to put in the additional time required is a great way to show you are dedicated to the success of the company. Putting in the extra time shows that you care about the people you work with and will help in any way you can.
Luke's Answer
"I strive to maintain an efficient work schedule and complete my tasks in the time allotted. When faced with an important project or a tight deadline, I am willing to put in the extra time to produce my best work."