What trends do you see impacting the office assistant role in the future?

"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."

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.

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.

How reliable of a worker are you?

"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."

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.

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.

What skills are essential for this position?

"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."

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.

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.

What is your greatest weakness? What are you doing to improve it?

"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."

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.

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.

What is your greatest strength?

"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."

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.

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.

Why did you choose to apply with us?

"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."

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.

Do your research and explain why you applied. This is an opportunity to show your excitement at the possibility of joining the team.

What do you know about our company?

"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."

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.

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.

What part of working in an office do you enjoy most?

"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."

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.

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.

Do you have career goals you are pursuing, such as further education or promotions? If so, what are they?

"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."

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.

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.

What do you like most about being an Office Assistant?

"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."

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.

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.

What management style do you respond best to?

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."

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.

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.

Where do you see yourself in five years?

"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."

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.

Demonstrate your enthusiasm for the position. Describe your long-term goals and explain how they align with the company's vision.

Would you be available to work extra hours if needed?

"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."

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.

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.

Why are you the best candidate for us?

"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."

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.

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.

Are you always on time or early for work?

"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."

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.

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.

Do you have a good sense of humor?

"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."

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.

Interviewing for a company can be a nerve-wracking experience. This is an opportunity to show another side of yourself while maintaining your professionalism.

How does this assistant position fit into your career path?

"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."

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.

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.

Why are you the best assistant for this job?

"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."

An office assistant handles many important tasks, and the hiring manager asks this question to learn more about what separates you from other applicants.

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.

What type of documents and formats have you generated in the past?

"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."

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.

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.

Tell me about a complex project you were tasked with completing under deadline.

"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."

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.

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.

What are some of the habits that you do around the office that you find unique to yourself?

"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."

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.

Use a humble but confident approach when answering this question. Be specific about your strengths and the ways you keep the office organized.

Tell me about your previous work experience as an office assistant.

"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."

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.

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.

How organized are you?

"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."

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.

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.

What separates you from our other candidates?

"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."

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.

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.

What areas of Office Assistant do you excel at?

"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."

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.

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.

What have you done in the past year to improve your skills as an office assistant?

"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."

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.

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.

How do you prioritize your work?

"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."

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.

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.

As an office assistant, you may be privy to sensitive information regarding your colleagues. Explain how you would handle those situations.

"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."

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.

Describe an example involving your colleagues. Discussing a situation involving a coworker shows that you can maintain a professional relationship with other employees.

Have you ever reported to multiple supervisors at once? If so, how did you juggle each person's priorities?

"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."

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.

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.

What type of reporting structure did you work within in previous jobs?

"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."

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.

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.

Have you had experience maintaining office equipment? If so, what type of products?

"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."

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.

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.

What type of supervisor brings out your best performance?

"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."

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.

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.

What was the biggest mistake you made at your last job?

"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."

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.

Choose a mistake that resulted in minimal impact. Be specific, and explain how you responded to the mistake and what you learned from it.

What have you done at your present/last company to increase revenues, reduce costs, or save time?

"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!"

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.

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.

How do you handle stressful situations?

"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."

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.

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.

Office Assistant Interview Questions

Go Back

1. What trends do you see impacting the office assistant role in the future?
2. How reliable of a worker are you?
3. What skills are essential for this position?
4. What is your greatest weakness? What are you doing to improve it?
5. What is your greatest strength?
6. Why did you choose to apply with us?
7. What do you know about our company?
8. What part of working in an office do you enjoy most?
9. Do you have career goals you are pursuing, such as further education or promotions? If so, what are they?
10. What do you like most about being an Office Assistant?
11. What management style do you respond best to?
12. Where do you see yourself in five years?
13. Would you be available to work extra hours if needed?
14. Why are you the best candidate for us?
15. Are you always on time or early for work?
16. Do you have a good sense of humor?
17. How does this assistant position fit into your career path?
18. Why are you the best assistant for this job?
19. What type of documents and formats have you generated in the past?
20. Tell me about a complex project you were tasked with completing under deadline.
21. What are some of the habits that you do around the office that you find unique to yourself?
22. Tell me about your previous work experience as an office assistant.
23. How organized are you?
24. What separates you from our other candidates?
25. What areas of Office Assistant do you excel at?
26. What have you done in the past year to improve your skills as an office assistant?
27. How do you prioritize your work?
28. As an office assistant, you may be privy to sensitive information regarding your colleagues. Explain how you would handle those situations.
29. Have you ever reported to multiple supervisors at once? If so, how did you juggle each person's priorities?
30. What type of reporting structure did you work within in previous jobs?
31. Have you had experience maintaining office equipment? If so, what type of products?
32. What type of supervisor brings out your best performance?
33. What was the biggest mistake you made at your last job?
34. What have you done at your present/last company to increase revenues, reduce costs, or save time?
35. How do you handle stressful situations?

Office Assistant Interview Questions

1. What trends do you see impacting the office assistant role in the future?

2. How reliable of a worker are you?

3. What skills are essential for this position?

4. What is your greatest weakness? What are you doing to improve it?

5. What is your greatest strength?

6. Why did you choose to apply with us?

7. What do you know about our company?

8. What part of working in an office do you enjoy most?

9. Do you have career goals you are pursuing, such as further education or promotions? If so, what are they?

10. What do you like most about being an Office Assistant?

11. What management style do you respond best to?

12. Where do you see yourself in five years?

13. Would you be available to work extra hours if needed?

14. Why are you the best candidate for us?

15. Are you always on time or early for work?

16. Do you have a good sense of humor?

17. How does this assistant position fit into your career path?

18. Why are you the best assistant for this job?

19. What type of documents and formats have you generated in the past?

20. Tell me about a complex project you were tasked with completing under deadline.

21. What are some of the habits that you do around the office that you find unique to yourself?

22. Tell me about your previous work experience as an office assistant.

23. How organized are you?

24. What separates you from our other candidates?

25. What areas of Office Assistant do you excel at?

26. What have you done in the past year to improve your skills as an office assistant?

27. How do you prioritize your work?

28. As an office assistant, you may be privy to sensitive information regarding your colleagues. Explain how you would handle those situations.

29. Have you ever reported to multiple supervisors at once? If so, how did you juggle each person's priorities?

30. What type of reporting structure did you work within in previous jobs?

31. Have you had experience maintaining office equipment? If so, what type of products?

32. What type of supervisor brings out your best performance?

33. What was the biggest mistake you made at your last job?

34. What have you done at your present/last company to increase revenues, reduce costs, or save time?

35. How do you handle stressful situations?