According to the US Bureau of Labor Statistics, administrative support is among the occupations with the highest number of job openings in the coming years. In addition, the office projects better opportunities for professionals with a thorough knowledge of computer applications.
Knowledge of computers is one of the essential skills needed for the job of an administrative assistant. There are a number of other skills that range from essential to desirable that an administrative assistant must have in order to do their job effectively.
Let’s look at some of the skills you may need if you are interested in this profession.
Communication skills: Part of an administrative assistant’s duty is handling written correspondence and telephone conversations. It is vital, therefore, that they have impeccable verbal and written communication skills. This means that they must be excellent grammarians and know how to spell words correctly (or at least use the spell checker correctly). They must have clarity of thought and be able to communicate in a way that gets the message across clearly. The ability to communicate effectively is the hallmark of a great administrative assistant.
Time management skills: If you’re an administrative assistant, you may always have your plate full with a multitude of tasks. The volume of work assigned to an administrative assistant can easily overwhelm them. There will always be something critical demanding your attention. The key is knowing how to prioritize your work and complete your tasks in the given time frame. For that, you need to be able to manage your time effectively.
Interpersonal skills: Most employers looking to hire administrative assistants prefer candidates with good interpersonal and customer service skills. The job requires them to deal with various people who may have different personalities. Administrative assistants must be able to interact with all kinds of people tactfully and without disturbing them. It also helps to have a pleasant personality and an approachable “aura” if you’re looking for this job.
Organizational skills: If you are interested in administrative assistant work, this is one of the most vital skills for your kitty to have. As an administrative assistant, he will need to schedule meetings, set appointments, keep tons of files, manage projects, make travel arrangements, plan guest visits, etc. If you are not organized as a person, you may find it impossible to stay on top of your daily responsibilities. The good news is that you can use aids like Post-It Notes (if you still believe in doing it the old-fashioned way), computer software, and now increasingly your phone, to stay organized.
Computer skills: None of the jobs you set out to do as an administrative assistant can be done without the computer. Therefore, it is important that you master the use of a computer. Knowledge of Microsoft Office tools such as Word, Excel, and PowerPoint is absolutely essential. If you haven’t had much to do with them so far, it might be a good idea to take some Microsoft Office courses to develop your skills. You can take Microsoft Office courses online at a low cost.
You should also be aware of the computer software applications your organization may be using for email, information and database management, billing processes, inventory maintenance, etc. Another skill that can help you achieve your goals quickly and efficiently is fast and accurate writing.
How to become an administrative assistant
If you have all the skills discussed above, the rest is easy as the training requirements are not very extensive to become an administrative assistant.
In fact, high school graduates with good office management skills may qualify for entry-level positions. However, considering today’s work environment, it may be a good idea to invest in online post-secondary administrative assistant training.
Vocational and technical schools may offer online training for administrative assistants. Depending on the program and school you choose, you may be able to complete your training course in a few months to a year. However, a junior or community college degree will take a minimum of two years.
There are various certifications to test and prove your competencies for the job. You can look into earning a Microsoft Office Specialist (MOS) certification. Organizations like the International Association of Management Professionals also offer certifications that can boost your marketing!