Prepare for your Administrative Assistant interview. Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
The interviewer may ask this question to see if you have experience using the equipment and software they use in their office. If you are not familiar with the equipment or software they use, it’s important to let them know that you are willing to learn and adapt.
Answer Example: "I am familiar with most office equipment and software. I have used Microsoft Word, Excel and PowerPoint for many years, and I am comfortable learning new programs. I also have some experience with Google Docs, which I find to be an efficient way to collaborate with others on projects. In my last position, I was tasked with teaching other employees how to use the software, so I am confident that I can quickly learn any new programs you may have in your office."
This question can help the interviewer determine if you have the skills necessary to succeed in this role. Use your answer to highlight some of the most important skills for an administrative assistant and explain why they are so important.
Answer Example: "I think communication skills, organization skills and attention to detail are some of the most important skills for an administrative assistant. Communication is essential because I’m often communicating with other employees about their schedules, projects or other important information. Organizing information and documents is also important so I can find what I need when someone needs it. Finally, attention to detail is important because I often have to copy or type information from handwritten notes."
Employers ask this question to learn more about your work ethic and how you approach your job. They want to know that you are a hard worker who is willing to put in the time and effort needed to succeed in their company. When answering, think of an example from your past where you worked extra hours or completed a project ahead of schedule.
Answer Example: "I have always believed that hard work pays off. I always try to do my best at work, even if that means staying late or coming in early to finish a project. I know that sometimes things come up that prevent me from finishing on time, but I always try to make up for lost time. In my last position, I was working on a project when my computer crashed. I stayed late every night for two weeks until I had finished the project on the new computer."
This question can help the interviewer understand your experience with scheduling appointments, meetings and events. Use examples from previous roles to highlight your skills in this area, such as your ability to organize multiple events at once or manage a team’s schedule.
Answer Example: "In my last role, I was responsible for scheduling all of our client meetings, conference calls and presentations. This included finding available times for each member of the team and making sure we didn’t overlap any appointments. It was important to me that we were available for our clients when they needed us, so I made sure to schedule our meetings at times that worked for everyone."
This question can help the interviewer understand how you use your problem-solving skills and apply them in the workplace. Use examples from your previous roles that highlight your ability to solve problems, think creatively and use logic to find solutions.
Answer Example: "In my last role as an administrative assistant, my supervisor was in charge of organizing an annual conference for our company. She asked me to help her create a spreadsheet that listed all the details for each speaker, including their name, email address and social media links. We used this spreadsheet to keep track of all the information we needed for each speaker so we could contact them if needed."
This question allows you to show the interviewer what your primary focus would be if hired. It’s important to answer this question honestly, but also highlight how your experience and skills could help the company achieve its goals.
Answer Example: "My primary goal as an administrative assistant would be to ensure that my manager has everything they need to successfully complete their tasks. I would do this by organizing their schedule, managing their email inbox and calendar, and making sure they had all the information they needed to make decisions. In addition to this, I would also work with other departments to make sure all of their needs were met."
This question can help the interviewer determine how you handle mistakes and whether you have a process for correcting them. Your answer should show that you are willing to own up to your errors, learn from them and take action to correct them.
Answer Example: "If I noticed a mistake I made on a document, I would first make sure that it wasn’t just an error in my judgment. If it was actually a mistake, I would immediately contact the person who received the incorrect information and let them know what happened. Then, I would work with my supervisor to determine the best way to correct the issue. Depending on the severity of the mistake, we may need to reprint all of the documents or simply send out an update."
Administrative assistants often work under pressure, and employers ask this question to make sure you can handle stress well. In your answer, explain how you manage stress in the workplace. Share a specific strategy that has helped you in the past.
Answer Example: "I find that taking short breaks throughout the day helps me stay focused on my work. I also try to plan ahead as much as possible so I’m not rushing at the last minute. This helps me avoid making mistakes due to stress. In my last role, I had a lot of deadlines to meet, and this strategy helped me complete all of my tasks on time."
This is your opportunity to show the interviewer that you’ve done your research and are genuinely interested in the position. It’s also a way for you to learn more about the role and company so you can answer any follow-up questions in your next interview.
Answer Example: "I noticed that this position reports directly to the CEO of the company. I’m curious how often I would be interacting with him or her, and what their role is within the company."
This question can help the interviewer understand how you approach your work and whether you’re open to improving yourself. Your answer should include a specific example of when you took initiative to improve your performance, what you did and what the results were.
Answer Example: "The last time I took an initiative to improve my work performance was when I was working as an administrative assistant for a law firm. One of my responsibilities was to organize weekly meetings for the partners of the company, which included setting up the conference room, ordering food and drinks, and making sure everyone was prepared for the meeting. One week, I noticed that I was often late in setting up the conference room because I was busy ordering food and drinks. So, I decided to order the food and drinks ahead of time so I could focus on setting up the conference room early. This helped me arrive at the meeting on time every week."
This question is a great way to show your ability to improve the workplace culture. Employers ask this question to see if you have experience with employee communication and how you can improve it in their company. In your answer, explain what steps you would take to improve communication between managers and employees.
Answer Example: "I believe that improving communication between managers and employees starts with having open doors. I would make sure that all of my manager’s offices were open during lunchtime and after work hours. This way, employees can stop by if they need to talk about anything. I also think it’s important to have regular meetings where managers can update employees on projects and goals."
Administrative assistants often need to enter data into a variety of systems. Employers ask this question to make sure you have experience using the specific software they use in their office. In your answer, explain how you use data entry software. Explain that you are comfortable using multiple programs and can learn new ones quickly.
Answer Example: "In my last role as an administrative assistant, I was responsible for entering all client information into our database. This included their name, address, phone number and email address. I also entered their payment history so we could keep track of their payments. I used a software called Excel to create spreadsheets with all of this information. This allowed me to organize it in an easy-to-read format."
Employers ask this question to learn more about your qualifications and how you feel you are the best candidate for their open position. Before your interview, make a list of all of your skills and experiences that relate to this role. Focus on highlighting your strongest skills and explaining how they could benefit the company.
Answer Example: "I believe I am the best candidate for this role because of my extensive experience as an administrative assistant. I have been working in this field for five years now, and during that time I have learned how to efficiently manage multiple projects at once. My attention to detail and strong communication skills have helped me work with many different types of people. These skills have also helped me develop strong relationships with my coworkers."
This question can help the interviewer determine your comfort level with using specific software and other office tools. Use your answer to highlight any experience you have using specific programs or tools, as well as how comfortable you are learning new ones.
Answer Example: "I am most comfortable using Microsoft Office, as I have been using it for several years now. I also enjoy using Google Docs for collaborative projects, as it allows me to work with others from anywhere. I recently learned how to use Dropbox for storing and sharing files, which has been helpful in my current role. I’m always open to learning new things, so I would be excited to try out any new software or programs that may be available."
This question can help the interviewer determine how you view your role in the workplace and what qualities you think are most important in a relationship with your supervisor. Your answer should show that you value communication, collaboration and cooperation between yourself and your supervisor.
Answer Example: "I believe the most important aspect of an effective relationship between an administrative assistant and their supervisor is mutual respect. I feel that if both parties respect each other’s skills and abilities, they will be more likely to work together in a collaborative manner to achieve common goals. In addition, I think it’s important for administrative assistants to be open with their supervisors about any issues or concerns they may have so that they can be addressed in a timely manner. Finally, I think it’s essential for both parties to communicate regularly in order to ensure that all tasks are completed efficiently and effectively."
This question can help the interviewer understand how you organize your time and complete tasks. Use examples from past experience to explain how you manage your schedule and ensure that you meet deadlines for important projects.
Answer Example: "I always complete my task lists at the start of each day, which helps me stay organized and focused on what needs to be done. I also use calendar apps like Google Calendar or Apple Calendar to keep track of important dates and meetings so I don’t miss anything. In my last role, I used this method to ensure that I didn’t miss any client calls or meetings."
This question is a great way to test your problem-solving skills and ability to work with others. When answering this question, it can be helpful to describe the steps you would take to resolve the conflict.
Answer Example: "I would first try to get more information about what happened between the two employees. I would then meet with each person separately to hear their side of the story. After that, I would have a meeting with both employees at the same time to discuss the issue. In this meeting, I would encourage them to communicate with each other and come up with a solution together."
This question can help the interviewer determine your priorities and how you value different skills. Your answer should show that you understand what’s important in this role and can highlight a few of the most important skills.
Answer Example: "I think communication is the most important skill for an administrative assistant. I’ve found that if I can’t communicate well with my coworkers, it can cause a lot of problems. For example, one time I forgot to tell someone about an upcoming meeting, and they showed up unprepared. This led to confusion among everyone in the office. If I hadn’t communicated the meeting properly, it could have led to more issues."
This question can help the interviewer determine if you have experience working in an office that uses the same filing system they do. If the office uses a specific software program for its filing system, be sure to mention that you are familiar with how to use it.
Answer Example: "Yes, I am very familiar with the filing system used in this office. I have been an administrative assistant for five years, and during that time I have worked in several different offices that used different filing systems. However, I always make sure to learn the new system quickly so that I can efficiently file documents according to the company’s standards."
Administrative assistants often need to enter data into forms, such as spreadsheets or databases. Employers ask this question to make sure you have experience doing this type of work. In your answer, explain what type of forms you’ve worked with in the past and how often you enter data into them.
Answer Example: "I’ve worked with data entry forms many times in my previous roles as an administrative assistant. I find that it’s one of the most common tasks I’m asked to complete, so I try to practice this skill at least once a week. I find that the more I practice, the faster I become at entering data into different types of forms."
