1. What kind of documents do you have experience writing?
Office assistants typically write any or all of the following: thank-you letters, newsletters, labels, donor and annual reports, emails, messages, fax messages, etc.
2. What computer skills do you have and what programs are you comfortable using?
Answer for this questions will vary widely depending on the job for which you are applying. If you are applying for a high-tech position, for example, you should know your skills and experience like the back of your hand and be able to recount them without issue.
3. Why did you leave your previous job as Office Support Assistant?
Because the chances of growth became stagnant and the company shifted its head-office to Alabama where I was unable to shift my family to a new destination.
4. What are your future goals as Office Support Assistant?
I eventually want to reach at a managerial level gradually where I would be able to utilize my experiences and talents for the growth of company..
5. What can you tell me about time management in relation to the job of an office assistant?
Time management is crucial for any office assistant, who successfully coordinates and carries out many tasks simultaneously. Office assistants are often actively involved in managing the time of other office staff and managers. To be able to do that one must be able to manage his/her own time.
6. How do you think Administrative Assistants add value to a business?
Administrative assistants keep the office organized while ensuring that the operations of every department run smoothly. They add efficiency to the business's daily routine work. In fact, they are lubricants that remove friction between departments by helping in maintaining a smooth flow of information, provision of office supplies while maintaining confidentiality.
7. How do you manage deadlines?
I am very particular about deadlines. So if I know that I cannot manage a deadline in advance, I work extra unpaid hours to work towards it. I have not missed a single deadline yet!
8. What experience do you have in administrator roles?
Here is your chance to run through all of your experience. Be concise and if you have done multiple roles, mention something specific for each one. Show that you have a lot of experience and are flexible.
9. Do you think it's important to maintain cleanliness in and around the office?
Besides duties like handling calls and other forms of communication, managing documentation, coordinating events, etc., an office assistant maintains an efficient and pleasant working environment by keeping it fresh and free of clutter.
10. Are you willing to work over time, if needed, to complete a project?
My career is my number one priority right now, so I would not have a problem putting in extra time to complete a project.
11. Tell us how you handled correspondence at your previous work experience?
I used to receive fax, mail and couriers with signing the receipts and maintaining an organized record of each, respectively. Then I used to sort and distribute all incoming or outgoing mail to the relevant departments and executives. It also included maintaining printers and fax machines for retrievals as well as routing incoming fax and also guiding others on how to use the specialized machines for sending fax.
12. Why do you think it's important to be positive in an admin role?
Being positive is important because often a person's attitude to their work can come across in their writing and presentation. Administrators sometimes provide the first impression a customer has of a business, so a positive and professional outlook is needed at all times.
13. What do you enjoy most/least about this type of work?
This is similar to the strengths/weaknesses questions - what you like least must be turned into a positive trait. Say that you enjoy the challenge of meeting deadlines and of working in a team environment. For what you like least, say that you do not like it when you see disorganized work and a poorly managed diary; you feel the need to help organize and manage the workload.
14. What are significant characteristics for a successful office assistant?
Besides time management and cleanliness, an office assistant has excellent verbal and written communication skills to effectively coordinate activities between the office manager and his business colleagues, present reports, send and answer emails, etc.
Remember when answering administrative assistant interview questions about customer service that your colleagues, supervisors and managers are your internal customers in addition to any external customers that you have to deal with.
► I enjoy working in a team environment, and I get along well with people. In my past work experience, I implemented a system to help organize the communication between my coworkers to enhance our productivity as a team.
► I believe that I have a lot to contribute to a team environment, and am comfortable in both leadership and player roles. I'm outgoing, friendly, and have strong communication skills.
► I enjoy working in a team environment, and I get along well with people. In my past work experience, I implemented a system to help organize the communication between my coworkers to enhance our productivity as a team.
I will prioritize tasks according to the urgency and importance to the senior management. Multi-tasking will be my centralized approach.
18. How do you keep yourself organised when dealing with tasks and requests from multiple sources?
The best way to stay organised is to keep a log of every request and each task completed so that nothing is accidentally left to go past a deadline. Mention any software that you use for this purpose.
19. Tell us what are your communication skills like?
Say that they are very good and that you can communicate well face-to-face, on the telephone and via the Internet on email. Tell us about a time in your professional career when you went out of your way to complete a task for someone else
Hopefully you have some real experiences - but you may have forgotten them by now. Think back and try to recall a time that you may have helped somebody when they were under pressure or off sick.
When describing your past experience focus on the aspects that directly apply to the job you are interviewing for. Consider the needs of the organization and relate your skills and abilities to these. Carefully study the job description or posting to determine what the employer is looking for and outline how your previous work experience has equipped you for this job.
► Yes, I'm comfortable using multiple phone lines with a high volume of calls, and have done so in the past. I'm able to keep the conversations separated, and deal with the clients in a friendly efficient manner.
► I haven't directly handled multiple phone lines, but I understand the importance of being courteous and efficient, and I'm a quick learner.
► I understand that phone contact is often the first interaction that a customer has with the company, and the first impression is extremely important. It is critical to maintain a friendly, professional manner on the phone at all times.
It depends on the duration of the call. If it is a 5 minute call each, 9 to 11. If it's a route/transfer call, 30 to 40. A mixture goes well, repetition of the same kind of telephone calls for example applicants interviews' scheduling calls can become notorious at times
23. Give an example of a time you have delivered great customer service?
Ideally you have some real work experience that you can talk about. Talk in some detail about what you did and why it was great. If you have no direct work experience then talk of an event where you helped a friend to resolve a problem and that these skills can be used in administration and customer care work.
24. What are you looking for here?
I am looking for a position that will allow me to use my experience in the ______ field, including xxx and xxx. I am also ready to take on increased responsibilities in a management capacity when the opportunity arises. I am eager to work in a company that can provide the opportunity for professional growth.
Communication is key to any job that provides support and assistance in an organization. Your answers should clearly demonstrate your ability to express yourself effectively both verbally and in writing as well as your ability to listen actively and understand the communication taking place.
