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If you are looking for a job where you can learn a variety of office skills and learn how to become more efficient with time management and organization, an office assistant job might be the right career for you.
Office assistants, or administrative assistants, handle organizational and clerical support tasks within an office. This may include things like filing, appointment and event scheduling, writing communications, light proofreading, customer service, and more.
Office assistant tasks will vary based on the specific office and company, but their responsibilities are relatively similar across industries and company types.
The skills necessary for an office assistant or administrative assistant job are clear and consistent communication, knowledge in word processing applications, and a pleasant and engaging personality.
When preparing for an office assistant interview, you’ll want to be prepared to discuss how you portray these types of skills as well as details of your education or work background and how it will lend itself positively to the job opening.
Below, we’ll discuss tips for preparing for the office assistant interview, typical questions you may be required to answer in your interview, as well as suggested answers for tackling them.
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There are a few different ways to prepare for your office assistant interview. First, you’ll want to re-read the initial job posting for the position. Identify any key skills or keywords that you feel you can speak of for research, to bring them up in the interview.
Make sure to notice if there is a specific skill set this position focuses on or if it’s a variety of skill sets. That way, you can either hone in on the skills that make you the right candidate, or expand to fit the need.
Next, take some time and do some research on the company where you are applying. Try and understand, at least at a high level, the product or service they provide and what need they fill for their clients. If the business is situated in a specific industry, it’s a good idea to have a general understanding of the industry as a whole.
You may also be able to do some research into office manager positions in the specific industry you’re applying for. This can give you insight into the industry-specific tasks you may be responsible for.
Having this knowledge under your belt before going into an interview will allow you to answer questions with more confidence and knowledge that makes you stand out from other candidates.
Finally, see if you can get a feel for the office environment for the company you’re applying to. You can do this by either searching through photographs on their website or asking your recruiting manager or potential employer.
This is important to understand how to best dress for your interview. Some offices might be more formal, and others might be t-shirt and jeans casual. Dressing the correct part can help interviewees feel more confident and indicate that they’re the best fit for the job.
Because office managers or administrative assistants are such a key part of any office running smoothly, you’ll want to be sure you handle the interview appropriately.
If you have interviewed for jobs in the past, it’s important to note that this interview may require you to be skilled in both soft skills and technical skills. Be prepared to discuss how you’re skilled in both of these areas at length.
Bring specific examples, so that you can provide your potential employer with an insight into how you tackle challenges.
Soft skills are relatively natural to talk through, so be yourself when asked interpersonal questions. Hard skills are a little more tricky to talk through, so it’s best to come prepared with the following knowledge.
Basic software knowledge. As an office assistant, chances are you’ll be spending a good part of your day in front of the computer.
This means you should have basic software knowledge in your pocket, specifically in Microsoft Office applications as well as Google Suite applications. You should be willing and able to learn new software, should this be a requirement for the position.
During your interview, be sure you’re prepared to discuss specific programs, certifications, and any other abilities you may possess. This is important to help you stand out against other candidates.
Training new employees on new software requires a learning curve and employers may be more willing to hire you if you already have the experience. That’s not to say you won’t get an office assistant job if you don’t have this knowledge, but it’s certainly a benefit for those who do.
Project management and process development. An important aspect of the office assistant’s job is to manage projects and develop new processes to help offices run more smoothly.
This means that you should be prepared to discuss your strategy for developing and implementing new processes and articulate your ability to manage multiple projects at once. Remember to stress your organization skills as well as your attention to detail.
Positive demeanor. Your interviewer may be assessing you without even asking you a specific question about your personality or customer service skills.
An interview can tell the employer a lot, especially how you react in stressful situations and your natural demeanor. They may test you in subtle ways to see how quickly you can react on your feet and if you respond to questions positively.
This also means you should be highly aware of your body language during your interview. A strong handshake, eye contact, and speaking with enthusiasm go a long way.
Stay professional and stay confident as you answer questions. Remember to be yourself. Being genuine is the best way to ensure your personality shines through.
In preparing for your interview, one of the best things you can do is look through questions your potential employer might ask. It’s helpful to think through some of these answers before you enter your interview so that you’re better prepared and can answer with confidence.
Consider practicing in front of a mirror so that you can pay attention to your facial expressions and body language.
Here are some common questions you may get in an office assistant or administrative assistant interview:
What kind of office assistant experience do you have? This question is one of the most common office assistant interview questions we’ve come across. This is an important one and used by the potential employer to assess the skills you already have.
When you answer this question, be sure to highlight any accomplishments or key skills you believe would bring value to this position.
If you have work experience, your response could sound something like this:
Example Answer:
“After graduating college in 2015, I made the move to Philadelphia to be close to my family to work at our family business. I spent two years there as the office manager, where I made sure our office ran smoothly, with a heavy focus on the financial aspect of the business.”
If you do not have work experience, your response could sound something like:
Example Answer:
“After graduating from high school, I moved to Boston to attend college. As a business management student, I found an opportunity to participate in a business skills class. There I learned key skills in Microsoft Office, Quickbooks, and Google Suite.”
Why do you want to work for our company as an office assistant? This question is typically asked to understand if you are committed and passionate about this type of job, or if you are just trying to find a paying job.
This question is an example of why it’s critical to research the company before you enter the interview. You’ll want to tie your answer into both the company and the job responsibilities.
Depending on your future career goals, you can also consider discussing how getting this job fits into your long-term plans.
Example Answer:
“I greatly enjoy administrative tasks in my personal life such as organization, planning, and interacting with others. I have always been passionate about the pharmaceutical industry, so working for your organization will allow me to learn more about this important industry and how it impacts the world.”
How do you stay organized? Being organized is the most important part of being an administrative assistant. You will, at any point in your day, be juggling multiple projects, customer service, inquiries from other team members, and more.
When asked this in an interview, be sure that you are addressing your administrative and organizational skills.
Touch on any key responsibilities listed in the initial job posting. Be specific in your examples; discuss your filing system or love of spreadsheets in a way that can show your potential employer that you are an organizational expert.
Example Answer:
“Organization is one of my most important priorities. As the office assistant, I keep a variety of spreadsheets to track projects, data, among other things. I’m also reliant on my calendar and love creating different calendars for different purposes. For example, creating conference room booking calendars can help individuals find out what space is open for a meeting, and which ones are booked. This eliminates any frustration between the two parties if their meetings overlap.”
What kind of computer skills do you have? As mentioned above, computer skills are another key part of the office assistant job.
Your potential employer is looking to see what your specific skills are and if they’ll need to train you on any software, should they hire you. This question also lends itself to discussing your willingness to learn new programs.
Example Answer:
“I am proficient in Microsoft Office applications as well as Google Suite applications. I also have knowledge of Quickbooks for financial information. I’m a fast learner and enjoy exploring new software as well, should I need to learn a new program for this position.”