What are some of the essential soft skills and personality traits for administrative assistants?

LISTENING is more important than speaking. Many receptionists, secretaries, and customer service representatives actually stop listening and start formulating their response when the caller is still speaking! Major mistake! LISTEN until the caller finishes speaking to make sure you have ALL the information. Then, think before you speak.

Throughout my thirty (30) years in the administrative field, I have learned that being a kind and approachable administrative assistant is essential. It is possible to learn all the other abilities needed to be a productive and an effective Administrative Assistant. On the other hand, being personable is a "soft skill" that is acquired over time.

An Executive Assistant has to be able to multi task. There are days that I'm getting things thrown at me from every angle and every department much of which are time sensitive. I quickly prioritize my day first thing in the morning, and start chiseling away at my list, while fitting other pressing issues as they come. Our job doesn't pertain to just one area, we wear many hats and have to adjust accordingly.

As an administrative assistant some set soft skills and personal traits are very important if you must succeed. You have to be good with effective communication, pay attention to even the tiniest details , possess high organizational skills, be able to manage time effectively and able adapt to any situations. In addition to the above mentioned, problem-solving abilities and interpersonal skills also contribute to success in this role.

I have always been a detail oriented person so bringing that to the table helped keep me organized. I was constantly in my calendar and the various databases keeping track of things, including recording information and setting up reminders for myself in order to meet deadlines. I always had a neat desk so that I would be able to find things quickly.

A part of the job description of an administrative assistant is to manage schedules, appointments, and multiple tasks at once. Having strong organizational skills enables an administrative assistant is to plan, prioritize, and carry out tasks efficiently, which ensures that deadlines are met and operations are running as smoothly as possible.

Having strong organizational skills is, of course, an expectation for any administrative employee. What I have found even more helpful is being able to understand and anticipate the organizational needs and styles of the teams you support. Structures and strategies that are helpful to me as an individual contributor might actually be cumbersome, inaccessible, or just altogether insufficient for the very people I'm trying to help. In my experience, this is one of those things that really differentiates a master when it comes to organizational skills. A master administrator comes prepared with options, is able to provide informed recommendations, and can quickly pivot when a new system is required.

The jewel in the crown of skills....organisation, without effective organisation the wheels will very quickly fall off the bus. Recognition of the time to monitor and diary priorities and portfolio demands are essential. Allocation of time to evaluate and track the tasks to completion is time well spent.

Being in an Admin Assistant role, communicating with the different groups of people that you are exposed to on a daily basis requires an old standard. I was taught at a young age way before I ever worked as an Admin, that having a soft and respectful tone, reflecting understanding and the ability to be helpful was ladylike. And I was to be ladylike in all situations. So, when I found myself in a role that required those same skills I just plugged them in where needed, adding to that I was the representative for the company and my attitude and behavior directly reflected on the company.

I've been commended on the travel packets I prepare for my staff when travelling to a conference. (this can be a binder, file folder, whatever works for you). Include: a hard copy of their flight information (send an electronic link to their e-ticket); hotel confirmation including hotel address, telephone numbers & information such as the gym, spa, & conference facilities; site seeing & restaurants; download the conference Agenda, speakers & details; leave blank pages for note taking. Make sure they have this info in pdf form to keep on electronic device. At a past conference, one attendee saw my supervisor carrying around this binder and asked them where they could get a similar one! They thought it was part of the conference package!

In my experience, this is what will set you apart from everyone else; don't wait to be asked to do something, think ahead and start to plan a solution. Foresight is an invaluable skill and helps you to be prepared and get things done.

I have always been flexible and could float with the breeze. I would offer suggestions on how to handle a certain situation.

Adapting to changes is a crucial skill in the legal and medical fields. Deadlines are very important and can affect insurance reimbursement or the outcome of a lawsuit. Flexibility and adaptability are core skills for administrative assistants in any field. How you adapt to changes and face challenges can make or break your career.

True, however, not all managers are open to the admin assistant's suggestions. Others treat you like you are only good as a clerk. Some won't even bother to ask if you know something about a certain subject. Some assume you don't know anything about most things. You are lucky to get a manager who asks, listens to your opinions, recognize and acknowledge your work and some solutions.

Accept advice and criticism with grace and gratitude. Your way of doing things may not always be the only way or the best way. Respect other points of view and diversity. You may learn something and become more productive and efficient at your job.

I have always been open to hearing others' suggestions and ideas. I have worked with a variety of levels of supervisors and got along well with them.

Being an EA for more than 7 years now. I think the most essential soft skills an administrative assistant must have is interpersonal skills, effective communication i.e. being affirmative while also being polite, being flexible to stretch one's self when time demands, time management as at times we have more than one stakeholder to manage, problem solving because there are multiple challenges that we come across day in and day out and most important is maintaining utmost level of discreetness as EAs support the leadership in the organisations and there is alot of information that they come across which has to be handled wisely.

A good admin will build relationships throughout the company. From reception and maintenance staff to IT and EAs for senior management. These relationships allow admins to be one step ahead and give access to everyone they need to get the job done.

As an admin assistant, playing well with others is super important. It's not just about doing your own thing but working together with different people and teams. Sharing ideas, listening, and being cool with differences are key. Sometimes there might be disagreements, but finding a middle ground and respecting each other’s thoughts helps get things done smoothly. In the end, it's about teaming up, reaching goals, and learning from everyone around you.

An Administrative Assistant could work directly for the President of a company, or be the main contact for a department. Whatever the case is, the AA must use the utmost confidentiality every day. Information will be shared with you that may only be disclosed to those on a need to know basis. A flexible personality is a must. You will be working with people at all levels and work with each at their individual level. Look, listen and learn. It is difficult to train someone who needs to know and understand all that goes on in a small office or a large department. Ask questions. Gain as much knowledge as possible so that you can assist when needed. The Administrative Assistant is the “Hub of the wheel” for the office or department.

Part of being a team player is offering to assist co-workers and supervisors when they need help. Offer to help others and take on more responsibilities without being asked to do so. Be careful not to neglect your regular duties, though. You must complete them at the same level of quality and professionalism as the additional duties you perform.

It helps to always have an FAQ page with common inquiries you get in your line of work, make that the first pre-emotive filter before customers reach out to you. If it's common, it's likely the question they would ask the most so it makes sense to have the answer ready, and only come in to provide further clarification.

For any administrative role customer service is a key element. Many of the complaints I have heard regarding administrators have to do with bureaucracy and being a "jobs worth" type of character. It is worth remembering for all administrators that, in addition to any customer-facing duties such as reception etc., all the internal people who rely on your services are your customers and no less important to the role. These customers should also be given as much help and courtesy as any other. Please remember you are there to oil the wheels of business and support your colleagues, not create roadblocks.

As an admin assistant, being nice and pro is a big deal 'cause you're the face of the company. Being polite, helpful, and fast with everyone, inside and out, is crucial. Keeping things top-notch, doing the right stuff, and keeping secrets safe is a must. And dealing with complaints and feedback helps make things better. Being awesome with customers makes them super happy and loyal to your company.

As an admin assistant, handling stress and tough times is a big deal. It's important to manage feelings, thoughts, and actions well. Balancing work and personal life while setting limits is key for a happy vibe. Dealing with mistakes, fails, and critics isn’t easy, but bouncing back stronger helps you grow and feel more awesome. Taking care of yourself this way makes you more confident and stronger in your job.

In order to be self-sufficient, I've found that it helps to be "ten steps ahead" in anticipating hurdles and addressing areas of improvement. Looking at the bigger picture allows you to nip things in bud before they turn into a bigger issue. This also helps when juggling different projects and areas of focus.

Identify a healthy coping mechanism in cases od stress. Everyone gets stressed or pressured at some point, and self-management comes down to what you do WHEN it happens not IF it happens because it is bound to happen, one way or another.

Planejamento e Organiza??o: Habilidade para criar planos e organizar tarefas de forma eficaz, definindo prioridades e prazos. Autodisciplina: Capacidade de manter o foco e a produtividade, mesmo quando surgem distra??es ou desafios. Tomada de Decis?o Independente: Capacidade de tomar decis?es informadas e responsáveis sem depender de constantes orienta??es. Gest?o do Tempo: Habilidade para gerenciar o tempo de forma eficiente, estabelecendo e cumprindo prazos.

One thing that I found valuable (each topic was right on point) someone's feedback was.... be the go-to-person and the light in someone's day.

The role requires multi-interactions at all levels, as well as internally and externally. I believe that the key to success and achieve effectiveness is prioritizations. Sometimes the role succumbs to doing so many of those "other duties/tasks as assigned" and losing focus of what really is the job and core duties, leading to low productivity, burn out, poor performance, etc. This does not come easy but it comes with time and experience. And to truly master prioritization all the aforemention skills help to build the confidence to approach duties and task in a more proffesional and realistic attitude.

I’d also add knowing or devising workarounds to solve problems and to not be afraid to seek help from colleagues inside and outside of your immediate team are invaluable skills.

I would like to add trustworthiness and integrity. I work for a company where confidentiality and trustworthiness are essential for the health and safety of the business. Integrity goes hand in hand with trustworthiness and is an admirable characteristic in a person. Having an optomistic, growth mindset personality can influence the culture and environment in your workplace. Our company made some decisions that really affected employee morale when our employee recognition programs were changed. Those who were still looking on the brightside of things and creating other ways to recognize the hard work of team members helped ease the sting of the changes.

I would add in emotional intelligence (EI), which involves understanding and managing one's emotions and effectively interacting with others. A skilled administrative assistant with high EI possesses the ability to read a room accurately, recognizing the subtle cues and dynamics among individuals, thus facilitating better communication and collaboration. Additionally, being attuned to the emotions and preferences of their boss and peers enables them to anticipate needs, respond appropriately, and build strong relationships.