Ten Key Competencies for Executive Assistants

1. Competence

The first quality you need to possess is a core competence that covers basic office skills and common sense. Your core competence in an administrative role means you should be able to demonstrate mastery of spelling and grammar skills, computer literacy including a solid working knowledge of MS Word, Outlook, and Excel and database management.

The more you know the more valuable you are to an organization.

?2. An Excellent Communicator

Executive assistants are often the first point of contact within an organization. They answer the phone, greet people in reception and often have to handle questions, orders, and complaints from customers and vendors alike. Admins act as a communications hub for their offices, delivering directions from the top down to the rest of the organization as well as the reverse. The ability to handle angry or upset people is critical. The assistant will have to think on their feet, learn how to diffuse difficult situations and make customers or clients feel valued.

?3. Organized and Detail Oriented

In a busy office, attention to details is a must, as is multitasking. The assistant has to wear many different hats to succeed in this role. In order to track and organize events, you have to keep up with the minute details of whatever project or agenda is on the front burner for the day.

The great assistant will be able to organize files and handle incoming and outgoing communication and mail. You might be on the phone, working a spreadsheet and opening mail at the same time. It is essential to be able to focus and know how to prioritize your workflow. They also have to handle correspondence, record keeping, bill paying, and know company procedures and policies.

?4. Master of Time Management

This is one of the most important skills sets that you need to master in order to become a great executive assistant. This isn’t something they really teach in schools, so the best you can do is learn on the job. If you’re lucky, you may receive some formal training in this regard from your employer or manager, but if not, emulate people in your company that know how to get things done! ?As an assistant, different people will always be asking for your time or to help them with some project or other.

You may not always be able to say no, so make sure to complete tasks efficiently, and don’t get pulled into too many random tasks at once. ?

Prioritize; take care of our boss and your department first before dealing with others. Create a daily to-do list. Learn to handle urgent matters immediately. The quicker you can resolve an issue, the quicker you can cross items off your to do list.

You won’t survive the deluge if you can’t manage your time on a daily basis in an effective manner.?

?5. Industry Savvy

Having an understanding or experience in the industry you are working in, or apply to work in will always give you a leg up on the competition. This is one of those knowledge categories that fall under on-the-job training. Sometimes, especially in entry level positions, of which an administrative professional can be one, no prior knowledge of your specific industry may be required, but there is the expectation that you will learn quickly on the job, and absorb the critical lingo and concepts that are used every day in your field.

Of course, the more industry specific knowledge you can offer an employer, the more valuable you become. But the main point is know that general administrative skills will always have to applied in a specific environment, whether it be legal, or sales or manufacturing or retail or real-estate, or whatever industry you find yourself in. Do yourself a favor by learning as much about your industry as you can, so you can become a resource for your company. Many times, senior executives are happy to mentor junior staff members, as long as they feel their needs are being taken care of in the process.

6. Masters the Tools of the Trade

The Microsoft Office Suite has been the standard for office technology for decades, and while you need to know this, being familiar with additional computing platforms will be of great help.

Your tools are varied and ever changing as every year brings new models of equipment on the market. You’ll need to master everything from computers to photocopiers to fax machines Assistants also work with software for word processing, desktop publishing, database management and spreadsheets. Assistants must also be comfortable adapting to new technology as well as troubleshooting equipment as well.

7. Professional Attitude and Appearance

Almost every job type comes with standard attire, and for Executive Assistants it is usually office casual. For more high profile executive assignments you may be expected to wear a suit and tie for men or a dress or suit pants for ladies. This may seem superficial, but the better dressed you are, or the more professional you look, the more respect you role commands. So look good, because in many cases you may be representing your company to the public at large. Equally important to dress is body language and behavior. Even if you’re not in front of the public, your bosses will take note of your personal demeanor. Pay attention and don’t slouch, be polite and look busy.

8. Deals With Office Politics and Confidentiality

Whether you like it or not, your job as an executive assistant will keep you right in the middle of things, and it becomes more important the higher up in the organization ladder you are. In an office setting, that means dealing with office politics and confidentiality issues. Assistants often have to deal with complaints from customer or employee problems, sometimes professional, but also sometimes personal issues as well. The best advice I can give is to stay neutral and be diplomatic. Failing that, you should then advocate for your boss or departments best interest. Your job isn’t necessarily to resolve these issues, which are often handled at the manager level, but you will have to act as a messenger or liaison, so always try to be fair and helpful.

Regarding confidentiality, you may have to handle sensitive documents or knowledge at times and your job is protecting that confidentiality. At no time should you leak sensitive information or be a gossip. That could sink your career real quick and in some cases lead to dismissal as well. ??

?9. Possesses Good Judgment

This is one of those job qualities that isn’t often listed in the job description, but falls more under common sense. To be an effective assistant, you’ll need to exercise good judgment, and the more experienced your judgment is, the more effective and valuable you can become. Assistants often work without a lot of direction, so being able to make sound decisions without supervision is necessary. A quality assistant needs to anticipate or recognize problems and be able to refer them quickly to right person or department for resolution. You also need to be able to understand logic, reasoning and conceptualization skills to determine the pros and cons of solutions to problems you are facing.

?10. A Team Player

You’re job as an administrative assistant can be a kind of catch all assignment. Do all that you are asked to do with a smile and as much enthusiasm as you can muster. Administrative assistants are general helpers, so be that, help where you can, even taking on tasks that may not be assigned but need doing. Never ever say that is not my job. Jump in and get it done.

?