What Skills Does an Administrative Assistant Candidate Need to Have?

The administrative assistant is one of the most disputed vacancies in the selective processes.

Because it is a position that does not require higher education, but at the same time offers good opportunities for professional growth. Most companies need an administrative assistant because this professional helps manage the organization's resources. He takes care of tasks related to the organization of meetings and events, organizes the executives' agenda, and serves the company's customers and suppliers. In this article, you will learn more about the profession, the skills needed to apply for the position, and how to increase your chances of the organization hiring you.

What does an administrative assistant do?

This professional has the function of supporting the administrative part of the company. He can work in more than one sector such as HR, sales, finance, purchasing, accounting, marketing among others. Therefore, depending on the company with which the administrative assistant works, his routine activities may vary. But among the tasks that this professional performs the most are:

• organize internal files and documents;

• fill out forms, spreadsheets and other documents;

• write and type press releases and documents;

• send and receive mail;

• create schedules of internal and external activities;

• update the company's contact book;

• coordinate the purchase of inputs and materials;

• participate in meetings of different sectors, when necessary;

• help organize events;

• answering the phone and answering emails;

• receive customers, suppliers and visitors;

• make copies;

• provide support services to the financial sector;

• support inventory control;

• help the personal sector;

• operate programs and equipment for the proper functioning of the office;

• prepare presentations, documents and other reports.

This professional can also specialize in a particular area, being able to perform tasks in specialized sectors such as finance, HR, among others.

What is the difference between administrative assistant and administrative assistant?

Has it ever happened to you to see the openings for administrative assistant and administrative assistant and think that it is the same function? This is common, as the two positions are in the same area however, they are different functions, and what changes are the complexity of the tasks and responsibilities. Because the administrative assistant performs simpler tasks such as taking care of the executives' agenda, welcoming customers and suppliers, and organizing documents. On the other hand, the administrative assistant takes care of more strategic tasks, being the manager's right arm and acting in administrative and financial activities. In addition, to work as an administrative assistant, the requirement is to have completed high school, while to work as an administrative assistant, you need to be studying Business Administration.

What skills does an administrative assistant candidate need to have?

In a selection process, the recruiter evaluates some essential skills for this professional. Let's meet them.

Ease of dealing with technology

The first skill that recruiters consider in the selective product is whether the candidate is comfortable using computers. Because in the day to day of the administrative assistant he needs to perform tasks on the device such as writing letters and documents in Word, preparing spreadsheets in Excel and using other types of software and the internet. If you don't have much computer knowledge, take small courses that can help you develop this skill.

Organization

The administrative assistant needs to be organized, as he has the function of organizing the stock of materials, use of meeting rooms, files and documents. So you need to develop this skill if you want to apply for this position.

Proactivity

This professional also needs to be proactive and take the initiative to solve problems quickly. So you need to start thinking about how to act if something unforeseen occurs instead of just waiting for guidance.

Time management

The administrative assistant must know how to manage time, as the company requires high productivity from this professional. So he needs to know how to manage time so that he has time to do all the tasks of the day.

Good communication

This professional needs to interact every day with people of different types. So it is essential that he has good communication and knows how to relate to everyone. In addition, he must also be patient with people, respect the positions and help maintain harmony in the work environment.

Ability to concentrate

This professional also needs to have a good concentration capacity so that he can organize himself at work and present the required productivity. That's why you need to avoid getting distracted by anything and know how to stay focused on the activities you are carrying out.

Autonomy

Another highly valued skill to select a candidate for this position is autonomy. Because this professional needs to manage his tasks with balance and use his skills according to what the company asks. So he should not expect the manager to be always attentive to his tasks. Because it can end up hurting your productivity and delaying the work of other sectors.

Know the company

This professional also needs to know the company in depth. Since he has contact with all sectors, he needs to know all the processes, positions, and rules of the organization. Furthermore, identifying with the company's culture is also good quality. This way you will be able to carry out your work more diligently and be a true representative of the organization to customers, suppliers, and colleagues.

Take a technical management course

Currently, companies are demanding more and more from candidates, and having a technical administration course can help you stand out in the market. And if you are studying for a business degree, even better. Because then you will have more knowledge in the area, which organizations value a lot.

Good memory

This is another skill that the administrative assistant needs to use on a daily basis. Because he will need to remember the names of professionals from different sectors to be able to relate, in addition to customers and suppliers.

Be reliable

As the administrative assistant deals with important documents and information, he needs to be an honest and discreet person. In this way, the manager will have more security in disclosing this data and information. In addition to performing the work more efficiently.

Knowing how to deal with pressure

This professional also needs to know how to deal with pressure. Because the company usually demands speed and efficiency in the execution of its tasks. That's why it's important that you have emotional intelligence and manage to get through difficult situations.

Where can the administrative assistant work?

The field for administrative assistant to work is very wide. Because this professional can work in the company in areas such as finance, HR, purchasing, logistics and marketing. He can also work in the city hall, in the health area, in educational institutions, in the commercial area, in hotels, beauty salons, restaurants and supermarkets. In addition, depending on the area in which the administrative assistant works, his tasks may change. In the commercial area, for example, he will deal more with contact with customers and suppliers, in addition to supporting the sector's activities. On the other hand, in an educational institution, he will help organize student records and have direct contact with professors.

What are the types of administrative assistant?

Some companies specify the role of this professional in just one sector, so you may find administrative assistant vacancies in different ways, such as: 

Financial

in this case, the professional handles the posting of invoices helps with billing tasks and performs passive records.

Personnel

This type assists the personnel department by issuing payroll, managing vacations, controlling time attendance and delivering vouchers and documents.

Office

Operates in small and medium-sized companies, helping all sectors, and performing internal and external services.

Bilingual

in this case, he acts as a secretary or facilitates the relationship between the company and foreign agents.

Accounting

Performs accounting functions such as account reconciliations, registration of documents and tax bookkeeping.

What behavioral skills are needed to become an administrative assistant?

As we mentioned in this article, the administrative assistant is a professional who needs to know how to deal with pressure, has a good relationship with people, and has the ability to manage his time. Therefore, it is necessary for him to develop behavioral skills that help him to carry out his tasks more effectively. Among these skills are:

• Communication capacity;

• organization;

• flexibility;

• proactivity;

• creativity

• emotional intelligence;

How to increase the chances of being selected as an administrative assistant?

One of the main ways to increase your chances of being hired as an administrative assistant is to get a degree in business. Because in college you will obtain general and specific knowledge about people management, organizational leadership, and strategic planning. This knowledge is highly valued by companies. In addition, you may also have a greater possibility of being promoted over time. However, by attending college you will also have more opportunities to work in other areas, being able to be a researcher and professor in administration, consultant, and even become an entrepreneur and open your own business. The administration course lasts 4 years, and you can do it in person or at a distance, depending on the college or university you enter and also the time you have to study. In addition to the undergraduate course, you can obtain other knowledge to increase your chances of being hired. Among them is the English that companies currently require, especially hotels, airlines, and foreign suppliers. You should also have good typing skills, as you need to be able to type texts quickly and also know how to write formally, which is necessary when composing documents. But if you can't afford a degree now, you can take a technical course and other courses to help you develop the skills you need to work as an administrative assistant. Among these courses are computer science, writing and text interpretation techniques, and personal marketing.