5 Skills an Administrative Professional Should Have | Jobspivot

5 Skills an Administrative Professional Should Have

Thinking of applying for an administrative role? For every business, an administrative professional or assistant plays an important role. He or she forms the backbone of the business by supporting existing processes and business activities in the company. Being an administrative professional entails different skillsets to manage a variety of tasks that he or she is responsible for handling. Especially in companies with a fast paced and dynamic environment, it is important for the administrative professional to manage his or her tasks efficiently and productively. 

Here are 5 skills that an administrative professional should have: 

The Tech Savvy Problem Solver 

In today’s digital age, being tech-savvy is a skill necessary for many different kinds of jobs. For administrative professionals, this skill is important to have because of the kind of tasks that they will have to handle. The tech savvy problem solver would also be able to solve technical issues independently without having to seek assistance from others. He or she would be able to find the best solution to work around a technical problem without it being too disruptive on completing the tasks at hand. 

From having basic skills in using Microsoft Word, Excel, Powerpoint, to having fundamental knowledge in managing websites, an administrative professional will need to be well-versed in technology to carry out tasks well. Some of the tasks that require good computer skills include carrying out data entries, operating on customer relationship management portals, drafting emails, maintaining databases and being able to refer to data efficiently. When it comes to processing mass information and data, it is crucial to know how to use softwares like Excel to be able to speed up performing data entries and categorisation. 

The Organised Planner

Being organised is a life skill that helps to combat stress levels while encouraging productivity. As an administrative professional, some of the tasks include managing, coordinating and rescheduling meetings and events for clients, partners, executives, managers, or other coworkers. Being able to find a common time for everyone and organising activities in a calendar requires a lot of careful planning. It is important not to stay updated on the latest schedules so as to prevent people from double booking a common time slot. When it comes to changes to the schedule, the administrative professional must also be able to adjust timelines efficiently. 

When it comes to events management, the administrative professional might also be tasked to handle organisational duties for a particular conference or networking event. From researching on venues, to gathering quotations, to sending invites to potential attendees, the administrative professional can take on the mediating role between all the different stakeholders and coordinate the event. 

Besides managing the schedules of stakeholders in the company and planning for events, the organised planner must also manage and prioritise his or her own tasks effectively. Being punctual for meetings and completing tasks on time are some examples of good organisational and time management skills. 

The Meticulous Worker

Being detail-oriented is important, especially for work that requires a lot of data handling. Administrative professionals need to have an eye for detail in order to spot mistakes and correct them. When it comes to editing minutes, they also need to spot spelling or grammatical errors while ensuring that sentences flow and key points are there. The data and information that they are handling may eventually be read by the rest of the company. Hence, it is important to vet through or proofread any document or data sheet before it needs to go out. This is especially important for documents that are sent to important people such as big clients. For example, if an email meant for a client is full of spelling and grammatical errors, it might convey the lack of professionalism by the company and reflect on the company negatively if sent. Hence, the meticulous worker needs to be detail-oriented and meticulous when reading through information. 

The Efficient Communicator 

Being an effective communicator is key in getting work done. For administrative professionals, they are constantly liaising with coworkers and external stakeholders to support core business activities. This means that they need to communicate effectively in order for information to be transferred between relevant people quickly and efficiently. When coordinating events, this is especially important as multiple stakeholders are involved; the attendees, the VIPs, the venue holder, the coworkers, and the board members, just to name a few. Communication has to be clear in order for work to be done smoothly, this ensures that no additional work is done because of information being misinterpreted or misunderstood. From phone calls to taking down notes for executives and managers, an efficient communicator is needed.  

Communication through writing is also a key skill that any administrative professional should have. It’s important to draft emails that are clear and concise, there should not be any room for ambiguity when crucial information needs to be conveyed. Depending on the stakeholder that the email is meant for, the tonality of writing needs to be appropriate. It is typical to employ a formal tone when addressing people at work as it reflects on the professionalism of the person writing the email. When collating reports, it is also important to have a good command of English when conveying information clearly and succinctly. 

Administrative professionals are often tasked with writing meeting minutes. He or she should be proficient in being able to take down notes and summarise points during a meeting in real-time. When cleaning up the minutes, the efficient communicator would also be able to organise and categorise information in a way that is easy for everyone to read and refer to. From the call-to-actions to the deadlines that tasks need to be completed by, information should be presented clearly. 

A good communicator not only aids in efficient work processes, he or she is also able to develop positive relationships with people and help to foster team cohesiveness within the company. 

The Adaptable Team Player 

A fast paced and dynamic office environment calls for nimble thinking and an adaptive mindset. Should there be sudden changes due to unexpected situations, the adaptable team player should be able to react quickly to the change. For example, if an event needs to be canceled due to sudden changes in safe distancing measures, the administrative professional might need the notify relevant stakeholders, inform them that events will be held online, or let people know of the event’s postponement. 

These are 5 skillsets that an administrative professional should have. If you are interested in applying for an administrative role, click here to explore jobs in the market. If you are looking for a career switch or a new job, check out JobsPivot’s online career portal here. 

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