Interview questions for Office Assistant

Office Assistants are found in all types of industries. This is usually an entry-level position with wide-ranging support duties. Great office assistants are curious, diligent and have the attitude that no job is too small.
Some tasks, such as data entry, report preparation, calendar management require proficiency with workplace software such as Microsoft Office. Use interviews as an opportunity to evaluate these skills. Some employers may even include a short skills test in the interview process. If there is a specific skill that you need, such as travel coordination, be sure to add questions about that to this list.

1. What types of computer software are you proficient with and comfortable using?

In the modern office, it’s generally expected that an office assistant is capable and comfortable using multiple types of computer software. Ideally, you want to hire an candidate who has plenty of experience using the programs your company relies on. Training should be geared toward company processes, not generalized skills other applicants may possess. What to look for in an answer:
• Familiarity with current systems your industry uses
• Confidence in using necessary software
• Track record of using this software continuously in their work
How reliable of a worker are you?
Community Answers
• “Prompt and able to work with little supervision.”
• “I don’t miss work unless I’m sick or there is an emergency. I’m very reliable.”
• “A quality should be a admin to maintain with our worker.”
• “I am a very reliable and dependable employee, my last 3 evaluations have stated how I am always prepared and focused.”
• “I am a relliable worker by coming in on time and doing the work I am suppose to do.”

2. What are your favorite things about being an office assistant?

The last thing you want to do is hire someone who is just seeking any new job. You want to hire a career-driven applicant who has goals to grow within your organization. You need a motivated person who truly enjoys helping your company move in the desired direction and serving as an integral driver for that growth.
Example:
“I am detailed oriented and proud that my organization of schedules, events and files helps the office stay organized. It’s a great feeling knowing that I make a difference in the big picture. I work hard to push toward company goals and help the entire team stay productive.”

3. What have you done in the past year to improve your skills as an office assistant?

Community Answers
o “I take classes offered by the local school district.”
o “Maintain small business office and basic bookkeeping.”
o “I have attened college in the business administration progran to update my skills.”
o “Housekeeping & security maintenance, front desk maintenance, handle with client.”
o “I have attended college in the business administration program to update my skills.”

4. What are the most important qualities needed to become an administrative assistant?

The important qualities needed to become an administrative assistant are:
• Coordinating the team: It is an activity that ensures that the right action is taken at the right time.
• Time management quality: It is a way how a candidate plans and manages activities.
• Meeting scheduling quality: This quality includes tasks related to organizing business or project meetings.
• Communication quality: This quality includes both verbal and non-verbal conversation among office colleagues.
• Knowledge in word processing: It is needed to make the report, creating and editing documents, etc.
• Dealing with emails and telephone calls: The emails and calls can be of office colleagues and clients.
• Creating and maintaining records in the system: This can be important information related to business that admin should manage.
• Arranging appointments: It includes activities related to the appointment of client candidate and other resource of the organization

5. What part of working in an office do you enjoy the most?

o “I enjoy the interactions of people and helping.”
o “Administrative and organizational duties.”
o “The aspect of organisation and helping the smooth running of the company.”
o “I like having a series of set tasks and seeing the pile of work dwindled by the end of the day. I get too see immediate results.”
o “I enjoy working with adults and getting along with everyone. Doing my job.”
o “Helping out customers with any questions they have.”
o “I like working with computers and learning new software.”
o “Tell me about a complex project you were tasked with completing under deadline.”
o “I like to learn the new technology.”
o “What technologies are you an expert with using?”

6. How can administrative assistance manage the daily Task?

Administrative assistance can manage the daily task by:
• Making a to-do list.
• Ranking the list from the most important to least.
• Putting the to-do list somewhere where the employee can see.
• Avoid tasks that are not required.
• Set the deadline for priority tasks.

7. Do you have career goals you are pursuing? Such as further education, promotions, etc. If so, what are they?

“Yes. I have customer service training. Interpersonal skills. Other training.”

8. Explain the basic software needed for the administrative work?

The basic software needed for the administrative work are:
• Scheduling Software: Outlook and Google Calendar.
• Email Apps and Software: Gmail, Yahoo, Hotmail, etc.
• Spreadsheet Software: Excel and Google Sheet.
• Presentation Software: Microsoft PowerPoint and Slideshare.
• Document creation software: MS Word, Google Doc.

9. What are some of your habits that you do around the office, that you find unique to yourself?

o “Responsiblity on working on system and opportunities to do tasks outside my job description.”
o “Friendly official environment every where.”
o “I take the extra step to get know the counterparts and other supporting staff. I do very good work.”

10) How to juggle competing assignments in an administrative assistant role?

Administrative assistance can juggle competing assignments by properly managing the time and prioritizing work. A person can also do this by involving more members from a team to complete the assignment.

11. Why adopting adaptive skill in administrative assistant is important?

Adopting adaptive skill in administrative assistant is important because:
• It provides flexibility in changing and adjusting work accordingly.
• A person can manage and order conflicting priorities in a composed manner.
• It gives administrative assistants a positive attitude towards their Tasks.

• 12. What type of reporting structure did you work within in previous jobs?

  I worked as a preschool assistant which involved contact with parents and children. Several years ago I worked as receptionist and moved up to customer service.
  Minimum supervision while assisting mid-management staff members.
  Previous reporting structure has always been directly to the owner.”
  Typing them from the computer.