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Administrative Assistant Skills

Learn about the skills that will be most essential for Administrative Assistants in 2024.

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What Skills Does a Administrative Assistant Need?

Find the important skills for any job.

Types of Skills for Administrative Assistants

Organizational proficiency, technical savvy, communication excellence, problem-solving and adaptability, interpersonal and customer service skills, top hard skills for administrative assistants.

Essential skills for peak efficiency in office management, from expert software use to meticulous event coordination and customer relations.

• Advanced Proficiency in Office Productivity Software
• Data Entry and Database Management
• Calendar Management and Scheduling
• Document and Report Preparation
• Accounting and Bookkeeping Basics
• Travel Coordination and Event Planning
• Typing and Transcription Accuracy
• Business Correspondence and Email Management
• Customer Relationship Management (CRM) Systems
• Technical Troubleshooting for Office Equipment

Top Soft Skills for Administrative Assistants

Empowering office dynamics with exceptional communication, organization, and a keen sense for detail, confidentiality, and adaptability.

• Effective Communication
• Time Management and Prioritization
• Organizational Skills

Problem-Solving and Critical Thinking

Adaptability and flexibility.

• Interpersonal Skills
• Customer Service Orientation
• Attention to Detail
• Discretion and Confidentiality
• Emotional Intelligence

Most Important Administrative Assistant Skills in 2024

Organizational and time management, advanced proficiency in office software, effective communication and interpersonal skills, financial literacy and budgeting, project management capabilities, confidentiality and data protection awareness.

Show the Right Skills in Every Application

Administrative assistant skills by experience level, important skills for entry-level administrative assistants, important skills for mid-level administrative assistants, important skills for senior administrative assistants, most underrated skills for administrative assistants, 1. cultural intelligence, 2. active listening, 3. discretion, how to demonstrate your skills as a administrative assistant in 2024, how you can upskill as a administrative assistant.

• Master Advanced Office Software: Beyond basic proficiency, delve into advanced features of office software suites like Microsoft Office 365 or Google Workspace. Learn to automate tasks with macros or explore new collaboration tools.
• Develop Expertise in Remote Collaboration Tools: With remote work becoming more prevalent, become adept at using project management and communication platforms like Slack, Trello, or Asana to streamline virtual collaboration.
• Enhance Time Management Skills: Take courses or workshops on time management to learn new techniques and tools that can help you prioritize tasks and manage your workload more effectively.
• Embrace Digital Literacy: Stay current with the latest digital trends and tools. Learn to manage digital filing systems, understand basic data analytics, and maintain cybersecurity best practices.
• Improve Communication Skills: Enroll in communication workshops or public speaking classes to refine your verbal and written communication, ensuring clarity and professionalism in all interactions.
• Expand Your Knowledge of Human Resources: Understanding HR processes can be invaluable. Consider certifications or courses in HR fundamentals to better support recruitment, onboarding, and employee relations.
• Learn Financial Basics: Gain a basic understanding of financial processes such as budgeting, invoicing, and expense tracking to add more value to your administrative role.
• Seek Feedback and Mentorship: Regularly seek constructive feedback from supervisors and peers. Find a mentor who can provide guidance, share experiences, and help you navigate your career path.
• Participate in Industry Networking Events: Attend conferences, seminars, and webinars to connect with peers, stay informed about industry trends, and discover best practices.
• Focus on Personal Development: Engage in activities that boost your confidence, stress management, and adaptability to change, such as mindfulness training or resilience workshops.

Skill FAQs for Administrative Assistants

What are the emerging skills for administrative assistants today, how can administrative assistants effectivley develop their soft skills, how important is technical expertise for administrative assistants.

Administrative Assistant Education

More Skills for Related Roles

Driving executive success through efficient organization and strategic administrative support

Steering office operations, ensuring efficiency and productivity in a dynamic environment

Orchestrating office efficiency, ensuring smooth operations and superior organization

Creating welcoming environments, managing communication flow, first point of contact excellence

Managing schedules and tasks, ensuring smooth operations for executives and teams

Driving executive success through strategic scheduling, communication, and organization

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Top 12 Administrative Assistant Skills That You Must Have

Administrative Assistants are essential for any organisation, as they perform various tasks that keep the office running smoothly. They need to have a set of skills that make them efficient, reliable, and professional. This blog will discuss the top 12 Administrative Assistant Skills you must have and how to enhance them.

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Being an Administrative Assistant is not an easy job. You must deal with different people, handle multiple projects, and manage various administrative duties. You also have to be adaptable, flexible, and ready to learn new things. That’s why you need strong Administrative Assistant Skills to help you succeed in your role. 

Administrative Assistant Skills are the abilities and competencies that you use to perform your tasks as an Administrative Assistant. They include both soft skills and hard skills, such as communication, organisation, technology, and problem-solving. In this blog, we will explore the top 12 Administrative Assistant Skills that you must have and how to enhance them.  

Table of Contents 

1) Top skills for Administrative Assistant 

     a) Effective communication skills 

     b) Robust emotional intelligence 

     c) Organisational skills 

     d) Effective time management skills 

     e) Problem-solving skills 

     f) Written communication 

     g) Verbal communication 

     h) Technological skills 

      i) Strategic planning 

2) Conclusion 

Top skills for Administrative Assistant 

Top skills for Administrative Assistants are the abilities and competencies that enable them to perform their tasks and projects efficiently, effectively, and professionally. They include communication, organisation, technology, and problem-solving skills.  

Effective communication skills 

Communication is one of the most important Administrative Assistant Skills, as you have to communicate with different people, such as your boss, colleagues, clients, and vendors. You have to be able to convey information clearly, concisely, and politely, both verbally and in writing. You also have to be able to listen actively, ask relevant questions, and provide feedback. 

To improve your communication skills, you can: 

a) Write in simple and clear language 

b) Follow grammar and spelling rules 

c) Maintain proper tone and body language in speaking 

d) Be respectful and professional

Robust emotional intelligence 

Emotional intelligence refers to the skill of recognising and regulating your own emotions, as well as understanding and effectively engaging with the emotions of other people. It is a vital Administrative Assistant skill, as you have to deal with different situations and emotions in your work environment. You have to be able to cope with stress, frustration, and anger and handle criticism, feedback, and conflict. You also have to be able to recognise and respond to the emotions of others and to build rapport and trust with them. 

To enhance your emotional intelligence, you can: 

a) Be aware of your own emotions and how they affect your behaviour and performance. 

b) Learn to regulate your emotions and express them appropriately. 

c) Be open and honest about your feelings and needs, and respect those of others. 

d) Seek feedback and constructive criticism, and learn from your mistakes. 

Organisational skills 

Organisational skills are planning, prioritising, and managing your tasks and resources effectively. They are essential for any Administrative Assistant, as you have to handle various administrative duties, such as scheduling, filing, data entry, and inventory. You have to be able to keep track of deadlines, appointments, and documents and to ensure that everything is in order and accessible. 

To boost your organisational skills, you can: 

a) Use tools and systems like calendars, planners, folders, and labels to organise your tasks and files. 

b) Develop daily, weekly, and monthly task lists, prioritising them based on urgency and significance. 

c) Establish achievable and precise objectives and divide them into smaller, more manageable actions. 

Effective time management skills 

Time management skills involve effectively and productively utilising your time. They are closely related to organisational skills, as they help you plan, prioritise, and execute your tasks within the given time frame. They are crucial for any Administrative Assistant, as you have to meet deadlines, handle multiple projects, and balance your work and personal life. 

You can enhance your time management abilities by following these steps: 

a) Use tools and techniques like timers, alarms, and the Pomodoro method to manage your time and focus. 

b) Estimate each task's length and add buffer time for unexpected delays or interruptions. 

c) Delegate or outsource jobs not within your scope or expertise, and ask for help when needed. 

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Problem-solving skills 

Problem-solving skills are the ability to identify, analyse, and solve problems that arise in your work. They are vital for any Administrative Assistant, as you must deal with different challenges and issues, such as errors, complaints, and conflicts. You have to think critically, creatively, and logically and find the best solutions for the problems. 

To develop your problem-solving skills, you can: 

a) Define the problem clearly and accurately, and gather all the relevant information and data. 

b) Consider various solutions and assess their advantages and disadvantages. 

c) Select the best solution and implement it in a timely and effective manner. 

Written communication 

Written communication is the skill of effectively conveying messages or ideas in written form. It is one of the critical Administrative Assistant Skills, as you have to write various documents, such as emails, letters, reports, and memos. You have to write clearly, concisely, and correctly and tailor your writing to the purpose, audience, and tone. 

To enhance your written communication skills, you can: 

Verbal communication 

Verbal communication is the skill of conveying messages or ideas effectively through speech. It is another important Administrative Assistant skill, as you have to speak with different people, such as your boss, colleagues, clients, and vendors. You have to be able to speak clearly, confidently, and politely and to convey your message and intention. 

You can improve your verbal communication through these steps: 

b) Use proper grammar, pronunciation, and vocabulary in your speech. 

c) Use appropriate tone, volume, and body language in your speech. 

d) Be respectful, courteous, and professional in your speech. 

Technological skills 

Technological skills are the ability to use and operate various technologies and software that are relevant to your work. They are essential for any Administrative Assistant, as you have to use different tools and applications, such as Microsoft Office, Google Suite, Zoom, and Slack. You have to be able to use them efficiently and effectively and to learn new ones as needed. 

To boost your technological skills, you can: 

a) Familiarise yourself with the basic functions and features of the tools and applications that you use. 

b)  Explore the advanced functions and features of the tools and applications that you use and learn how to use them to optimise your work. 

c) Seek training and tutorials on the tools and applications that you use, and update your knowledge and skills regularly. 

Strategic planning 

Strategic planning is the ability to plan and execute your tasks and projects in a strategic and effective way. It is a valuable Administrative Assistant skill, as you have to support your boss and team in achieving their goals and objectives. You have to be able to align your tasks and projects with the vision, mission, and values of your organisation and to measure and report your progress and results. 

To enhance your strategic planning abilities, you might consider the following steps: 

a) Understand the vision, mission, and values of your organisation and how they relate to your tasks and projects. 

b) Identify the goals and objectives of your tasks and projects and how they contribute to the overall success of your organisation. 

c) Define the strategies and actions that you will use to achieve your goals and objectives and how you will monitor and evaluate them. 

d) Allocate the resources and time needed for your tasks and projects and manage them effectively. 

Attention to detail 

Attention to detail is the ability to pay close attention to the details and accuracy of your work. It is a crucial Administrative Assistant skill, as you have to ensure that your work is error-free, consistent, and complete. You have to be able to spot and correct any mistakes, discrepancies, or inconsistencies in your documents, data, or communication. 

To increase your attention to detail, you can: 

a) Review your work carefully before submitting or sending it, and use tools such as spell checkers, grammar checkers, and calculators to help you. 

b) Double-check any facts, figures, or names used in your work, and verify their sources and reliability. 

c) Follow the instructions, guidelines, and standards that are given for your work, and adhere to them strictly. 

Flexibility and versatility 

Flexibility and versatility are the ability to adapt and adjust to different situations, demands, and changes in your work. They are essential for any Administrative Assistant, as you have to cope with various tasks, projects, and people in your work environment. You have to be able to handle unexpected challenges, emergencies, or opportunities and to learn new skills or knowledge as required. 

To enhance your flexibility and versatility, you can: 

a) Be open and willing to try new things, methods, or approaches in your work, and experiment with different solutions or alternatives. 

b) Be proactive and prepared for any changes or contingencies in your work, and have a backup plan or strategy in case of any problems or difficulties. 

c) Be resilient and optimistic, and view changes or challenges as opportunities for growth and improvement. 

Microsoft Word, PowerPoint, and Excel 

Microsoft Word, PowerPoint, and Excel are the most common and widely used software applications for Administrative Assistants. They are part of the Microsoft Office suite, a set of tools and programs that help you create, edit, and manage various documents, presentations, and data. You must be proficient in using these applications, which can help you perform your tasks and projects more efficiently and effectively. 

Here is the table showing how to improve Microsoft Word, PowerPoint and Excel: 

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Conclusion 

Administrative Assistant Skills are the abilities and competencies that you use to perform your tasks and projects as an Administrative Assistant. They include hard and soft skills, such as communication, organisation, technology, and problem-solving. These skills are essential for any executive assistant, as they can improve your productivity, efficiency, and quality of work. 

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Frequently Asked Questions

Having good Administrative Assistant Skills can benefit you in many ways, such as: 

a) You can perform your tasks and projects more efficiently and effectively and achieve your goals and objectives. 

b) You can increase your value and reputation as an Administrative Assistant and gain the trust and respect of your boss, colleagues, and clients. 

c) You can enhance your career opportunities as an Administrative Assistant and advance to higher positions or roles. 

d) You can improve your professional and personal growth and development as an Administrative Assistant and acquire new skills and knowledge. 

You can showcase your Administrative Assistant Skills in your resume and cover letter by: 

a) Use phrases and keywords that describe your skills, such as “excellent communication skills”, “strong organisational skills”, or “proficient in Microsoft Office”. 

b) Provide specific examples and evidence of how you have used your skills in your previous or current work, such as “communicated effectively with clients and vendors via email and phone”, “organised and managed multiple projects and deadlines”, or “created and edited documents, presentations, and spreadsheets using Microsoft Word, PowerPoint, and Excel”. 

c) Highlighting your achievements and results that demonstrate your skills, such as “increased customer satisfaction by 20% through effective communication”, “saved time and money by optimising organisational systems and processes”, or “improved data accuracy and quality by using advanced Excel functions and formulas”. 

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11 Best Administrative Skills for Your Resume (With Examples)

11 min read · Updated on February 15, 2024

Discover the top administrative skills to make your resume stand out

Having strong administrative skills means you're able to plan events and projects, manage time, and keep things organized and running like a well-oiled machine. It also means you come to the table with the ability to communicate and engage with the customers, clients, and stakeholders of a company. 

Though administrative skills are necessary for jobs like Administrative Assistants, Receptionists, and Office Managers, they also add value to virtually any position across the various industries you might find yourself employed in. Since they're highly valued by employers, it benefits you to ensure you highlight sought-after administrative skills on your resume. 

In this post, we cover:

What administrative skills are

Why administrative skills on resumes are important

Some of the most in-demand administrative skills for resumes

How to highlight administrative skills on resumes

Where to include administrative skills on resumes

Administrative skills defined

Administrative skills are a series of qualities that, when combined, allow you to help manage a business or department or run an office. They include both hard skills, like knowing how to use a specific software application, and soft skills, like communication and problem solving. Examples of essential administrative tasks might include communicating with employees, filing, running reports, calendar management, and answering client questions. 

Why administrative skills are important to employers

People with strong administrative skills tend to be reliable self-starters with the ability to organize and manage time well. With a diverse skill set, they're valued by employers because they help organizations to maintain productivity and keep things running smoothly - they're a cornerstone of a company's success.  Any successful business will not only have administrative staff with strong administrative skills on their resume, but will also have other employees throughout the organization that apply these types of skills in their various jobs.

Administrative skills are also some of the most transferable skills between industries and job types. Administrative skills required for a role in the marketing sector would be applicable and transferable to the energy sector, for example. 

What are some of the most in-demand administrative skills for resumes?

When it comes to administrative skills on resumes, there are many that can make you stand out to hiring teams. Here are 11 of the top administrative skills to consider for your resume, and why they're important. 

1. Communication

Communication - both verbal and written - is a daily requirement for virtually any position. Those in administrative positions often need to communicate in different forms with a variety of people, both internal and external to the business, from employees and executives to clients and contractors. 

2. Microsoft 365

We're all familiar with certain Microsoft 365 applications, like Microsoft Word and Outlook. However, those with solid technical administrative skills on their resume tend to be knowledgeable in how to use all applications in the suite, including Excel, PowerPoint, and OneDrive. 

3. Organization

With the many plates employees often have spinning all at once, it's vital they hone in on the administrative skill of organization. In fact, it's one of the most important administrative skills to ensure things run smoothly within a team, department, or business. When you're organized, you tend to have good time management and planning skills as well, which are also sought-after administrative skills on resumes. 

4. Problem solving

We're constantly solving problems every day, including at work. A good problem solver identifies the problem, proposes solutions, chooses the best solution, and implements the it. Strong problem solvers support business continuity, innovation, and inspiration, making it a highly valuable administrative skill on resumes.  

5. Scheduling

Though essentially all employees have to maintain their schedules, administrative positions, in particular, often have the daunting task of keeping up with several schedules at once. In addition to calendar management, Administrators often have to coordinate and schedule meetings, travel arrangements, and events for the teams or individuals they support, making scheduling a vital technical skill to have.  

6. Flexibility

Change is the only constant, as they say, which requires flexibility. Employees need to be flexible to successfully adapt to changing priorities, demands, and requests. Without flexibility, work can be more stressful and productivity can take a hit.  

7. Working well under stress

Tight deadlines, quick turnaround times, multiple requests, several projects all at once, and day-to-day tasks can feel like a lot for any employee. Being able to work well under stress is necessary to stay on top of things without becoming overwhelmed, which can slow things down. When you work well under stress, you also tend to be good at multitasking, another valuable administrative skill. 

8. Customer service

For positions that are customer and client facing, strong interpersonal and customer service skills are necessary administrative skills. This is especially true for service and support-oriented positions. 

9. Teamwork

Though administrative professionals tend to be on point to keep things operating as needed, they do so as part of a team. The same goes for individual contributors who, while being responsible for their own tasks and activities, contribute to the department and generally work as part of a team to accomplish department and organizational goals and objectives. 

10. Detail orientation

When you're managing calendars, sharing business information, planning events, or drafting presentations, you must pay attention to the details to ensure accuracy and efficiency. Mistakes in these areas can be costly - if not in terms of dollars, in terms of added stress and lost time. As such, employers want to know they can trust you to adequately cross all the t's and dot all the i's when they hire you to do a job, making attention to detail an in-demand administrative skill.    

11. Event coordination

Administrative professionals, in particular, are often responsible for planning events of varying sizes. Coordinating company events, holiday parties, staff meetings, and more can all fall under the administrative umbrella. What's great about highlighting event coordination skills is that you're showing several other administrative skills at the same time, including organization, communication, multitasking, collaboration, and problem-solving.

Additional administrative skills for resumes 

The above list is just a launching point to help you get started with your own list of administrative skills to include on your resume. Below are some additional hard and soft skills often found on administrative resumes to provide even more inspiration.

Administrative hard skills for resumes

Office equipment use

Database management

Videoconferencing

Expense reporting

Google Docs

File management

Administrative soft skills for resumes

Decision-making

Interpersonal skills

Prioritization

Active listening

Critical thinking

Open-mindedness

How to highlight administrative skills on your resume

Make a list of your administrative-related skills and accomplishments. Using this post as inspiration, sit down and thoughtfully list all of the administrative skills you possess. From there, make a list of all of the administrative duties and responsibilities you've held, as well as any work accomplishments related to administrative skills you've applied or positions you've held. 

Refer to the job description. Review the job description you're interested in and highlight any administrative skills and experience required. Then, compare that to the list you created based on your work history. Be sure your resume includes the administrative skills and experience you have that align with the job description. This is a great way to incorporate keywords into your resume to pass an employer's applicant tracking system , or ATS, and grab the attention of hiring managers.

Showcase soft and hard (technical) skills throughout your resume. For maximum benefit, highlight both hard and soft administrative skills throughout your resume. Hard skills are measurable and learned skills, whereas soft skills are intangible and difficult to measure, though vital for job success. We discuss where and how to include hard and soft skills in the next section. 

Highlight soft skills through on-the-job accomplishments and achievements. Unlike with technical skills, you don't want to merely list soft skills on your resume. Instead, you want to show off your soft skills through the achievements you choose to highlight. For example, consider the following:

Oversaw and coordinated a 5-hour corporate event for 1,000 employees, showcasing the executive team and highlighting employee achievements and milestones for 2023

This achievement highlights organization, time management, attention to detail, critical thinking, and creativity administrative soft skills, to name a few. 

Where to highlight administrative skills on your resume

Now that you know how to come up with administrative skills to include on a resume, where can you incorporate them? Any of the following are excellent options:

Resume Summary

Skills or core competencies section.

Experience section

Certifications section

Additional sections.

Your resume summary , that sits just below your contact information, is where you can pack a punch to entice resume readers to keep reading. Here are a couple of examples of how to include administrative skills in your resume summary:

Administrative professional example

Administrator with over 5 years of experience working with C-suite executives to navigate organizational challenges and provide solutions to maintain business continuity and operations. Managed up to 15 calendars at one time using effective scheduling, time management, and organizational skills. 

What are some of the administrative skills this summary speaks to? How about:

Communication

Organization

Problem solving

Time management

Stress management

Multitasking

Non-administrative individual contributor example

Focused engineering professional with 10 years of experience in the oil & gas sector. Leverages solid problem-solving skills to address concerns in high-stakes environments, with the flexibility required to adjust priorities and maintain productivity. Organized and led a $2M pipeline construction project to upgrade pipeline requirements, meeting current industry standards. 

Some of the administrative skills that this summary highlights include:

Prioritizing

Flexibility

Attention to detail

It can be beneficial to include a Core Competencies section just below your resume summary to showcase your technical skills, as well pertinent soft skills. For example:

Core Competencies

Customer Service | Microsoft 365 | Quickbooks | Research | Scheduling   |   Enterprise Resource Planning (ERP) | Oracle Applicant Tracking System | Certified Administrative Professional (CAP) | Event Coordination

Alternatively, the hard skills listed could all also go under a Technical Skills section near the end of your resume:

Technical Skills

Enterprise Resource Planning (ERP)   |   Microsoft 365   |   Quickbooks   |   Research   |   ATS Proficiency   |   Event Coordination   |   Scheduling

Avoid being repetitive and listing the same skills in both a Core Competencies and Skills section - only choose one of the two if you don't have different skills to include in each list.

Work Experience section

Another section to highlight your stellar administrative skills is in the Work Experience section. Here's an example that showcases focus, stress management, communication, filing, organization, switchboard management, time management, and more, all in just three bullet points!

Receptionist

ABC Company, Houston, TX

July 2021 - Present

Managed switchboard for three office buildings housing over 750 employees

Answered client questions regarding products and services, handling a high call volume of 40 to 50 calls per day

Spearheaded development of a new filing system for improved organization of client cases related to issues and concerns

If you hold any administrative-related certifications, you can choose to include them in a Certifications section on your resume. Relevant certifications not only showcase acquired administrative skills and knowledge, but also indicate your dedication to professional development. 

Examples of in-demand administrative certifications are:

Microsoft 365

Certified Administrative Professional (CAP)

Administrative Assistant Certification (CAA)

Microsoft Office Specialist Certification (MOS)

Certified Associate in Project Management (CAPM)

Professional Administrative Certification of Excellence (PACE)

Finally, some might choose to highlight administrative skills on their resume by including additional sections, such as:

Volunteer Work

Hobbies & Interests

Extracurricular Activities

Special Projects

Including additional sections on a resume can benefit those who have gaps in administrative work experience, skills, or education.

Top tip: why not check out our Office Administrative Assistant resume example ?

Administrative skills = valuable assets for any resume

Whether you're applying for an administrative position or any other type of position, administrative skills on resumes add value and tend to stand out to hiring managers. Now, you're equipped with some of the most in-demand administrative skills to include on your resume, as well as advice on how and where to incorporate them. With these tips, you'll be landing those interviews in no time! 

Are you representing administrative skills on your resume appropriately? Why not submit it for a free resume review to find out?

Recommended reading:

How to Use a Reverse Chronological Resume Format

How to Check if My Resume is ATS-Friendly for Free

How to Show Promotions on a Resume (with Examples)

Related Articles:

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How to Create a Resume With No Education

Why You Lose When You Lie on Your Resume: Learning From Mina Chang

See how your resume stacks up.

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