When people think of important roles or departments that make up a highly functional office culture, they would probably say things like upper management, finance, human resources, marketing and creatives, sales, and the like. That may sound a lot, but all of these job functions are often the responsibility of just one person: the admin assistant.
Admin assistants, also called secretaries or admin professionals, work closely with management, HR, and finance departments. If you think that this role can be easily filled, that’s where you might be mistaken. A genuinely stellar and valuable administrative professional will add value to a company and improve processes that were previously in place, as well as help manage blind spots when it comes to employee moods and needs.
Administrative professionals are an essential part of any business. They provide administrative support to an organisation or business, keeping things running smoothly and ensuring that the day-to-day operations of the company are well organised.
The wide range of duties for an Administrative Professional includes effectively managing correspondence, scheduling meetings, maintaining records, preparing reports, handling business communications, and managing databases.
The responsibilities of an administrative professional can vary depending on the size and type of organisation they work for. They can work in a variety of industries, such as healthcare, finance, education, and government.
Of course, to be an effective administrative assistant, there are certain skills that are necessary.
Essential Skills and Characteristics of a Modern Admin Professional
1. Emotional Intelligence
Emotional intelligence is one of the top essential skills that an admin assistant should possess. Daily dealings with different staff members and understanding their concerns don’t just require logic and discernment, but compassion as well. If you have high EQ, you will not only improve the way things are done in your company, but you can help uplift your team as well.
While emotional intelligence is not always innate, there are some best practices aspiring admin assistants should be aware of in an office setting.
2. Creative Problem Solving
Sometimes, conventional thinking merely puts band-aid solutions to critical problems. This is where creativity and innovation are very much appreciated in terms of smoothing out complications or even improving outdated processes that are not working anymore. Some scenarios include boosting company morale through the implementation of poll-voted activities or addressing the root causes of issues in the workplace (budget, HR support, etc.). Think outside the box and show how resourceful you can be!
3. Foresight
Dubbed as the most important leadership skill of the 21st century, foresight is still a term misunderstood by many. No, this doesn’t pertain to magically seeing into the future, but rather being able to predict possible outcomes when certain business moves are made, grounded by benchmarks and analytics. Since admin professionals closely monitor high-level business decisions, you should be able to counsel for or against specific plans and paint a big picture for those involved. This is particularly handy in terms of budget or new launch plans, for instance.
4. Organization
It should go without saying that admin assistants are organized—and this doesn’t just mean with paper files and other documentation. You should know how to prioritize and execute tasks with proper order and structure, meticulously following processes, and checking for any errors made by other team members along the way. Admin assistants may even improve upon organizational flows of the company and suggest the most efficient project management strategies possible.
5. Adaptability
Sometimes, businesses can take an unpredictable turn in terms of direction or pacing. No matter what crisis or massive opportunity awaits, adaptability is critical to ensure that the company can keep up with any curveballs thrown their way. Admin assistants are the best people to hold down the fort and ensure that things are running as smooth as they should. As such, you should be highly flexible with the demands of your business.
6. Grit
A lot of emotions and situations arise in the workplace, and the work of an admin assistant can be demanding and stressful at times. The perfect fit for this role should possess grit and determination to work through even the most impossible tasks and shouldn’t be afraid of calling for help and extra resources should things go awry. This skill is not one to be overlooked, as many great and talented team members excel technically but are sometimes give up too quickly. Strength of character is necessary to weather difficult situations in the office setting.
7. Tech-Savviness
The world now operates at a mostly digital scale. It would not be surprising if the business you own has an online component, or perhaps you are entirely digital. As such, the staff, most notably the admin assistant, should be comfortable with learning new forms of technology, including both software and hardware. This tech-savviness can also help the company develop new systems and migrate to much better practices.
8. Communication
As an admin assistant, you will be talking to almost everyone in your team, whether in the form of sending emails, conducting small group talks, or addressing upper management. It’s imperative that you have great communication skills, both oral and written. Aim to be clear and confident with your wording. Be transparent with whoever you’re talking to.
