Right Stuff for Job In Admin.


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What do administrative assistants, executive assistants, secretaries, coordinators, administrators and even office managers all have in common?

Find out and see if you're a good fit!

Mark Swartz - CareerActivist.com
Monster.ca's National Career Coach

Published in: Career
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Right Stuff for Job In Admin.

  1. 1. Employee & Job-Seeker Tip <br />THE RIGHT<br />STUFF<br />FOR A<br />JOB IN<br />ADMINISTRATION<br /> Mark Swartz, <br /> Career Coach<br />
  2. 2. 1<br />.<br />OVERVIEW OF<br />ADMINISTRATIVE JOBS<br />
  3. 3. 1. OVERVIEW OF ADMINISTRATIVE JOBS<br /><ul><li>What do administrative assistants, executive assistants, secretaries, coordinators, administrators and even office managers all have in common?
  4. 4. In almost every company, administrative staff play an essential role in keeping the wheels of progress rolling
  5. 5. To see if you fit, we’ve put together this quick snapshot of the most important administrative skills and how they’re put to use</li></li></ul><li>2<br />.<br />CLERICAL SKILLS <br />FOR ADMINS<br />
  6. 6. 2. CLERICAL SKILLS FOR ADMINS<br /><ul><li> Sorting and Assembling
  7. 7. manage contacts, handle mail, sort e-mail, file and follow up on various dossiers, assemble reports and presentations
  8. 8. Greeting
  9. 9. answer the phone, greet visitors (if at reception)
  10. 10. Basics
  11. 11. do data entry, photocopy and scan documents, send and receive faxes, other related activities</li></li></ul><li>3<br />.<br />COMPUTER SKILLS <br />FOR ADMINS<br />
  12. 12. 3. COMPUTER SKILLS FOR ADMINS<br /><ul><li>Almost all administrative jobs require proficiency in Microsoft Office (Word, Excel and PowerPoint) along with an e-mail application like Outlook, Lotus Notes and the Internet
  13. 13. Word:you’ll compose correspondence, reports and other copy, apply proper formatting using styles, automatic tables of contents, footnotes, etc., and create letters, envelopes and labels using </li></ul>mail merge functions<br /><ul><li>Excel:to create and track budgets and prepare various reports. You should know how to do sums and apply and copy formulas, format data, link spreadsheets, create and insert charts/graphs
  14. 14. PowerPoint: users will create presentations, format slides, apply and edit masters and insert graphs, illustrations and images</li></li></ul><li>4<br />.<br />ADVANCED<br />COMPUTER SKILLS <br />FOR ADMINS<br />
  15. 15. 4. ADVANCED COMPUTER SKILLS FOR ADMINS<br /><ul><li>Your workplace might require knowledge of specialized software. Legal assistants, for instance, may track time and expenses, manage projects and create reports in Juris Concept, ALF or Esilaw. Accounting and bookkeeping staff may do the same in SAP, Simply Accounting, Accpac or Great Plains
  16. 16. You might also use Microsoft Project to create Gantt charts, monitor resources and track critical paths, as well as graphics software like Visio to create and update organizational charts</li></li></ul><li>5<br />.<br />COMMUNICATION AND<br />INTERPERSONAL SKILLS<br />FOR ADMINS<br />
  17. 17. 5. COMMUNICATION AND INTERPERSONAL SKILLS<br /><ul><li>Juggling competing demands means good communication and negotiation skills are a must. You will have to build effective working relationships, learn to say “no” with tact, set limits, and deflect crises through proactive thinking
  18. 18. Drafting memos, letters, reports, minutes and other documents will demand excellent verbal and written communications skills, including grammar and spelling
  19. 19. Some positions may require knowledge of other languagesor proofreading skills</li></li></ul><li>6<br />.<br />ORGANIZING AND<br />COORDINATING SKILLS<br />FOR ADMINS<br />
  20. 20. 6. ORGANIZING AND COORDINATING SKILLS<br /><ul><li>Managing your supervisor’s datebook and travel arrangements may require advanced planning and coordination skills as well as excellent prioritizing skills
  21. 21. To organize meetings, business lunches and special events, you will have to be resourceful, proactive and fearless in the face of those inevitable last-minute scheduling snafus
  22. 22. You’ll have to be able to Time Manage such time wasters as disorganization, procrastination, and indecision. You’ll also need to learn to set tangible goals, delegate and prioritize</li></li></ul><li>more on this topic:<br />Jobs in Administration: Got the Right Stuff?<br />more career advice:<br />http://career-advice.monster.ca<br />join us on:<br />
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