Mastering technological tools
The digitization of workspaces requires a thorough mastery of technological tools. This includes not only classic office software such as Microsoft 365 or Google Workspace, but also online collaboration platforms (Slack, Teams and others), project management systems (Trello, Asana, Smartsheet, Monday) and CRM tools (Salesforce, HubSpot, MS Dynamics). Familiarity with the basics of data management and analytics can also prove invaluable.
Communication skills
Effective communication remains a cornerstone of the administrative assistant's role, especially as it can take many different forms (phone call, memo, visual presentation, legal documents, etc.) and be addressed to a wide variety of audiences (an employee, a team, management, customers or suppliers, etc.). This implies the ability to write clear, professional communications.
Communicating is not only about conveying a clear, precise and actionable message, it's also about being equipped to move a file forward, create links, feed your network and, in some cases, solve problems.
Understanding and applying professional etiquette, particularly in electronic communications, meetings and day-to-day interactions, is fundamental. This skill ensures the maintenance of harmonious and respectful professional relationships, with both internal and external clients.
Good time and priority management
Perhaps the most obvious skill, the ability to organize time effectively and prioritize tasks is crucial. This includes managing the diaries of one or more managers, scheduling meetings, preparing necessary documents in advance, and the ability to quickly adjust priorities according to the changing needs of the organization.
The ability to manage one's own time and that of others effectively involves prioritizing tasks, planning commitments strategically and minimizing disruption. This is one of the keys to avoiding feeling overwhelmed or even overworked, and to coping more serenely with the inevitable changes and other unforeseen events.
Solid interpersonal skills
Empathy, patience, kindness and the ability to work as part of a team are essential. The administrative assistant often acts as a bridge between different departments and hierarchical levels within the company, requiring a strong ability to navigate diverse professional environments, ideally without making any missteps.
This navigation is greatly facilitated by the development of emotional intelligence, which helps to manage emotions, stress and tensions, and make things easier.
Proactivity and problem-solving skills
The ability to anticipate the needs of their manager(s) and propose innovative solutions to potential problems is a skill that is always appreciated. This implies a thorough understanding of the manager's objectives, and to some extent the company's, and an ability to work autonomously.
When faced with unexpected situations or complex problems, the ability to improvise and find creative solutions is indispensable. This requires a healthy dose of ingenuity and an open mind.
Genuine adaptability, resilience and courage
As we've just seen, in a fast-moving working environment, being adaptable and open to change is crucial. This means being able to effectively manage transitions, adopt new technologies, and adjust to organizational or strategic changes. But also, and more modestly, when the manager unexpectedly upsets the agenda.
Resilience in the face of challenges and the ability to maintain a positive attitude even in difficult times (which are bound to come) are major assets. Developing the courage to face tricky situations with confidence and professionalism is also important, both for professional development and for reputation and employability.
Confidentiality and discretion
This is true of all positions, but in their role, administrative assistants often have access to sensitive information. It is therefore imperative that they develop a strong professional ethic, guaranteeing confidentiality and discretion in all circumstances.
A good knowledge of available resources
The effectiveness of an administrative assistant depends on her ability to quickly identify the resources available within the organization to respond effectively to requests. This may involve people, skills, but also internal tools and procedures.
When external resources are needed, the strength of the network is essential to act effectively in different circumstances.
A willingness to serve others
This encompasses the notion of the "servant leader": putting the needs of the company and its employees before one's own, thus fostering a positive working environment and a strong corporate culture. It's an approach that values listening, empathy and mutual support. This "servant leader" concept often avoids the feeling of having worked for nothing, as it is based directly on the needs and objectives of the organization.
In the same vein, the administrative assistant plays a key role in promoting and maintaining the corporate culture. This includes promoting the values, standards and behaviors that define the organization's identity.
Getting the big picture right
Understanding the organization's overall objectives, and how day-to-day actions fit into this broader vision, is essential. This enables tasks to be prioritized and decisions to be made in line with long-term objectives.
Conclusion
Administrative assistants need to be versatile, technologically savvy and able to communicate effectively in a fast-changing work environment. This is how they make themselves indispensable to their bosses, managers and directors: they are both indispensable collaborators and leaders within their organization. Their role thus becomes more strategic, contributing directly to the success and evolution of the company, they are among the key players in a team.
To find out more :
Administrative Assistant: Role Performance
