2023-04-26 06:22:21
If there is a job that should, theoretically, never know the crisis, it is that of administrative assistant! There are so many tasks to perform that there will always be a need for him and his skills.
Indeed, the latter is an essential figure in the proper functioning of any company. He is an essential cog. It ensures the administrative management, of course, and constitutes a link, a gateway between the different services.
But deep down, what makes the administrative assistant so valuable to his employer? The reasons can be varied, but we will try in this article to highlight a key skill: versatility.
Therefore, we are going to distinguish the purely business aspect, that is to say the “know-how”, and the relational and behavioral part, what we call the “know-how”.
Versatility: between know-how and interpersonal skills
These two terms are closely related insofar as it is impossible to separate the two elements: having many business skills will allow the administrative assistant to carry out his tasks in the best possible conditions and to master his subject. Here is a non-exhaustive list of the main job skills: writing various letters, taking minutes, managing emails, taking phone calls, etc. Knowledge of accounting and human resources is also required, we will see this in more detail later. Indeed, an administrative assistant may be required to manage invoicing, payments or even the entry of accounting entries. In addition, he will also be asked in certain cases to provide administrative support to the human resources department, in particular by helping to draft work certificates, by drafting job offers or by informing, for example, employees who have questions regarding their payslip.
La « positive attitude »
However, for the work to be carried out optimally, the administrative assistant must also adopt a excellent state of mind. Indeed, it must be dynamic, that is to say, show energy and motivation in order to better manage the volume of his work, which can quickly become important. For this purpose, sense of priorities and organizational skills of the administrative assistant will be his most faithful assets. An excellent way to best organize your work in a structured and efficient way is to write a “to-do list” and stick to it as scrupulously as possible.
Having a sense of service: essential!
The administrative assistant must also demonstrate flexibility, because it is quite possible to quickly have to move on to a completely different task, depending on the degree of urgency of the latter. Indeed, when a collaborator is absent, it is very often the administrative employee that we think of to replace the latter in a more or less long way. The advantage of the administrative assistant here is precisely his versatility, because he has administrative, accounting and human resources knowledge, which allows him to be trained quickly on a task that is not his.
It is also necessary to demonstrate availablity, because the administrative assistant often has the role of relay within a company. As a result, he is often asked to manage telephone calls, process emails and provide information to anyone who may request it, such as colleagues, supervisors, visitors, etc. To this end, the main ally of the administrative assistant will be his state of mind. It is obviously essential to show a permanent good mood and to adopt a courteous and appropriate language. The administrative assistant, because of the central role he occupies within the company, often constitutes the image of the latter.
From theory to practice
As a personal example, when I worked in the accounting department of the Office des Poursuites de Genève, I attached particular importance to the management of incoming telephone calls. Indeed, we sometimes received more than 100 calls daily and it was very important to use clear language with the citizens. Many phone calls were difficult to manage, due to the situations of the people contacting us. From then on, my primary role was to calm the citizens with kindness. I showed empathy and had to listen carefully. Thus, I was able to quickly reduce the pressure and might therefore inform the person effectively.
In the end, the phone call often ended with thanks to me, and the constituents regularly asked me if they might take my name so that they might deal directly with their next requests. It was proof to me that my work had been well done.
Language skills
But that’s not all. The administrative assistant must also have very good language skills, because he may have to use foreign languages, whether directly within the company, by e-mail or even by telephone. Geneva and Switzerland in general have a good number of international companies, so proficiency in English (at least a B2 level, the equivalent of the First certificate) will often be a required criterion. In addition, mastering other foreign languages is a real asset when convincing a potential recruiter.
Accounting and human resources
Additionally, knowledge of accounting as well as at the level human resources are often requested and appreciated by recruiters, as they allow the administrative assistant to extend their skills and thus further increase their importance within the company. Indeed, an administrative assistant may be required to manage invoicing, payments or even the entry of accounting entries.
In addition, he will also be asked in certain cases to provide administrative support to the human resources department, in particular by helping to draft work certificates, by drafting job offers on the Internet or by informing, for example, employees who have questions regarding their payslip.
The administrative assistant is, in a way, the ultimate collaborator, the perfect employee. He masters many tasks as varied as they are interesting. He can go from a complex accounting task to writing minutes without the slightest difficulty. He can answer an email in French while receiving a phone call in English. He is even able to perform his tasks independently while at the same time training an apprentice or trainee! This shows how precious it is, even though its role is sometimes not sufficiently highlighted…
In conclusion, any administrative assistant who wishes to be efficient must above all use his versatility!
Further reading:
Administrative assistant: School secretary for primary schools
I’m an administrative assistant, and you, what’s your superpower?
The chameleon administrative assistant
Photo credit : alphaspirit via depositphotos.com
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