10 Tips To Being a Successful Administrative Assistant

Being an administrative assistant can be far from a simple role; it demands a blend of practical skills and a gift for handling a range of tasks efficiently. 

An entry-level administration role can set you up for almost any career down the line because of the range of transferrable skills, as well as your main overarching goal - to ensure a smooth operation at all times. 

From managing schedules to organising documents and coordinating meetings, it can feel overwhelming and out of reach to truly succeed in a role like this. But what are the main things you need to keep in mind?

Here are 10 practical tips to help you thrive in your role:

1. Learn to Take Ownership 

You may be a part of a team and whilst teamwork (and communication with your team) is essential, there will be times when you have no choice but to work independently. 

If you're not able to come up with efficient solutions quickly and independently, you will be likely to struggle. Learn to develop the ability to manage tasks on your own, prioritise effectively, and make decisions confidently without constant supervision.

2. Embrace Adaptability

No matter how organised you or other people in your company are, things will change and you have to be adaptable to deal with those changes when they come, you have to be ready. 

Some examples could be:

• Adjust to new situations

• Handling unexpected challenges

• Pivoting to keep projects on track

• Changing your day plan due to other priorities

3. Learn to Prioritise And Manage Time

Effective time management is crucial in an administrative role. 

You will likely have a million tasks to complete, but you have to be aware of what needs to be done now, and what can wait.

A common mistake administrators make when going through their to-do list is just ticking each bit off bit by bit and not considering:

• What can be done now, and quickly?

• What needs to be done now?

• What can be done later, or even tomorrow?

• What things are you spending too much time on that isn't a priority

Use tools like calendars, to-do lists, and task management apps to organise your day, set deadlines, and ensure you complete tasks efficiently.

4. Hone Your Organisational Skills

Being organised is the first soft skill you probably think of when you think of administration - this is because it's crucial.

Things can get busy leading to inboxes filled, emails unread, and files unorganised. But taking out intentional time each day, even if it's 5-10 minutes, to organise your physical and digital spaces will make a huge difference in efficiency, as well as keeping track of potential deadlines and important files.

Not to mention 94% of workers feel more productive in a clean workspace (Vanguard)

5. Develop Problem-Solving Abilities

Problems are inevitable in any role and administration is no exception. When faced with a challenge, it can be easy to be overwhelmed and either make the wrong choice... or not make a choice at all. But being able to think on your feet, discover multiple solutions and choose the best one is an invaluable skill.

6. Be Tech-Savvy

Technology has played a significant role in offices and it will only become more and more relied upon.

A successful administrator is someone who is intentional to familiarise themselves with office software, project management tools, and other relevant technologies to streamline tasks and improve efficiency.

7. Focus on Attention to Detail

Accuracy is crucial in administrative tasks. 

Whilst you need to hit deadlines and work can be fast-paced, there's no point in completing tasks if you make constant mistakes. Double-check your work, proofread documents carefully, and pay attention to details to minimise errors and maintain high-quality standards.

8. Improve Communication Skills

Clear and effective communication is vital in this role. 

Many people will assume it's important to just have your verbal and written communication on par, but communication includes listening actively to understand instructions. Ensure you're also asking questions when needed, and providing updates.

Not only will good communication help you to get tasks done properly and efficiently, but it will help to improve rapport with colleagues and any external people you may be communicating with - something that is great to have in any office setting.

9. Learn To Be Proactive

Don't just wait for tasks to come your way; take initiative. 

There is always something to do in administration so anticipate needs, identify potential challenges before they arise, and offer solutions. Proactive behaviour not only shows your commitment but also demonstrates your value to the team and organisation.

10. Cultivate Professionalism

Maintain a professional demeanour in all your interactions. This includes punctuality, respect for colleagues, adherence to dress codes, and compliance with company policies and procedures.

- Written by Jess Addenbrooke

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