Find jobs. Network. Build a better career. Find your calling. | Monster.ca

Use New Search (BETA)

Change Country | Search Tips

Advanced Search Browse Jobs

Jobs in Administration: Have You Got the Right Stuff?

By Kerry Knapp
Monster Contributing Writer

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

Their jobs are as critical as they are hard to define.

In almost every company, administrative staff play an essential role in keeping the wheels of progress rolling. But many administrative job descriptions can you leave you scratching your head. Vague, undefined words like “coordinate” and “plan” abound, with particulars few and far between. Even well-seasoned employees may have trouble pinning down the exact scope of their duties.

To lend a helping hand, I’ve put together this quick snapshot of the most important administrative skills and how they’re put to use.

If you’re wondering whether an administrative career is for you, this overview will give you a good idea what to expect and even help prepare for those skill-related interview questions. If you’re already in the field, you can use it as a checklist to review and possibly update your skills.

Clerical Skills

Depending on your position, you may have to manage contacts, do data entry, answer the phone, handle mail, photocopy and scan documents, send and receive faxes, file and follow up on various dossiers, and assemble reports and presentations.

Basic Computer Skills

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.

In 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 mail merge functions.

You’ll use 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, and create and insert charts and graphs.

PowerPoint users will have to create presentations, format slides, apply and edit masters and insert graphs, illustrations and images.

Advanced Computer Skills

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.

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.

Communication and Interpersonal Skills

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.

Drafting memos, letters, reports, minutes and other documents will demand excellent verbal and written communications skills, including faultless grammar and spelling.

Some positions may require knowledge of other languages or proofreading skills.

Organizing and Coordinating Skills

Managing your supervisor’s datebook and travel arrangements may require advanced planning and coordination skills as well as excellent prioritizing skills.

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.

Time Management Skills

Administrative personnel have to be able to handle common time wasters such as disorganization, procrastination, and indecision. You’ll also need to learn to set tangible goals, delegate and prioritize.

Preparing for Tomorrow

If you decide your skills could stand a little fine-tuning, you can find further administrative training just about anywhere. Check out your local community colleges, high schools or private institutions to see what’s available.

The outlook for administrative occupations is expected to remain stable over the coming years, with most growth in specialized milieus like scientific and technical services, private educational services, and health care and social assistance. So once you’ve covered the basics, why not train for a specific field that really grabs you? You’ll develop a solid skill base that will put you in good stead to face the future.

Rate this article:

Average rating:

Email to a friend

Join the Discussion

Latest Jobs

CQ Specialist

Avient Solutions Group Inc.

Posted: 16/05/2012

Toronto, ON

Application Developer (Java & Panorama)

Experis

Posted: 16/05/2012

Vancouver, BC

Leading Risk Engineer

Hays Specialist Recruitment (Canada) Inc.

Posted: 16/05/2012

Timmins, ON, P4N...

Contract - Part-time Change Manager HR/Organizational Development

S.i. Systems

Posted: 16/05/2012

Edmonton Calgary...

SportChek - Circle and 8th - Head Tech - Bikes, Ski's, Snowboards

FGL Sports

Posted: 16/05/2012

Saskatoon, SK, S...

Want more personalized results? Update Your Profile

View All Latest Jobs

Browse Advice

Job Hunt Strategy

Resumes & Letters

Interviewing

Salary & Benefits

In the Workplace

Career Development

Featured advice links:

Browse All Articles in this section

Rate this article:

Average rating:

Monster Community

Looking For Answers?

Monster's online community is here to help you with your job search and career. Share your questions and experiences with other Monster members.

Join the Discussion

Career Centre

Tools to help your job hunt.: Tools to help your job hunt.
Research careers here.: Research careers here.
How does your work experience compare to others?: How does your work experience compare to others?
Look perfect on paper - get your resume professionally written.: Look perfect on paper - get your resume professionally written.
Get coached for your interview. Gain confidence to get the job.: Get coached for your interview. Gain confidence to get the job.
Know what a job pays.: Know what a job pays.
More Career Centre Resources

Job Hunt Strategy

Assess your Skills

Get ahead in one of these indemand jobs.

Resumes & Cover Letters

The Proper Use of Fonts on Your Resume

Selecting the proper type makes your resume look professional.

Interviewing

What to Wear to a Job Interview

It's okay to ask what to wear.

Salary & Benefits

How to Find Out What a Job Pays

How to figure out the salary range when it isn't stated.

Attracting Candidates

How to Catch the Eye of the Gen Y Candidate

Recruiting? Go where the talent is. See why recruiters have befriended social networks.

Employee Sourcing

Get the Most from Power Resume Search

Screening Candidates

Interviewing Culturally Diverse Candidates

We all carry around some prejudice. Are you immune? Not likely. Here's how to work through your human foibles to get the best candidate.

Workforce Planning

Resources for Small to Medium Business Owners

Here some Canadian resources that are available to entrepreneurs to help them get the back up that they need to run their businesses effectively.

For Seekers

Resume Writing Service: Our experts will craft a keyword-rich resume that stands out in the crowd.
Compare Your Salary: See how your pay stacks up to others in your field
Free Salary Wizard: What are you worth? Find out and negotiate a better salary.
Research Careers: Get information on jobs and career paths to help guide your choices
Interview Preparation: Gain an interview advantage with step-by-step preparation
Other Services

For Employers

Career Ad Network: Target your job posting to more candidates on thousands of websites.
Hiring Home Page: Find the best candidates for your business with Monster hiring solutions.
Job Postings: Find the right solution for your hiring needs. Starting at $175.
Power Resume Search: Monster's new search technology precisely matches people with your jobs.
Resource Centre: Find staffing insights, labor trends, HR best practices and more.

Social Media

Career help on Facebook: Follow Monster.ca on Facebook. Ask career questions, find career related answers.
Monster Careers: Tune into our career advice and discussions tackling a wide range of topics and industries.
Monster Corporate & PR: Stay up-to-date on the latest news. Get the 'Who', 'What', 'When', and 'Why' on all things Monster related.
Monster Advice Forums: Tap into Monster's online career forums and share advice with experts.

Welcome to Monster Canada!

Are You An Employer?

You may want to upgrade your browser.

Top Articles

Most Popular Jobs

Other Helpful Resources

Advice

Top Articles in Career Advice

Jobs in Administration: Have You Got the Right Stuff?

Email to a Friend

Related Articles:

Latest Jobs

Browse All Articles in this section

Browse All Articles in this section

Browse All Articles in this section

Browse All Articles in this section

Browse All Articles in this section

Browse All Articles in this section

Looking For Answers?

Popular Job Searches

Career Centre

Job Hunt Strategy

Resumes & Cover Letters

Interviewing

Salary & Benefits

Attracting Candidates

Employee Sourcing

Screening Candidates

Workforce Planning

For Seekers

For Employers

Social Media

Other Links

|Chat With An Employer

Want to Chat With an Employer?