7 Administrative Assistant Interview Questions and Answers | FlexJobs (2023)

1. What are your strongest areas of expertise?

To impress the hiring manager, be specific when talking about your skills. Rather than saying, “I’m good with computers,” talk about your training, certifications, and experiences. As a caveat, don’t highlight the basics considered a given, like using Microsoft Word. Instead, highlight skills specific to the role, such as knowledge of Trello or Asana software.

It would also help if you mentioned any responsibilities you were given in past roles because of your strength in a relevant area, like written communication or dealing with the public.

Here’s an idea of what that might sound like:

I pride myself on being a well-rounded administrative assistant. I have experience with various computer programs, including Trello, Asana, and HubSpot. I’m also confident in managing large project schedules and handling communications internally and externally. In my previous role, I was often the go-to person for handling challenging customer service calls when the executive I supported wasn’t available. Because of this, I’ve developed excellent communication and problem-solving skills.

2. What tools do you use for time management?

Getting things done on schedule and helping your supervisor or team members stay on track are standard specifications for administrative assistants. Employers value administrative professionals who manage their own time well and help others meet deadlines and priorities. It’s crucial to make this clear during your interview.

Your time management tools don’t necessarily have to be an app or electronic device; you can also talk about strategies like goal-setting, organizational skills, and meeting or exceeding deadlines.

Consider this example:

I like to use a combination of electronic and paper-based tools to stay organized. I set daily, weekly, and monthly goals, and I make sure to keep track of deadlines in my calendar. I also prefer to schedule quick weekly check-ins with the team or executive I’m supporting to ensure that I’m on track with tasks.

3. How do you juggle competing assignments?

While this question is related to queries about time management, it also addresses your judgment when it comes to prioritizing work. If you’re interviewing for an administrative assistant role that requires you to work for multiple people, or for a team, multitasking will be central to the job.

Tailor your answer to the role by talking specifically about how you’ve communicated in the past with supervisors and team members to prioritize and determine which tasks are most important. You should also offer a specific work-related example that will illustrate good decision-making in prioritizing an ever-changing to-do list.

For instance, you might highlight how you successfully balance conflicting priorities in your current role:

In my current role, I support three different executives. When they send me an email or come to my desk with a task, I take a few moments to ask about the deadline and the importance of the project in relation to other tasks that might be on their plate. I’ll drop everything else to get it done if it’s urgent. If it can wait, I’ll ask if there’s a particular day or time they would like to have it completed. Once I have that information, I’ll work it into my schedule and be sure to follow up if anything changes on my end.

4. Tell me about a situation where you had to deal with a difficult boss, colleague, or client.

This personality-based interview question assesses your ability to deal with people in challenging situations. Administrative assistants can be the ultimate problem-solvers and “fixers.” That can mean staying calm and focused and achieving a good outcome.

When responding, you might focus again on specific scenarios from your work past (without naming the problematic people) where you kept your cool under fire. You’ll be ahead of the game if you can reference your personality type from a Myers-Briggs personality test or a similar assessment to discuss how you keep cool when work gets tough.

When you put it all together, it might sound like this:

I always try to assume positive intent and recognize that people might be under tremendous stress, so I tend to do well under pressure. I’m an ISTJ on the Myers-Briggs, which means I’m detail-oriented and organized. When things get hectic at work, taking a step back and figuring out the underlying issue generally helps me diffuse the situation.

5. Describe your communication strengths and weaknesses.

Good communication means a lot of give-and-take, such as conveying information to clients and colleagues, receiving loads of incoming information, and clearly understanding what’s needed or expected. Hiring supervisors who ask this type of question want to know about your clarity of thought in both written and verbal exchanges.

Your response could be:

Admittedly, I struggle with being a bit wordy in my emails. I’ve intentionally developed a habit of not hitting send right away. Instead, I circle back to important written correspondence after a few minutes to glance over it and ensure I’m being friendly but concise. On the other hand, I’m excellent at verbal communication, as I am diligent at practicing active listening to ensure that I understand thoroughly before responding, so there’s no confusion.

6. What kind of work schedule are you seeking?

This is one of the interview questions for an administrative assistant that allows you to express your desire for work flexibility. It’s always best to be clear upfront if you’re looking for a part-time schedule, remote work flexibility, an alternative schedule option, or some other iteration of flexible work. Rather than focusing on how work flexibility will benefit you, you can use the opportunity to reinforce your excitement about the company culture.

A well-prepared answer might sound like this:

I’m looking for a flexible work schedule that will allow me to build a healthier work-life balance. Your company has an excellent reputation for being a positive and supportive work environment, which is one of the reasons I’m so excited to work here.

7. What other skills do you have that can transfer to an admin assistant job?

Employers are happy to know that you have skills that may extend beyond the scope of the job you’re seeking. After all, an administrative assistant job can be a jack-of-all-trades position. So, besides talking about the specific job-related skills the employer may already know, this question offers an opportunity to speak about your soft skills, like optimism, self-confidence, and trainability.

This is a prime opportunity to discuss what you can bring to the job beyond what may be listed on your resume. For example:

I pride myself on being very resourceful and adaptable. I’m always looking for new ways to streamline processes and increase efficiency. I’m also excellent at problem-solving and have a knack for quickly understanding complex systems. Beyond that, I’m confident, personable, and always willing to learn new things.