Administrative Assistant Interview Questions in New York City, NY
Executives count on administrative assistants to keep busy schedules and company activities as clear and easy-to-navigate as possible. Expect questions about your organizational, time management, and communication skills. Many of these questions will be story-based, so come ready to explain a time when you successfully juggled multiple deadlines or were able to handle difficult customers at the front desk. Though these interviews focus primarily on soft skills, you may be asked to answer a question about your ability to use basic administrative software.
Top Administrative Assistant Interview Questions & How to Answer
Here are three top administrative assistant interview questions and how to answer them:
Question #1: Can you describe a situation in which you made an error and how you resolved the problem?
How to answer: Everyone makes mistakes at work, even the most experienced administrative professionals. When answering a question about an error, briefly describe the situation and how the mistake happened. Emphasize what you did to resolve the error and how you'll avoid that mistake in the future. Use the STAR method to describe the situation, task, action, and result.
Question #2: What office atmosphere do you prefer when working in an administrative assistant role?
How to answer: Administrative assistants often serve as the face of an office, so they need to hold specific skills, including the skills required of receptionists. When answering a question about your preferred office environment, consider the atmosphere of the position for which you are interviewing. Discuss your ability to work as part of a team and interact with others.
Question #3: How do you juggle multiple high-priority projects?
How to answer: An administrative assistant might support multiple individuals who provide projects that hold a high priority level. This question helps a hiring manager determine how applicants use their judgment when managing projects and assignments and how they manage their time.
How did you design a performance management system? And was it successful? Why or why not?
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How would you handle a situation where you have a client who interrupt your existing interaction with a client?
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I apologize and ask him or her to please step in line and I’ll be right with them. If they interrupt I say understand completely and look for a manager. If there isn’t one available, I’d ask for the source of their urgency. If it’s just them being difficult without an interest in telling me their issue I’d tell them I’ll be with them shortly, I just have to help another customer. Really it helps to keep things short and simple, moving along as quickly as possible with other tasks at hand. Less
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I politely tell the client who interrupted to please standby and that I will be able to answer their questions/handle their issues shortly. If they need immediate attention I will call a member of the team to assist. Less
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Jessica Cross
Explain reasonable accommodation in regards to the ADA.
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How experienced are you in Excel?
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I have medium experience with excel.. I would say intermediate. I’ve used it for class assignment purposes and created medium spreadsheets. Less
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I would consider my experience intermediate, however I always open to expanding my knowledge. Less
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I have alot of experience with Excel. I currently use excel to make various spreadsheets for archiving data for the firm I work at now. Less
what do you bring to the table what skills do you have
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To whom it may concern: First I'd like to thank you for taking the time to review my resume and also give you some background info on myself. I feel I would make proper fit in the position of administrative assistant based on my experience and abilities. Although I am not experienced in QuickBooks, I do know Sage 50 & I feel I can rise to the challenge of learning any program or software required in a minimal amount of time, given the opportunity. As noted on my resume, my competencies and capabilities are strongly in line with those required for the position. For instance, working at Excel security as the service coordinator for the installation dept, I gained knowledge and insights into providing excellent customer service by anticipating client needs. I also became proficient in accounting via Sage/Peachtree to better invoice clients who did not have service contracts with us. I kept a strict record of techinician scheduling, ordering of materials needed for all projects, tracking of the shipments and redirecting those to the appropriate job site for completion. I'm looking forward to further discussing the position and my qualifications with you in more detail soon. I feel confident that I can fulfill the requirements needed for the office assistant position. Thank you again for your time and consideration. Less
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I am a valued team player with organizational skills that manages time appropriately. Less
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I am detailed oriented, a team player good communication and verbal skills, also a multi tasker Less
How would you handle an upset patient coming up to the front desk and complaining?
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I certainly understand why you would be upset. Let me see if I can get a nurse to speak with you more about this. Less
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I would empathize with the customer and diffuse the situation by addressing his/her concern. Less
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I let them get their complaints and anger out that way they know that I am concern about their problem and so I can better understand them why they are upset. I give them a sincere apology then help them by resolving the problem. Less
How do you accomplish your daily duties when there are frequent interruptions?
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I focus on the task at hand even if there are frequent interruptions. Multitasking helps alleviate time management issues caused by interruptions. Less
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Many studies have proven that multitasking is inefficient and actually is a waste of time. Less
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I prioritize the next day's agenda before leaving work so that I know what needs to be completed first. Sometimes, I may need to come in early or stay a little later to finish the most important items if unexpected interruptions occur. Less
How would you handle multiple projects and deadlines from different supervisors?
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By staying involved in each project and in constant contact with my supervisors on each project, also prioritizing and coordinating particular tasks on each sight with the contractors and supervisors of fellow trades so that production isn't slowed down by working around other trades finished product or waiting for things to be moved or revised by the architect. STAYING AHEAD OF THE GAME!!!! communication skills and flexibility within reason for other trades and there work limitations Less
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Focus on establishing priorities and ensuring that projects are broken down into manageable sizes. Don't be afraid to ask for help or let the manager know if you aren't able to complete a project by the deadline, but have a reason. Stay organized and keep track of the status of the projects. Less
What was your biggest achievement? Tell me a time where you made a mistake and how did you fix it? How do you decide which task is more important to take first?
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Successfully filling the staffing needs of a large client, of over 200 associates. I made a mistake in an email being sent. I came into the office during off hours, sent the email, and sent correct email, and contacted client to ensure there were no further question or concerns concerning the email. Client was pleased. The relay of information was most important, and the follow up was subsequently important, to make myself available for any further questions. Less
How do you handle discipline and motivate children?
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Different situations warrant different levels of discipline, so give specific examples that provide adequate context. Some forms of discipline include involving parents, taking away privileges, detention, etc. As far as motivating students, my opinion says hire great teachers. Find ways to get the kids excited about learning, which starts with a teacher who is excited about teaching. Beyond great teachers, some students need one-on-one attention in order to get the wheels turning. Less