Marie G. McIntyre, Ph.D.

Advice on difficult bosses, cranky coworkers, office politics, and career issues.

 

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Key Characteristics of a Successful Administrative Assistant

(All material on Your Office Coach is copyrighted to Marie G. McIntyre.  All rights reserved.)

 

The Key Characteristics of a Successful Administrative Assistant can be grouped into three basic areas:  displaying a positive attitude or mindset; possessing effective people skills, and consistently doing your best work.

 

Displaying a Positive Attitude

  • Smile!  Present a positive attitude, even when the circumstances make it difficult.  This will sometimes be easier said than done, but a good mindset will carry you a long way – even when you are up against a tight deadline on Friday afternoon! 

  • Approach your job with enthusiasm.  It’s easy to dwell on the downside of things, but be careful not to get too caught up in that.  Things could possibly be better, but they could also be a lot worse.   Try to find something good in every situation. 

  • Keep your cool, even when it’s hot.  Don’t lose your temper or show your disdain for your boss or your co-workers.   So what if you’ve told your boss the name of that vendor three times already – who’s counting?  Certainly not your boss!  Be patient, but not condescending.  It’s also a good idea to keep any sarcastic or demeaning comments and actions out of the office (in fact, you might want to get rid of them for good!)

  • Maintain your self esteem and confidence.  It is important to have self esteem.  Being sure of yourself and your abilities is a definite plus.  Don’t measure yourself by what others do.  That is not realistic.  Focus your energy on your work and do your best.  Don’t overdo it though; it is one thing to be confident in your ability, but quite another when you brag about your accomplishments to anyone who will listen.

Effective People Skills

  • Respect your boss and your co-workers.  Just because you don’t think something is important, doesn’t mean it’s not important to someone else.  Be tolerant and open-minded to other ways of thinking.

  • Build relationships.  Don’t act as though you and your boss are an island.  Network with other administrative assistants in your company.  Find common areas where you can work together for the good of the whole organization.

  • Don’t gossip.  Participating in office gossip or talking about others almost always comes back to haunt you.  Keep yourself out of that cesspool.  If someone tries to reel you in, walk away.  They’ll eventually figure out that you’re there to work, and not gossip, and if need be, they will find someone else to gossip with.

  • Keep confidential things confidential.  In most cases, administrative assistants are privy to a wealth of information, some of which is very confidential.  Your boss relies on your ability to keep it that way.  A slight slip of the tongue may have far reaching consequences, including affecting someone’s job. 

Work Performance

  • Be accurate.  In everything you do, be accurate.  Check and double check your work.  A few extra minutes before you turn in your report or mail that letter is a worthwhile investment.  It may prevent you from sending Mr. Smith’s invoice to Mrs. Jones!

  • Be accountable. Do what you are supposed to do, when you are supposed to do it.  Be known as someone who will follow through on your responsibilities.  People will know that they can count on you to deliver what you promised.  If something goes wrong, take the necessary steps to rectify it.  Don’t play the “Blame Game”. 

  • Offer to take on the extra work once in awhile.  Not only will you be helping someone else, you may be expanding your skill set by learning something new.   

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