interview tips - admin / support virtual interview

1. Do you remember what attracted you to the ad for this position?

I approach my job hunting strategy pretty much like I approach my work. I took some time to think about the skills I want to use on my next job, the industry I'd like to work for and the location I want. I did some research on companies that were advertising and knew this company had the qualities I am looking for in my career and future.

 

2. What are the key responsibilities for an administrative position?

One of the most important responsibilities in this type of work is to be flexible. In my years of experience, working with groups and individuals has taught me to go with the flow. In my last job, I worked for 15 engineers who all wanted their work done right away. I would talk to each of them, explain my situation, and ask where the work fit in the priority of urgency. Most of them were very understanding and reasonable, because they knew from past dealings that I would try to get their work done and meet deadlines. I have been able to support the people I've worked for by staying flexible with my schedule.

3. What was the most difficult assignment you have completed using your computer skills?

That would be a project that involved collecting data from several individuals. Each person had his or her idea of how the project should look, and I was the one that had to pull it together. There were graphics, charts and clip art involved. It took a lot of communication between all involved. I was the central point person and was responsible for pulling it together. I used a spreadsheet to track contributions and deadlines. The project turned out great, and I was treated to an appreciation dinner for my hard work.

This is the best answer. This answer addresses the question, the most difficult assignment. The answer also reveals a number of other skills and traits: communication skills, coordination ability, ability to work with a team and creativity. When you tell a specific story, you highlight your qualities at the same time.

4. Do you have any questions? (This is usually asked by the interviewer at the end of the interview.)

Yes, I do. If I were to ask one of your employees, "What is the best thing about working here?" what would he or she say? Why is this position open? Is there a job description I could see?

 

5. When have you been the most satisfied with your job?

My biggest satisfaction is when I experience growth in a job. When I first started in administration, I had a lot to learn, but through hard work, advice from some good mentors and continuing education, I have come a long way. I have learned to be flexible when possible and to deal with difficult people in a positive manner. I am continuously learning new things either through training or experience.

This is the best answer. It indicates a desire to continue to grow and develop. Learning how to handle people and difficult situations, is experience that cannot be learned from a textbook. Listening to others, working hard and taking advantage of opportunities are desirable qualities in an employee.

 

6. How do you use your time when your boss is out of town?

Whether my boss is in town or not, I always keep busy, but when my boss is gone, my routine changes and I'm able to do proactive projects. For example, I took all the files, one section at a time, and put them on the computer. There were hundreds of files and it took a lot of hours, but it has really paid off. Now, when my boss is going out of town I can load files on a disk or his laptop, and he doesn't have to worry about the prospect of losing files. He was thrilled with my extra efforts.

This is the best answer. It shows a lot of initiative, and reliability and ability to think beyond expectations. Whenever you can tell a success story like this, you are revealing a past behavior as an indicator of future success. As a future boss, I would be interested in this story -- if you did it for someone else, you could do it for me.

 

7. Tell me about a time when you had a confrontation with a coworker or boss.

I did have an issue with someone who was getting on my nerves because her lack of follow-through was affecting my work. I kept getting her work, because she wouldn't finish the details. I asked her if I could talk with her one day, and we had a good discussion. It turned out she was not aware of the impact of her actions and that she really needed to have someone explain the procedure to her. We worked out an agreement so that I wouldn't be getting her work. There haven't been any problems since that day, and we get along quite well.

This is the best answer. What the problem was about is secondary in comparison to how you handled and resolved the situation. The example showed good communications skills by asking for a meeting with the person. Good communications are the number one quality employers are looking for in employees. This answer also indicates some assertiveness -- taking care of yourself without stepping on someone else to do it.

 

8. Tell me a brief history of your background and experience.

I have six years of experience as an administrative assistant working in a variety of industries. For the past two years, I have been working in the technology industry. I have strong computer experience, especially working with spreadsheets. I have excellent writing skills and am able to do correspondence independently. I interact well with peers, customers and vendors. I thrive on challenge and have had many favorable comments on my follow-through abilities. I have strong attention to detail and experience in financial data. I am looking for a position where I can bring my past experience and continue to grow with a company.

This is the best answer. By emphasizing specific examples of knowledge-based skills learned through education and experience, transferable skills, and personal traits, you reveal a summary or snapshot of yourself.

 

9. Give me an example of when you've done more than your job required.

Even though my boss and I set goals at the beginning of each year, I attempt to go beyond what is expected of me. I can give you an example of a time when I saw a problem with the way we were processing vouchers and came up with a system that I thought would improve the process. I came up with a way we could do them online -- cutting down on paperwork and time. I showed my boss, and she really liked the idea. In fact, she showed her boss, and it was incorporated into the company's process.

This is the best answer. By giving an example of doing something beyond what is necessary, you show initiative and ability to self-start, which are desirable qualities for an administrative/support person. Your answer does not always have to have such a successful result, but it should show a desire for action beyond what is expected.

 

 

interview tips - how would you describe your personality

How Would You Describe Your Personality?

By Carole Martin, Monster Contributing Writer



On the surface this appears to be a straightforward question, but if you answer too hastily, you may end up sounding like every other candidate. You must think about what makes you unique and how you can make yourself stand out and be remembered.

Interviewers ask this question for a couple of reasons: to hear where you place the emphasis in your description and to see how quickly and creatively you can think on the spot. Don't give the interviewer the same answers everybody else gives. Think about new ways to get your message across and sell yourself.

Spice Up Your Answers

Take a look at these typical answers and how you can make them more unique.

Typical: "I am a high-energy person." This answer needs more detail.
Unique: "I am energized by challenges and problems."

Typical: "I'm a hard worker." This is the most common phrase used. It shows no imagination.
Unique: "I do whatever it takes to get the job done, sometimes working 10-hour days."

Typical: "I am a quick learner." This is an overused phrase that has lost its effectiveness.
Unique: "I can hit the ground running and come up to speed faster than anyone I know."

Typical: "I'm analytical." This is a lackluster answer that doesn't reveal much.
Unique: "I'm a wiz at analyzing data and transforming it into useful information."

Typical: "I'm very organized." This answer is understated.
Unique: "I am a person who can bring order to chaos."

Typical: "I'm reliable." This answer needs more information to get the point across.
Unique: "I pride myself on my record of never missing deadlines."

Typical: "I'm good with customers." The answer needs clarification.
Unique: "I build great relationships with customers; they always ask for me."

Scripting Exercise

Describing your personality is like writing ads for a product. What makes you unique? Are you the type of person who would fit into this organization? Your job is to convince your interviewer that you have the perfect personality for the position.

Make a list of personality traits that describe you. Determine the qualities you would like the interviewer to remember after the interview. Incorporate some of the same words used in the job posting.

For example, if the job listing reads: "Must have five or more years' experience managing a diverse population of employees," you might say to the interviewer:

"I am a person who values other people's qualities and contributions. My employees would tell you that I am a fair manager who listens when they have something to say."

The more specific you are with your answer, the better your chances of leaving a lasting impression. Interviewers talk to several candidates in a single day. What will make you memorable?

interview tips - why should we hire you?

Why Should We Hire You?

By Carole Martin, Monster Contributing Writer



This is another broad question that can take you down the wrong road unless you've done some thinking ahead of time. This question is purely about selling yourself. Think of yourself as the product. Why should the customer buy?

The Wrong Track

Spencer answers by saying, "Because I need and want a job." That's nice, but the bottom line here is, "What can you do for us?"

Mariana says, "I'm a hard worker and really want to work for this company." The majority of people think of themselves as hard workers -- and why this company?

The Right Track

Tom's answer to this question is, "Because I'm a good fit for the position." Getting warmer, but more details, please.

Sharon answers, "I have what it takes to solve problems and do the job." This is the best answer so far. Expand on this, and you've got it.

Develop a Sales Statement

The more detail you give, the better your answer will be. This is not a time to talk about what you want. Rather, it is a time to summarize your accomplishments and relate what makes you unique.

Product Inventory Exercise

The bottom line of this question is, "What can you do for this company?"

Start by looking at the job description or posting. What is the employer stressing as requirements of the job? What will it take to get the job done? Make a list of those requirements.

Next, do an inventory to determine what you have to offer as a fit for those requirements. Think of two or three key qualities you have to offer that match those the employer is seeking. Don't underestimate personal traits that make you unique; your energy, personality type, working style and people skills are all very relevant to any job.

The Sales Pitch: You Are the Solution

From the list of requirements, match what you have to offer and merge the two into a summary statement. This is your sales pitch. It should be no more than two minutes long and should stress the traits that make you unique and a good match for the job.

Example

"From our conversations, it sounds as if you're looking for someone to come in and take charge immediately. It also sounds like you are experiencing problems with some of your database systems.

With my seven years of experience working with financial databases, I have saved companies thousands of dollars by streamlining systems. My high energy and quick learning style enable me to hit the ground and size up problems rapidly. My colleagues would tell you I'm a team player who maintains a positive attitude and outlook. I have the ability to stay focused in stressful situations and can be counted on when the going gets tough. I'm confident I would be a great addition to your team.

What Makes You Unique?

Completing an exercise around this question will allow you to concentrate on your unique qualities. Like snowflakes, no two people are alike. Take some time to think about what sets you apart from others.

• "Never miss deadlines."
• "Bring order to chaos."
• "Good sense of humor."
• "Great attention to detail."

Let the interviewer know that you have been listening to the problem and have what it takes to do the job -- that you are the solution to the problem.

interview tips - prep for the top 10 interview questions

Prep for the Top 10 Interview Questions

By Carole Martin, Monster Contributing Writer



Too many job seekers stumble through interviews as if the questions are coming out of left field. But many interview questions are to be expected. Study this list and plan your answers ahead of time so you'll be ready to deliver them with confidence.

What Are Your Weaknesses?

This is the most dreaded question of all. Handle it by minimizing your weakness and emphasizing your strengths. Stay away from personal qualities and concentrate on professional traits: "I am always working on improving my communication skills to be a more effective presenter. I recently joined Toastmasters, which I find very helpful."

Why Should We Hire You?

Summarize your experiences: "With five years' experience working in the financial industry and my proven record of saving the company money, I could make a big difference in your company. I'm confident I would be a great addition to your team."

Why Do You Want to Work Here?

The interviewer is listening for an answer that indicates you've given this some thought and are not sending out resumes just because there is an opening. For example, "I've selected key companies whose mission statements are in line with my values, where I know I could be excited about what the company does, and this company is very high on my list of desirable choices."

What Are Your Goals?

Sometimes it's best to talk about short-term and intermediate goals rather than locking yourself into the distant future. For example, "My immediate goal is to get a job in a growth-oriented company. My long-term goal will depend on where the company goes. I hope to eventually grow into a position of responsibility."

Why Did You Leave (Or Why Are You Leaving) Your Job?

If you're unemployed, state your reason for leaving in a positive context: "I managed to survive two rounds of corporate downsizing, but the third round was a 20 percent reduction in the workforce, which included me."

If you are employed, focus on what you want in your next job: "After two years, I made the decision to look for a company that is team-focused, where I can add my experience."

When Were You Most Satisfied in Your Job?

The interviewer wants to know what motivates you. If you can relate an example of a job or project when you were excited, the interviewer will get an idea of your preferences. "I was very satisfied in my last job, because I worked directly with the customers and their problems; that is an important part of the job for me."

What Can You Do for Us That Other Candidates Can't?

What makes you unique? This will take an assessment of your experiences, skills and traits. Summarize concisely: "I have a unique combination of strong technical skills, and the ability to build strong customer relationships. This allows me to use my knowledge and break down information to be more user-friendly."

What Are Three Positive Things Your Last Boss Would Say About You?

It's time to pull out your old performance appraisals and boss's quotes. This is a great way to brag about yourself through someone else's words: "My boss has told me that I am the best designer he has ever had. He knows he can rely on me, and he likes my sense of humor."

What Salary Are You Seeking?

It is to your advantage if the employer tells you the range first. Prepare by knowing the going rate in your area, and your bottom line or walk-away point. One possible answer would be: "I am sure when the time comes, we can agree on a reasonable amount. In what range do you typically pay someone with my background?"

If You Were an Animal, Which One Would You Want to Be?

Interviewers use this type of psychological question to see if you can think quickly. If you answer "a bunny," you will make a soft, passive impression. If you answer "a lion," you will be seen as aggressive. What type of personality would it take to get the job done? What impression do you want to make?

interview tips - what are your greatest strengths and weaknesses?

What Are Your Greatest Strengths and Weaknesses?

By Carole Martin, Monster Contributing Writer



Marie is about to interview two candidates for the customer service manager position. Her candidates are Francine and William. As always, she plans to ask about their strengths and weaknesses.

Francine answers the question, "What are your greatest strengths and weaknesses?" with, "My strength is that I'm a hard worker. My weakness is that I get stressed when I miss a deadline because someone else dropped the ball."

This answer is unimaginative. Most people think of themselves as hard workers.

William has difficulty with the question. "I really can't think of a weakness," he begins. "Maybe I could be more focused. My strength is probably my ability to deal with people. I am pretty easygoing. I usually don't get upset easily."

This answer leads with a negative, and then moves to vague words: maybe, probably, pretty and usually.

So what is the best way to answer this question?

Assessing Your Strengths

Assess your skills, and you will identify your strengths. This is an exercise worth doing before any interview. Make a list of your skills, dividing them into three categories:

1. Knowledge-based skills: Acquired from education and experience (e.g., computer skills, languages, degrees, training and technical ability).

2. Transferable skills: Your portable skills that you take from job to job (e.g., communication and people skills, analytical problem solving and planning skills).

3. Personal traits: Your unique qualities (e.g., dependable, flexible, friendly, hard working, expressive, formal, punctual and being a team player).

When you complete this list, choose three to five of those strengths that match what the employer is seeking in the job posting. Make sure you can give specific examples to demonstrate why you say that is your strength if probed further.

Assessing Your Weaknesses

This is probably the most dreaded part of the question. Everyone has weaknesses, but who wants to admit to them, especially in an interview?

The best way to handle this question is to minimize the trait and emphasize the positive. Select a trait and come up with a solution to overcome your weakness. Stay away from personal qualities and concentrate more on professional traits. For example:

"I pride myself on being a 'big picture' guy. I have to admit I sometimes miss small details, but I always make sure I have someone who is detail-oriented on my team."

Scripting Your Answers

Write a positive statement you can say with confidence:

"My strength is my flexibility to handle change. As customer service manager at my last job, I was able to turn around a negative working environment and develop a very supportive team. As far as weaknesses, I feel that my management skills could be stronger, and I am constantly working to improve them."

When confronted with this question, remember the interviewer is looking for a fit. She is forming a picture of you based on your answers. A single answer will probably not keep you from getting the job, unless, of course, it is something blatant. Put your energy into your strengths statement -- what you have to offer. Then let the interviewer know that although you may not be perfect, you are working on any shortcomings you have.

interview tips - common interview questions part 4

Common Interview Questions, Part 4

Part 4 in a Four-Part Series

By Ian Christie, Monster Contributing Writer



Every interview has a unique focus, but some questions are asked so often, it makes sense to do all you can to prepare for them. To be successful, you need a strategy -- not scripted answers. Your goal should be to emphasize the experiences in your background that best fit what each interviewer is looking for.

In this series, we'll look at some common questions and what you should consider when formulating your responses. Work through each potential question, creating your own responses, and you will be in great shape for your next interview. It helps to write out potential answers. Even better: Practice aloud with someone.

QUESTION: Tell me about an assignment that was too difficult for you. How did you resolve the issue?

Intent: The intent can be varied. The interviewer may be interested not only in your ability to respond to a challenge but also in how you respond. Or he may want to know how you define "too difficult." Your ability to learn from a situation you considered too difficult is also relevant. Answer the right way, and you can impress with your coping skills and range of abilities. The wrong answer could take you out of the running.

Context: If you have been in challenging roles, then at some point you should have found yourself stretched to the limit. This is when we grow. So this question is a marvelous opportunity to talk about a time you dealt with a really big challenge successfully.

Response: Do not make the mistake of saying you have never had an assignment that was too difficult for you. Discuss an example of a time you had to overcome a lack of knowledge, skill or experience, or when you took your game to the next level: "I wouldn't say that it was too difficult for me. However, I was faced with..."

QUESTION: What is your management style?

Intent: This is a classic question for management-level candidates. The interviewer's intent here is threefold: to find out if your management style fits, to determine if you have management ability and to probe how much you understand your own work style.

Context: Avoid responding with cliches. Hopefully you can say more than that you have an open-door policy or you manage by walking around.

Response: In today's environment, you need to speak to leading and developing your team, communication, how you organize and plan, how you execute and how you measure progress. It need not be a long answer, but responding with a well-thought-out approach to your management style will make a better impression than spouting generalities.

QUESTION: How would your past experience translate into success in this job?

Intent: Either the interviewer is asking in a tone that indicates his doubt about your legitimacy as a candidate, or he is asking you to make the connection for him effectively.

Context: You can blow the whole interview here. In fact, you have no business being in the interview unless you are clear why you have what it takes to do the job well.

Response: You might start with naming the top few requirements for this job and then describing how you meet or exceed each one. Or you might begin with your background and summarize how it has prepared you for this job. Often, the context of the job is almost as important as the skills required, so don't forget to speak to the specific challenges and objectives you see in the role.

QUESTION: How would you tackle the first 90 days?

Intent: This question is about thoroughness, process and appreciation for organizational complexity. In a second or third interview, the interviewer may also be testing how much you have thought about the job itself.

Context: Most people would say they would study the company's business. You must go beyond this answer to speak to specific job's key challenges or goals. You also want to assure your potential employer that current production will continue without interruption. Of course, you want to express that you would work with the team, your boss and any key influencers to get up to speed as quickly as possible.

Response: Unless asked to do so, do not get specific on changes or initiatives you would make. Instead, think of your response as an operating framework that demonstrates you have a solid, realistic understanding of what needs to be done and how.

QUESTION: Give me proof of your technical competence.

Intent: This question is worded vaguely on purpose. In any number of ways, your interviewer will likely ask you to prove your competence in some technical area important to the job. You need to do so decisively.

Context: You could be given a hypothetical scenario, such as a case study or a technical problem to solve, or you simply could be asked to describe your level of competency in a specific skill. How you do this will depend on the kind of question.

Response: Remember the three possible competency scenarios: exceeds, meets or needs development. Even if you find yourself in the last category, you need to demonstrate that you are purposefully and rapidly developing in that area and trying to compensate with an area of strength. You are better off acknowledging where you are rather than trying to fake it.

You can see themes running throughout this series: Know yourself. Think about the position you're interviewing for. Connect the dots between your background and the job and organizational requirements. Expand upon your responses to ensure you effectively communicate the depth and breadth of your experience. And of course, understand the nuances behind the questions. Good luck!

interview tips - common interview questions part 3

Common Interview Questions, Part 3

Part 3 in a Four-Part Series

By Ian Christie, Monster Contributing Writer



Every interview has a unique focus, but some questions are asked so often, it makes sense to do all you can to prepare for them. In order to be successful, you need a strategy -- not scripted answers. Your goal should be to emphasize your past experiences that best fit what each interviewer is looking for.

In this series, we'll look at some common questions and what you should consider when formulating your responses. Work through each potential question, creating your own responses, and you will be in great shape for your next interview. It helps to write out potential answers. Even better: Practice aloud with someone.

QUESTION: Tell me about a time when you faced a major obstacle at work.

Intent: Similar to the proudest achievement question, this is a behavioral interview question focused on an event. In this case, the interviewer is interested in your ability to overcome a major hurdle.

Context: Pick an example that illustrates a significant obstacle that best demonstrates how you work and that had a positive, tangible outcome. Obstacles might include business problems, a difficult objective, key people who stood in your way or lack of resources. Once you have your example, explain the steps you took.

Response: You could include the analysis you performed and the resulting strategy, the process you took, the key actions performed, your arguments or anything else that clearly demonstrates how you achieved your goal. A great response technique for this kind of question is to break your answer down into phases or steps: "First, I... Second...."

QUESTION: How do you deal with conflict?

Intent: Conflict is part of any workplace, and the reality is that you often can't get ahead or perform well in your job unless you can deal with conflict at a basic level. Do you avoid conflict or face it? Do you think it through, or are you impulsive? Do you use constructive techniques to resolve the situation?

Context: There are different forms of conflict of course: The everyday interpersonal sort, disagreements in direction or strategy, and conflict over resources. You should describe how you handle conflict at an appropriate level. If you are a manager or executive, for example, pick a reflective example.

Response: Consider offering a specific example to demonstrate how you resolve conflict.

QUESTION: Tell me about yourself.

Intent: Such an innocent-sounding question, but it is a bit of a trap. The interviewer wants to see how you present yourself, but this is not an offer to recite your resume.

Context: This question, which when asked always occurs at the beginning of the interview, is a predictable opportunity to craft an engaging, intriguing executive summary of who you are professionally and why you are there. While there is no hard-and-fast rule as to how long it should be, let's say it should last up to a minute. If you are given this opportunity, turn it to your advantage to establish momentum.

Response: The stronger the connection you can make between your background, knowledge and interests, and the job at hand, the more compelling you will be as a candidate. If there is something notable about your personal life that adds to your candidacy or helps explain your career trajectory, add it. Otherwise, leave personal details out at this stage unless invited to do so.

QUESTION: How would you describe your work style?

Intent: This is a fairly open-ended question. At a basic level, the interviewer is interested in hearing how you both understand and articulate how you work. However, there may be a requirement for someone highly organized, or the team may have a specific way of working, and the interviewer wants to see if you fit.

Context: You may not have thought about this too carefully before. How do you best operate? What's the optimum work situation for you? There are two sides to this: How you work and in what kinds of work environments you work best. Are you highly structured? Do you focus on one thing and get it done, or move multiple projects forward concurrently? On the environment side, do you do best in fairly structured workplaces, or do you thrive in chaos?

Response: Like any other answer, being specific and backing up your answer with a brief example works best. You could use the past week as an illustrative example.

QUESTION: Why are you interested in this job/our organization?

Intent: Fair question. Why are you? The interviewer knows you are looking for a new opportunity, and at a basic level, a job. Why else? A candidate with good reasons why is going to be more interesting.

Context: This is not about telling them what they want to hear. Your reasons could involve opportunity, career fit, cultural fit, interest in their business, personal value proposition fit and your ability to be successful in the job. It's also a great opportunity to illustrate the homework you've done on the company.

Response: You want to present your reason as a benefit to the employer. If it is the first interview, you might not have all the answers or will have not made up your mind yet. In this case, use a statement like, "From what I have seen so far...."