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