Hire Office Assistants
An office assistant’s role can often be viewed as a simple desk job; organizing schedules, performing clerical tasks, and keeping track of daily activities. If you look at the bigger picture, however, the administrative tasks that they do benefit the entire business.
In hiring an office assistant, it is important to write a job description that will highlight the role’s contribution to your organization. You know that the role is important; why not let the candidate know that as well? Keep in mind that the job description is more than a list of responsibilities and skills. It is an opportunity to introduce your organization to your ideal candidates. Sharing your company’s vision, goals, and values are helpful for candidates to get a glimpse into your company culture.
Responsibilities of an Office Assistant
The bulk of the responsibilities of an office assistant fall under the administrative umbrella. This may include: management of files, and records, updating paperwork and documents as needed, as well as taking minutes of meetings. Additionally, the office assistant also performs other clerical duties depending on the needs of the department, such as: event coordination and booking, travel accommodations, and reservations. Maintaining an inventory of supplies, other materials, and managing common areas may be assigned tasks as well. Depending on the need, the office assistant may also work with the receptionist in greeting clients, contractors, and visitors to the company.
Skills and Qualifications
To be successful in the role, the ideal candidate must have great communication and people skills with a friendly and helpful attitude. As the role will involve a lot of multi-tasking, the successful candidate must be highly organized and can maintain composure in different situations that may arise. For educational background qualifications, a high school diploma or GED is required although an associate or bachelor’s degree may be an advantage depending on company policy.
Moreover, knowledge of computer systems and office tools like Microsoft Office including Word, Excel, and Outlook and Google applications is an advantage. The candidate must have the capacity to communicate and write clearly with minimal supervision. Previous experience may also be helpful, although it is up to the company if this will be required.
There may be a wide pool of candidates vying for an office assistant position as it can be the first step to begin a career in office administration. It is up to you to determine what parameters to base your hiring decision on. Are you prioritizing soft skills? Or does your company need someone with prior experience as an assistant? Are you willing to train the candidate from scratch? These are some points to consider before you begin to filter through your pool of job seekers.
Hiring an office assistant can help improve and make a business more efficient in many ways. You should be able to trust your office assistant to take on the administrative tasks so business owners can have more time to focus on growing the business.
