PERSONAL QUALITIES

OF AN OFFICE
ADMINISTRATOR AND
TRENDS
WHAT IS AN ADMINISTRATIVE ASSISTANT?

 An administrative assistant (admin) is a very broad

term used to describe professionals who perform
various tasks to support other professionals within
the office and keep the office running smoothly.
OTHER NAMES FOR ADMINISTRATIVE
ASSISTANTS

o Executive Assistant
o Office Assistant
o Office Coordinator
o Business Assistant
o HR. Assistant
o Office Administrator
o Office Manager
QUALITIES AND SKILLS

1. Superior communication skills

 A good manager is your classic communication expert. Promoting a
work environment where everyone feels valued ad heard takes
excellent communication skills and practice.
2 Leading with transparency and honesty
 whenever possible update your team on anything from small
successes/concerns to large restructuring possibilities so that they are
aware of what’s going on at all times.
3. Supporting your employees with clear direction and removing their
roadblocks for them.
 You are on their side and they need to feel that at all times. Be clear
with your expectations for them-have them create S.M.A.R.T. goals or
something similar and go through it with them. Then help them succeed
with all the requests for technology or time that they need.
4. Embracing technology
 A good manager always keeps an eye out of technology that will
promote the productivity of the them. Though some employees may be
resistant to change, the bottom line is that technology may be able to
take care of the more tedious aspects of their job responsibilities,
which frees up time to be more strategic in their thinking.
5. Motivating with positive feedback and recognition
 You can never praise someone too much! If an employee is doing a
great job, be sure to recognize it privately and in the general office
space so that he or she feels appreciated. At the same time , if there’s
an employee that needs some improvement, let them know that you’re
aware of the situation and that you’re there to help through
constructive criticism. Never criticize in public.
6. An expert in the field
 A good manager is an authority in the industry and understands each
role of the company. Consider some training sessions for your team that
allow you to share some new strategies and refresh on methods to keep
your team learning from you.
7. Mediating with productivity and calmness
 Unfortunately, many managers report that a large portion of their
time goes toward conflict resolution and mediating between
employees and sometimes between employees and clients. Even if
it’s more personal than business-related, do not ignore the emotions
of your employees. When approached with a situation, be sure to stay
calm and use the rules of effective communication to resolves the
issue- listen, question, facilitate and direct.

8. Promoting cross-level and cross- functional collaborative

 Many companies have their teams ” working in silos”, where they only
immerse themselves in their whole process without the greater
understanding of what’s happening in the company as a whole.
Encourage employees to spend some time sharing their projects with
other department or implement a mentorship program. On a
recreational level, cross-team lunches or retreats do wonders for
employees getting to know each other.
9. Creating a productive and lively work environment
 Team spirit is a wonderful thing. Make sure to set aside time for your
employees to get to know each other personality, such as small office
celebrations for birthdays, etc. at meetings, create team challenges
to get their competitive juices going-nothing bonds a team like a
contest
10.Trusting your employees
 Micromanaging, unless specially requested by your employee, is rarely
a good thing. After you’ve clearly laid the tasks and expectations,
trust them to do the best job they can. You are their leader and to
acquire their trust, you must lead by example.
11. Loyalty
 Employers want and need to be able to trust their employees to work
professionally to meet the employer’s best interests. Employers do
not want to hire people who require close scrutiny or who cannot be
trusted to represent the company in public.
12. Determination and persistence
 Managers will give employees challenging goals but generally they are
achievable. The key is to be able to work hard and keep moving
forward when you encounter obstacles.
14 work Ethic
 Be at work on time, do what you were hired to do, meet targets and
deadlines and work to the best of your ability.

15. Flexibility
 Employers and their employees need to react quickly to changing
business conditions. Employers need employees who can change gears
and adapt as required.
THREE (3) OFFICE TRENDS

last year we saw more companies switching to activity based

working in a bid to boost productivity.
activity based working is where staff aren’t assigned a desk or
workstation, but provided with a choice of work zones.
these zones allow employees to undertake specific tasks, whether
it be crea
te thinking or making a private phone call.
 Sounds proof booths for phone calls
 Quiet Zones
 Zones for ad-hoc collaboration
 Unassigned desks with integrated screens
Industrial workplace design- is
continuing to grow in
popularity due to its edgy and
urban aesthetic qualities. Key
element of the industrial look
include brick walls, pendant
lights, graffiti signage and
exposed ceilings.
Introducing elements to make
employees feel more at home is
a great way to boost happiness
levels in the office
 In conclusion based on the above, Office
Administrators are the secret weapon for an
organization. Becoming an Office
Administrator allows for career diversity and
endless opportunities.