It always has been a little ambiguous to figure out what exactly makes a top-notch Administrative Assistant.  Well-Run Concepts has been conducting research to quantify what is needed in the position of Administrative Assistant today by defining these key areas:

·         Attributes:  personal skills or competencies

·         Values:  rewards and culture

·         Behaviors:  how they do the job

We used a comprehensive, validated, step-by-step process called the Trimetrix™ system to determine what is needed for top performance.  This article will summarize our findings to date and here is what we found.

Attributes tell us if an individual can do the job by looking at what personal skills or competencies are needed in the job of Administrative Assistant.

The Top Seven Attributes are: 

1. Results Orientation:  The ability to identify actions necessary to complete tasks and obtain results.

·         Maintains focus on goals

·         Identifies and acts on removing potential obstacles to successful goal attainment

·         Implements thorough and effective plans and applies appropriate resources to produce desired results

·         Follows through on all commitments to achieve results

2.      Self Management:  The ability to prioritize and complete tasks in order to deliver desired outcomes within allotted time frames.

·         Independently pursues business objectives in an organized and efficient manner

·         Prioritizes activities as necessary to meet job responsibilities

·         Maintains required level of activity toward achieving goals without direct supervision

·         Minimizes workflow disruptions and time wasters to complete high quality work within a specified time frame.

3.      Goal Achievement:  The overall ability to set, pursue and attain achievable goals.

·         Establishes goals that are relevant, realistic and attainable

·         Identifies and implements required plans and milestones to achieve specific business goals

·         Initiates activity toward goals without unnecessary delay

·         Stays on target to complete goals regardless of obstacles or adverse circumstances

4.       Personal Accountability:  A measure of the capacity to be answerable for personal actions.

·         Accepts personal responsibility for the consequences of personal actions

·         Avoids placing unnecessary blame on others

·         Maintains personal commitment to objectives regardless of the success or failure of personal decisions

·         Applies personal lessons learned from past failures to moving forward in achieving future successes.

5.       Flexibility:  The ability to readily modify, respond to and integrate change with minimal personal resistance.

·         Adapts effectively to changing plans and priorities

·         Demonstrates the capacity to handle multiple tasks at one time

·         Deals comfortably with ambiguity

·         Adjusts preset plans as necessary with minimal resistance

6.       Resiliency:  The ability to quickly recover from adversity.

·         Continues toward goals in the face of difficulty and adversity

·         Handles criticism and rejection from others with objectivity

·         Recovers quickly from personal setbacks

·         Moves past unforeseen obstacles without unnecessary delay

7.       Self Starting:  The ability to initiate and sustain momentum without external stimulation.

• Initiates relevant activities toward achieving business goals
• Independently completes projects and produces desired results
• Requires little or no supervision to stay focused on necessary activities
• Readily identifies and pursues business opportunities without outside direction

Values make up the next critical success factor needed, which tells us why an individual will do the job or, in other words, what rewards & cultures are they seeking on the job.

The Top Three Values are:  

1.  Traditional/Regulatory

Rewards those who value traditions inherent in social structure, rules, regulations and principles.

2.  Individualistic/Political

Rewards those who value personal recognition, freedom and control over their own destiny and others.

3.  Utilitarian/Economic

Rewards those who value practical accomplishments, results and rewards for their investments of time, resources and energy.

Behaviors tell us how an individual will perform the job.  We analyzed which of the behaviors an individual should possess to perform well in the job of Administrative Assistant. This is very important information to know in understanding communication styles.

The Top Three Behaviors are:  

1.  Organized Workplace

The job’s success depends on systems and procedures.  Its successful performance is tied to careful organization of activities, tasks and projects that require accuracy.  Record keeping and planning are essential components of the job.

2.  Analysis Of Data

The job deals with a large number of details.  It requires that details, data and facts are analyzed and challenged prior to making decisions and that  important decision-making data is maintained accurately for repeated examination as required.

3.  Competitiveness

The job exists within a demanding environment where consistently winning is critical.  The job demands tenacity, boldness, assertiveness and a “will to win” in dealing with highly competitive situations.

Now that we have a clear picture of what the Administrative Job looks like, I would like to ask you this…