Hiring an Administrative Assistant For a Business | Fora Financial Blog
What to Consider When Hiring an Administrative Assistant
September 07, 2017

What to Consider When Hiring an Administrative Assistant

We have all heard the phrase “time is money.” This especially rings true if you are a business owner. The responsibilities of being a business owner likely feel as though they are never ending, and it can be challenging to complete everything on your to-do list.

Due to this, it is crucial to consider how you spend your days. Ask yourself, are you spending countless hours on tasks like invoicing clients, responding to emails, answering calls and managing your calendar? If so, try delegating these duties to someone else so that you can focus on revenue generating activities.

To get these tasks off your plate, consider hiring an administrative assistant. In this post, we outline three questions to ask yourself when hiring an administrative assistant, so that this new employee can be an asset to your team.

3 Questions to Ask Prior to Hiring a Business Administrative Assistant?

1. Why do you need an administrative assistant?

Before you start the hiring process, determine how you’ll potentially utilize someone in this role. To do this, write a list of administrative assistant tasks that you’ll assign to this individual. These assignments could be anything from answering phones to organizing receipts. Overall, it should be any tasks that you find challenging to keep up with on a daily basis.

If you decide you could benefit from hiring an administrative assistant, you’ll be able to offload a significant portion of your current workload. Once you know what you’d like your potential administrative assistant to do, you can share this information with candidates during the interview process.

2. What skills should your assistant have?

When hiring an administrative assistant, it’s important to know the skills that your candidate must possess. Per thebalance.com, business administrative assistants should have the following qualities:

  • Trustworthiness:

Your assistant must be an honest, dependable individual with strong character. They will be privy to classified information, so you should verify that they can handle this responsibility.

  • Timeliness:

Showing up on time and meeting deadlines are an absolute must for this role! You should be able to confidently trust that this individual can adhere to a schedule.

  • Organized:

Having strong organization skills is crucial, since this person will need to juggle multiple tasks simultaneously.

  • Strong Communicator:

A business administrative assistant should have strong communication skills since they’ll be responsible for interacting with customers via phone, email and in-person.

  • Independent:

Your assistant must confidently determine what needs to be completed each day without asking you for instructions. Ideally, they’ll be able to proactively complete work and effectively problem solve without interrupting your day.

  • Computer Savvy:

Finally, being computer savvy is a key skill for any administrative assistant. Your business likely utilizes computers for customer communications, invoicing and other business software, so your assistant will need to know how to adeptly operate these programs.

3. What responsibilities can be delegated to your administrative assistant?

Now that you know about the required skills, lets focus on the types of tasks should you designate to your assistant. To start, we suggest creating a list of process-oriented tasks that are fairly easy to learn, but are time consuming for you to complete. These are the type of tasks that should be permanently given to your assistant.

Administrative assistant tasks can include answering emails and phone calls, preparing expense reports, arranging business travel, managing payroll and more. These can be arduous and process-oriented duties, but are crucial to the success of your business.

Are You Ready to Hire an Administrative Assistant?

Hiring an administrative assistant is an important investment for your business. You’ll be able to avoid getting burnt out on time consuming work, and will have the peace of mind that you’ve hired a competent individual who is ready to take on a myriad of responsibilities!

Fora Financial

Editorial Note: Any opinions, analyses, reviews or recommendations expressed in this article are those of the author's alone, and have not been reviewed, approved, or otherwise endorsed by any of these entities.

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Fora Financial is a working capital provider to small business owners nationwide. In addition, the Fora Financial team provides educational information to the small business community through their blog, which covers topics such as business financing, marketing, technology, and much more. If you’d like to see a topic covered on the Fora Financial blog, or want to submit a guest post, please email us at [email protected].
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