Essential Skills and Characteristics of a Modern Admin Professional
Behind the scenes of the top companies are a group of employees that make things go smoothly and seamlessly, often without much praise or recognition. They’re called administrative assistants and there are actually 22 million professional assistants in the workforce today. These professionals work closely with a variety of teams and departments to ensure the business is organized and cohesive, and that all parties have what they need. Administrative assistants in a construction company< do this and so much more. Their specialized roles contribute to the company overall and provide value in their everyday work.
When you’re looking for an administrative assistant for a construction company, there is an essential set of skills and characteristics that are ideal for the role. Many of these skills can’t necessarily be taught in a classroom, but are exhibited in the core group of admins. Here are some of the main skills we look for in an administrative assistant:
At the heart of being an Administrative assistants in a construction company is the ability to stay organized. While traditionally this meant maintaining file cabinets and roledexs, today this means staying on top of all systems and processes in a digital world. This should be evident not only in the day-to-day structure of things like file systems and time management. An admin should also be organized in their workflow and how they set up their processes. From managing a vendor’s onboarding to ensuring payroll has the appropriate documents, being an admin involves a variety of responsibilities – all with their own organization. Executives will expect admins to quickly find files or give status updates on the fly, so the better organized you are, the more skilled — and respected — you’ll be in this role.
Communication is often labeled as the “must-have” skill to succeed in a virtual environment. But as an Administrative assistants in a construction company, this skill is even more crucial to success. You must not only have regular communication, but it’s important to be concise, clear, and direct in your communication style. From written communication like Slack messages or emails to oral communication like phone calls and video meetings, you must be able to communicate effectively to ensure all parties are on the same page. There is nothing worse than a problem that arises due to poor communication that easily could have been fixed. Make sure you’re comfortable with your communication style and ensure you’re able to convey your message clearly – no matter what the medium or channel is.
Are you quick on your feet when you encounter a roadblock in your work? Learning to creatively and strategically problem solve is a great skill for an admin to exhibit, and will help build trust among peers. When you encounter a problem, the best employees are able to think through possible solutions before going to a superior. If you’re able to approach a problem creatively and use the resources available to solve a problem, you will be seen as reliable and trustworthy, further helping your career and professional perception. This can go beyond the daily problems around IT or file management and showcase itself through re-purposing a budget or getting around a tricky delay in a project. Exhibiting a solutions-driven attitude is key to success across projects and problems.
In a virtual world, being able to confidently and properly use technology will benefit you greatly as an admin. The best admins are familiar with not only the basic technology needed to perform the job but are also well-versed in industry-specific programs to ensure you can provide added value to your company. As a Administrative assistants in a construction company, that could mean being comfortable in project management software, billing and time tracking, inventory management, and more. Having these specialized skills will set you apart from other administrative assistants and give you a leg up when looking for a role. You should also be open to learning new software, as technology is always adapting and changing. Being able to quickly adapt and learn new technologies will make you indispensable as an admin!
Open and receptive to feedback
In any role, it’s important to be able to receive and action feedback you get from your manager and peers. This is especially true as an administrative assistant in a construction company where building relationships and working with clients is common practice. As you dive deeper into your role, getting feedback — and then actioning on it — is an easy way to show you’re emotionally intelligent and have a low ego. Ultimately, by doing this, you’re able to excel in your career and provide the support needed to your company. And don’t forget – most companies will give you the opportunity to provide feedback about your manager too! This is a great way to ensure you’re getting the support and management you need to succeed.
One of the key skills successful administrative assistants have is the ability to adapt quickly to changing priorities or responsibilities. In the construction industry, things can change dramatically with so many different moving parts and people. Maybe a project gets delayed or something shifts in the original plan. Being flexible will ensure there is no extra panic when priorities shift, and your positive attitude will go a long way when managing stress. An administrative assistant should be able to handle any curveballs thrown their way with ease and professionalism.
The bottom line
Today, administrative assistants are so much more than secretaries or receptionists. They’re critical parts of a company that ensures the business runs smoothly and efficiently. They often are integral in managing several parts of the business and use a wide variety of skills. At Virtual Construction Assistants, we can help you find the perfect administrative fit for your company’s needs. We’ll work to understand your business goals and find a qualified administrative assistant for you and your team. Contact us today to get started!