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Occupational Video - Administrative Assistant

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Administrative assistance consists of the exercise of the functions of public faith and mandatory legal advice (secretariat), control and supervision of economic, financial and budgetary management (intervention).

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The minimum educational level to obtain the Administrative Assistant job is to have completed high school. However, currently, more and more employers tend to prefer candidates with degrees in Business Administration and Management, Accounting, among other related studies, or who are students in the last cycles. Possessing this type of education or something more advanced (postgraduate or master's degrees) is especially important for candidates who wish to advance in their careers and eventually become Executive Assistants, also known as Executive Secretaries or Personal Assistants. Administrative Assistants may decide to specialize in an area, working for a law firm or in a medical office, in these cases, they must know specialized terms and carry out specific tasks in the area.

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WHAT COMPETENCES DOES THE PERSON NEED ? 

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WHAT COMPETENCES DOES THE PERSON NEED ? 

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To have notions of basic calculation and ease in mathematics.

Knowledge of the main office tools (word processor, spreadsheets, databases, etc.)

To be organized, methodical and careful in their work.

To have synthesis capacity.

To know how to work in a team.

To be able to handle the usual resources in an office, such as computers or photocopiers.

To have oral and written communication skills.

To know how to show a professional, polite and friendly attitude on the phone.

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WHAT DOES A PERSON DO AS AN ADMINISTRATIVE ASSISTANT?

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WHAT DOES A PERSON DO AS AN ADMINISTRATIVE ASSISTANT?

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Attention to telephone calls

Attend visits

Receive documents

Safeguard the documents

Perform basic calculations

Communicate everything related to work

Keep the agenda up to date

Be up to date on the processing of files.

Know the processes developed by the Public Administrations with which the department has a relationship

Know how to use office resources

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WHAT IS IMPORTANT TO TAKE INTO ACCOUNT OR KNOW TO PERFORM APPROPRIATELY?  

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WHAT IS IMPORTANT TO TAKE INTO ACCOUNT OR KNOW TO PERFORM APPROPRIATELY?  

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Accounting  skills and number handling, as this may be one of your roles. In addition, you will have to master word processing programs of different types (from simple texts to tables or functions).

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Relevant information that a person must have about that area? 

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Relevant information that a person must have about that area? 

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Administrative Assistants must pay particular attention to how they are perceived by other people, therefore excellent customer service skills are essential; Furthermore, the perfect candidate must be polite and formal at all times, smiling and displaying a positive and enthusiastic attitude. Previous experience in managing projects, sales and client retention is considered a great advantage for the candidate who applies for this position.

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QUESTIONS THAT CAN BE ASKED TO MEASURE KNOWLEDGE IN THIS AREA

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QUESTIONS THAT CAN BE ASKED TO MEASURE KNOWLEDGE IN THIS AREA

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What kind of administrative projects do you like to work on?

What kind of documents have you created from scratch using MS Office programs?

What do you think is the biggest contribution an administrative assistant makes to a team?

Have you ever attended more than one superior at the same time?

How did you manage and prioritize the tasks assigned to you?

What motivates you to excel in this role?