Personal Characteristics That Define an Excellent Administrator

By Indeed Editorial Team

Published June 1, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Working as an administrator typically involves using advanced organizational skills to ensure a company functions smoothly. Many employers typically expect administrators to possess certain characteristics that help them excel in the role. Learning about some of the characteristics that many administrators have can help you focus your efforts and refine your skills. In this article, we review what an administrator is and what key personal characteristics define an excellent administrator.

What is an administrator?

An administrator is a professional who keeps a business operating smoothly and efficiently. Their individual responsibilities typically vary depending on where they work. For instance, school administrators work for an educational institution, completing many high-level responsibilities, like handling budgets, hiring and overseeing employees and setting institutional policies. Some administrators work for companies to ensure they're organized and productive by completing essential tasks like answering phone calls, taking meeting minutes and arranging travel accommodations.

Related: Administrative Skills: Definition and Examples for Your Career

What personal characteristics define an excellent administrator?

To excel as a great administrator, it helps to possess certain skills and abilities, like team-building or collaboration. To help stand out to employers, you can enhance these skills further or develop new ones that can help you perform more effectively in the role. Here are common personal characteristics excellent administrators typically have:

Leads and motivates team members

Many administrators oversee the duties and performances of other employees. It's important for administrators to possess leadership qualities to motivate, guide and support other employees. Many team members rely on administrators to be their key source of information in the organization. They may go to them to gain resources, ask questions or receive assistance on a task. Excellent administrators can use these leadership abilities to offer logical solutions and the guidance needed to help employees succeed.

Related: The Best Ways To Motivate Your Team

Displays passion for an organization's mission and vision

Many organizations have mission and vision statements that define their objectives and how they plan to reach those milestones. An administrator typically ensures the company works toward its mission and vision statements. They're usually passionate about achieving company goals and work to ensure the business provides a service or product that exceeds expectations and closely follows the company's key values and goals.

Related: Company Vision Statement vs. Mission Statement (With Examples)

Possesses high morals and ethics

Since administrators are in charge of several high-level responsibilities to keep the organization functioning well, it's essential for them to have high morals and ethics. Many employees consider administrators as trusted sources who care about the success of the organization. They use their ethics to carefully complete tasks like managing budgets, storing confidential files or accessing employees' personal information to book travel arrangements.

Values collaboration and team-building

A successful administrator often works to maintain a collaborative environment that's enjoyable and inclusive for all employees. They remain kind, open and willing to work with others to develop solutions to different organizational challenges. When other employees notice an administrator focusing on team-building and collaboration, this can encourage them to exhibit these traits as well. This helps foster a more trusting and comfortable workplace to help employees remain confident to collaborate with others and voice their opinions.

Related: Collaboration Skills: Definition and Examples

Strives for high-quality work

Administrators typically complete quality work to set examples in the workplace. They're often in charge of several tasks throughout the workday, which can require them to use advanced organizational, time-management and multitasking abilities to complete all items within their respective deadlines. Most administrators use attention to detail to ensure they submit error-free assignments. Having a willingness to accept challenging assignments and teaching yourself to complete complex tasks can help you thrive in an administrator role.

Makes high-level decisions

Since administrators often manage organizational budgets, establish policies and hire employees, it's important for them to possess advanced decision-making skills to ensure the choices they make are in the best interest of the company. It's helpful to possess confidence, decisiveness and the ability to remain calm under pressure to ensure you decide carefully, professionally and rationally.

Understands how to hire strong candidates

Some administrators handle the hiring process for a company, which typically requires them to analyze and assess candidates properly. It's best to be confident in the goals of the organization to ensure potential employees add value and can align themselves with the mission. Being able to identify strong candidates by their resumes and during interviews can help you excel in the hiring process.

Displays advanced problem-solving and critical thinking skills

Administrators often complete several tasks throughout the day that require them to solve problems and keep the company functioning properly. You may also solve ongoing challenges quickly to ensure the company remains efficient and stays current on tasks or decisions. Many strong administrators regularly develop solutions to problems that benefit all parties and improve the organization's performance.

Related: Effective Problem-Solving Steps in the Workplace

Actively listens to others

Administrators typically interact with others daily, whether it's employees, managers or clients. Many of these professionals may express their concerns, comments or problems to the administrator, who then helps them arrive at an effective solution. Administrators typically take the time to listen and understand these issues and work closely with them to find a solution that fixes the problem and benefits the other party.

Adapts to changing situations

The typical daily duties and schedule of an administrator can often vary. They may need to multitask or prioritize urgent work over their daily or ongoing tasks. Remaining flexible and accepting change can help you adapt to varying environments and duties.

Upholds strong communication abilities

Administrators usually have exceptional communication skills to greet office visitors, relay information to managers and work closely with other employees. It's important for administrators to exhibit strong communication skills while also encouraging others to communicate. You can do this by regularly creating communication channels for other employees, inviting others to talk to you when needed and writing down important messages to ensure you remember and share them with the right people.

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