Top administrative skills to look for in candidates
1. Communication skills
Included in 40.16% of administrative job postings
Administrative staff often interact with customers, vendors, staff and management. Because they’re constantly receiving and sharing information, it can be beneficial if candidates have strong verbal and written communication skills. You might describe this skill in a job posting as the “ability to communicate effectively in a variety of professional situations.”
You can assess verbal communication skills during interviews by observing their tone and visible demeanor and whether they respond thoughtfully to your questions.
2. Customer service
Included in 25.19% of administrative job postings
Some administrative roles include working directly with customers, handling inquiries, and solving problems. Empathetic, responsive employees can improve customer satisfaction and positively reflect on your business. You can refer to these types of skills as the “ability to provide exceptional support and assistance to clients and customers.”
To evaluate an applicant’s customer service skills, ask how they might handle difficult customers or create hypothetical situations to see how they would respond.
3. Microsoft Office
Included in 23.06% of administrative job postings
If your business uses the Microsoft Office suite of applications, you could require candidates to be “familiar “or “proficient” with the software. Include any specific requirements in the job specifications, such as “skills in preparing documents, spreadsheets and presentations using Microsoft Office.”
Scan resumes for these skills or ask applicants about their familiarity with Microsoft Office during the interview. If advanced skills are required, you can administer a skills test.
4. Microsoft Excel
Included in 21.29% of administrative job postings
Knowledge of Microsoft Excel may be important if your company uses the software to organize data or track budgets and resources. To target candidates with this admin skill, consider requiring “proficiency in using Excel to manage data” or “knowledge of Excel formulas and functions.”
Gauge an applicant’s Excel skills by asking them to describe the types of projects they’ve used Excel for or features they’re familiar with.
5. Microsoft Word
Included in 13.86% of administrative job postings
Administrative professionals need Microsoft Word skills for a variety of tasks, such as drafting correspondence, formatting reports and creating mail merges. Depending on the type of work involved, you can require candidates to have basic proficiency in Microsoft Word or advanced skills, such as the “ability to design forms and templates.”
If Word is a key skill requirement for the job, consider administering a skills test or asking about their experience with the tool in an interview.
6. Computer skills
Included in 13.61% of administrative job postings
Computer proficiency is a valuable skill for admin roles, ensuring individuals can perform a variety of technology-related tasks. You might ask that candidates have “familiarity with word processing, spreadsheets, email and database systems.”
To assess a candidate’s computer skills, ask them about the kinds of software they’ve worked with or how they would troubleshoot a technical issue before contacting your IT support.
7. Management skills
Included in 11.25% of administrative job postings
Management skills refer to the ability to set goals and plan the steps to achieve them. This is especially important if a candidate needs to work independently. You can highlight this skill in a job posting by requiring the “ability to plan and execute projects in a timely manner” or “proficiency in managing resources and tasks.”
To better understand an applicant’s capabilities, ask them for examples of how they managed time, projects or resources in their previous positions.
8. Organizational skills
Included in 10.45% of administrative job postings
Well-organized admin professionals keep things running smoothly using orderly systems and attention to detail. This qualification might be described as “strong organizational skills to ensure tasks are completed efficiently” or “ability to maintain accurate records and files.”
Gain insight into a candidate’s organizational abilities by presenting different scenarios. For example, how would they organize an event or implement a filing system?
9. English proficiency
Included in 9.59% of administrative job postings
Strong English skills canhelp improve communication and reduce the chance of misunderstandings. You can highlight this skill requirement as “proficiency in spoken and written English.”
To evaluate written abilities, scan applications for grammar and spelling or ask candidates to write a short memo as a test. You can assess spoken English skills during phone screens and interviews.
10. Administrative experience
Included in 9.55% of administrative job postings
Administrative skills relate to the day-to-day running of a business, such as filing, ordering supplies, and scheduling meetings. You might ask if a receptionist, whose main job is to greet clients, also has administrative experience.
You can describe this skill as the “ability to perform a wide range of administrative tasks in support of various departments.” During the interview, ask candidates to describe relevant admin experience to gauge the scope of their skills.
11. Time management
Included in 8.34% of administrative job postings
Efficient admin professionals know how to organize their time and complete tasks promptly. This avoids last-minute rushes that can cause mistakes or missed deadlines that impact productivity. Prioritize this soft skill by looking for candidates who can “manage and prioritize multiple tasks and deadlines.”
Consider asking candidates how they decide which tasks to tackle first or techniques they use to manage their time. This can help you determine whether they take an organized, structured approach to their work.
12. Microsoft PowerPoint
Included in 8.04% of administrative job postings
PowerPoint skills are important if the successful candidate will be tasked with creating slide decks or presentations. These visual aids can reflect on your company’s professionalism, so you might require applicants to have the “ability to design and format visually compelling presentations in PowerPoint, incorporating text, graphics and multimedia elements.”
To evaluate the depth of their skills, ask candidates to describe the PowerPoint features they’re familiar with or to bring an example of a presentation they’ve created using the software.
13. Microsoft Outlook
Included in 7.05% of administrative job postings
Admin professionals often handle large volumes of emails and manage multiple calendars. If your business uses Microsoft Outlook for these tasks, you may want to make sure applicants are “proficient in using Outlook for creating mailing lists, updating contacts and scheduling meetings using the calendar feature.”
You can learn about a candidate’s familiarity with Outlook by asking whether they know how to set up rules to manage their inbox or send meeting invitations to staff.
14. Bilingual
Included in 6.10% of administrative job postings
Bilingual admin professionals can communicate in more than one language. This skill is essential if you have a global business with partners in other countries or if the admin professional will work with a wide range of people, such as in hospitality or healthcare. You can list this skill requirement as “fluency in English and [language] to communicate with diverse clientele.”
While some candidates may have language certifications as credentials, you can also conduct interviews in both languages to evaluate fluency and comprehension.
15. Spanish
Included in 5.67% of administrative job postings
Spanish language skills are helpful if you have Spanish-speaking clients or customers who wish to communicate in their primary language. Providing this option helps improve customer service and satisfaction. Include this skill in job descriptions as “Spanish proficiency for assisting and handling inquiries from Spanish-speaking clients.”
Interview candidates in Spanish to assess their speaking and listening proficiency. You can also administer a written test if candidates need to read and write in Spanish.
16. Writing skills
Included in 4.60% of administrative job postings
Writing is one of the most important admin skills, as office assistants frequently craft correspondence, reports and other documents for internal and external audiences. Clear writing reduces confusion and reflects your company’s professionalism.
Consider asking for “exceptional writing skills” or “ability to write for different audiences” in your job posting. You can ask candidates to complete a short writing assignment to assess their writing abilities.
17. Office experience
Included in 4.40% of administrative job postings
Office experience refers to skills commonly used in an office setting. This may include filing, invoicing, handling correspondence and arranging meetings or travel. You might require “knowledge of office procedures and best practices” or “ability to perform a wide range of administrative tasks in a fast-paced office environment.”
Ask short-listed candidates to elaborate on their day-to-day duties in their previous jobs to get a sense of the types of administrative tasks they’ve performed.
18. Typing skills
Included in 4.35% of administrative job postings
Modern workplaces rely on computers and digital communication for productivity, making typing an essential skill. Whether your admin staff is writing emails or inputting information into a database, they accomplish more if they can type quickly and accurately.
You can ask candidates to have proficiency in keyboarding or a minimum typing speed of [x] words per minute. An online typing test is an easy way to vet typing speed and accuracy.
19. Analytic skills
Included in 4.32% of administrative job postings
Individuals with strong analytical skills use logic and reasoning to find discrepancies and make sound decisions. You might prioritize this skill by requiring “critical thinking skills to gather information and recommend action” or “ability to evaluate data to support problem solving.”
You can evaluate a candidate’s analytic skills through aptitude tests. These tests measure cognitive abilities, reasoning, problem solving and comprehension.
20. Computer literacy
Included in 4.18% of administrative job postings
Computer literacy means professionals can easily use technology. They can solve basic technical problems on their own and learn new applications quickly. If you work in a technology-driven environment, look for candidates with “proficiency in the computer software your company uses.”
To get a sense of a candidate’s level of computer literacy, ask about the software they’re familiar with or how they would learn a new application.
21. Data entry
Included in 3.76% of administrative job postings
Administrative assistants are often tasked with entering data into spreadsheets and databases. You can ask for “familiarity with data entry software” or “proficiency in performing data entry tasks quickly and accurately.”
Because your business needs reliable, organized and complete records, ask candidates to describe how they ensure data integrity or find mistakes. Ideally, they will double-check the information before finalizing it.
22. Front desk skills
Included in 3.71% of administrative job postings
Strong front desk skills are crucial for staff who are the first point of contact with customers. You might look for applicants with “proficiency in front desk operations, such as greeting visitors, directing inquiries and overseeing an organized reception area.”
Observe a candidate’s interpersonal skills during the interview to see how they might interact with guests. You can also assess multitasking abilities with hypothetical scenarios. How would they prioritize a vendor who is calling with an urgent inquiry, the arrival of an important client and a manager who needs a document immediately?
23. Medical terminology
Included in 3.64% of administrative job postings
Office assistants who work in healthcare settings need to know medical terminology to communicate effectively with patients, insurance companies, and healthcare professionals. One way to describe this admin skill is a “strong understanding of medical terminology, abbreviations, and acronyms.”
Many medical office assistants have completed medical terminology courses. You can also test knowledge by asking candidates to define common terms they may encounter on the job.
24. Supervising experience
Included in 3.50% of administrative job postings
If you’re hiring for a senior administrative role, you may want the candidate to supervise junior staff. You can describe this skill as the “ability to assign tasks, monitor progress and ensure quality of work” or “ability to mentor and support junior team members.”
To assess supervisory skills, ask candidates what qualities make them good leaders. You can also ask how they would motivate a team.
25. Medical office experience
Included in 3.06% of administrative job postings
Medical office experience refers to skills that support the day-to-day operations of healthcare settings. Admins who work in these settings might need “familiarity with booking appointments, updating patient records, processing claims and using healthcare record systems.”
These types of medical office skills can help improve patient care and experience. Review resumes for relevant admin experience, or ask candidates to describe the types of tasks they have performed previously.
Other top administrative skills in demand
Here are an additional 25 administrative skills that are common in administrative job postings on Indeed:
26. Retail management: Included in 2.99% of administrative job postings
27. Leadership: Included in 2.45% of administrative job postings
28. Accounting: Included in 2.35% of administrative job postings
29. Windows: Included in 2.35% of administrative job postings
30. Office management: Included in 2.21% of administrative job postings
31. Clerical experience: Included in 2.16% of administrative job postings
32. Word processing: Included in 2.16% of administrative job postings
33. Project management: Included in 2.09% of administrative job postings
34. Marketing: Included in 1.98% of administrative job postings
35. Sales: Included in 1.90% of administrative job postings
36. Phone etiquette: Included in 1.88% of administrative job postings
37. QuickBooks: Included in 1.88% of administrative job postings
38. Documentation review: Included in 1.75% of administrative job postings
39. Filing: Included in 1.64%of administrative job postings
40. Basic math: Included in 1.25% of administrative job postings
41. Microsoft Access: Included in 1.24% of administrative job postings
42. SharePoint: Included in 1.18% of administrative job postings
43. Google Suite: Included in 1.15% of administrative job postings
44. Editing: Included in 1.11% of administrative job postings
45. Contracts: Included in 1.06% of administrative job postings
46. Math: Included in 1.06% of administrative job postings
47. Research: Included in 1.05% of administrative job postings
48. Manufacturing: Included in 1.04% of administrative job postings
49. Hotel experience: Included in 1.04% of administrative job postings
50. Hospitality: Included in 0.93% of administrative job postings
¹Indeed data (US), January 2023 – Dec 2023
