The administration is one of the core business functions for all most all the profit-earning enterprises operating across the world. It will not be wrong to say that the position of an administrator is of a generalist and he or she wears a lot of hats while working for a business organization. An administrator acts as a link or a connection between the senior management of the organization and all the other employees along with performing crucial evaluation and assessment of the financial position, expenditures, appointments, and all the marketing activities.
An administrator is supported and assisted by an administrative assistant who acts as a direct help or junior of the administrator of an organization. The duties performed by an administrative assistant are similar and identical to that of an administrative assistant albeit performed on a lower scale. The position of an administrative assistant is crucial and important for an organization and it is for this reason that he or she enjoys a high salary and lucrative benefits. However, the interview process for such a critical position consists of some excellent personality evaluating questions that must be prepared for sincerely and appropriately.
21 Best Interview Questions To Study
1) Administration Is All About Exercising Control and High Handedness. Comment On This Statement.
This is a tricky interview question that criticizes your own profession and core duties. An ideal response to this question requires you to defend your position and mention the bright aspects of administration.
Sample Answer
Sir, in my opinion, this is not at all true and correct. This statement puts administration into the light of dictatorship which is incorrect and absurd. The administration is a beautiful profession, wherein an administrator is extensively engaged in managing the entire organization, by maintaining and establishing a sweet rapport between the several employees, departments, or teams working within the organization. Not only this, he or she is also responsible to manage the several operations of the organization ranging from finance to marketing to business development. This leaves little to no space for exercising control or put on display any kind of negative attitude.
2) What Do You Understand By The Term ‘Provision For Bad Debts’?
An administrative assistant is a generalist position and during your tenure, you will work on multiple projects and aspects wherein you will be required to wear more than one hat. Thus, it is expected from you to have a basic knowledge of the general principles of accounting and the meaning of the basic terms and procedures.
Sample Answer
Sir, as per the accounting concept of prudence, a business organization has to provide for all its expected and probable losses which an organization anticipates in the future. For this purpose, it is required to create a provision from the profits of the organization. Bad debts refer to the expected collections and cash receipts from the debtors of the organization which have gone bad and the organization does not expect any cash inflow from such debtors. Hence, following the concept of prudence, the organization prepares a provision for bad debts.
3) What Is A Work In Progress Inventory And Its Relation With Cycle Time?
Being an administrative assistant you will be required to ensure a smooth production process that is free from all sorts of bottlenecks and hamperings. Hence, you are expected to have complete knowledge of the cycle time or lead time and allied concepts of work in progress.
Sample Answer
Sir, manufacturing organizations are involved in the processing of raw materials so as to transform them into finished goods. However, there always remain a few items that are not fully processed and are known as Work in progress goods. A cycle time refers to the total time that is involved in the production of an item starting from the receipt of raw materials until its shipment to the customers. It involves a variety of times such as Move time Wait time and Processing Time.
4) Rate Your Computer Operting Skills On A Scale Of One To Five?
Being an administrative assistant, you are expected to have completely developed computer operational skills along with high computer literacy.
Sample Answer
Sir, I assure you that I have excellent computer skills and I am aware of all the prominent utility and management software that are most widely used for administration purposes. Further, I have also undertaken a six-month advanced course in computers which further broadens and enhances my understanding. Hence, considering all the facts, I would like to rate myself with a 4.8.
5) Administration Involves A Lot of Training and Consistent Developement. Are You Interested In Enhancing Your Skills Continuously?
Some employees are simply averse to changes and the adoption of new technologies and methodologies. Through this question, an interviewer wants to know, whether or not you are interested in taking part in several training sessions held by the organization itself or by any third party.
Sample Answer
Sir, I completely agree with the statement that administrative assistant is a changing profession and hence one needs to keep himself or herself updated at almost all times by taking part in training and developmental programs. For this purpose, I am pretty much serious and always ready to join any interactive or knowledgeable session. Be assured, I would never say a no to any such activity.
6) How Do You Prioritize Between Several Tasks?
This is one of the most frequently asked interview questions across the world. Business organizations operate in a dynamic business environment and assign a variety of tasks to their employees which are to be executed in a single working day. This creates a need for the interviewers to ask the prioritization technique of the candidate, which is the only solution to this situation.
Sample Answer
Sir, I completely understand the relevance of this interview question. In order to ensure that I am not skipping my tasks and executing them in an appropriate manner, I always arrange and sort the tasks on the basis of their difficulty levels. The tasks which are tough and most difficult to complete are put in the starting by me only to be followed by the tasks that are easy and less tricky. This helps me to, execute all my tasks without any loss of efficiency and productivity.
Rigorous Preparation
Considering the frequency and the high visibility of this question in several interview sessions, Prepmycareer has designed an exclusive post that provides ten unique and impressive sample answers for this interview question which will strengthen your base and complete your effort. Refer to this post here, to strengthen your preparation.
7) How Will You Handle A Disgruntled Customer Of The Organization?
In case the lower-level employees are not able to satisfy any disgruntled customer of the organization, an administrative assistant is given the duty and responsibility to convince such customers by offering an amicable solution and resolution. Hence, always give a thoughtful and impressive answer to this question.
Sample Answer
Sir, it would be a shame to ever experience such a situation as I believe customers are the kings and the very basic reason for the presence of organizations across the globe. However, still, there are a few unexpected situations that need to be handled. If I ever, encounter such a situation in my lifetime, I would, first of all, use my active listening skills to understand the core problem of the customer in a calm and composed manner. Post this, I would extend an effective resolution to the customer based on my critical thinking and analytical skills.
8) How Do You Sort Files?
This is a specific job-related question that tests your practical working procedures. Sorting files is the primary requirement for this job and you must be aware of all the sorting and organizing techniques.
Sample Answer
Sir, in order to sort the files I always do two things, Firstly, I always segregate them on the basis of their nature. Post this, I assign them different codes and create their respective sub-categories by assigning them different file colors, where each color would represent a sub-category.
9) Can You Hande Stress and Hectic Working Conditions?
This is a common interview question through which an interviewer wants to know your attitude, perception, and approach towards working in stressful and hectic working conditions.
Sample Answer
Yes sir, undoubtedly. I have handled stressful working situations in the past and would love to continue doing so in the future. For this, I have developed excellent physical strength by consistently engaging myself in weight training exercises and even maintained my mental strength through continuous meditation and yoga.
Rigorous Preparation
Prepmycareer has designed an exclusive post that provides ten unique and impressive sample answers for this interview question. This question could be asked in several variations without any change in the answer. Refer to this post here, to strengthen your preparation.
10) How Are Your Drafting Skills? What All Types Of Write-Ups Can You Produce?
This is a common requirement for this job. A person who lacks writing skills would not be able to secure a position in the stiff competition. Hence, always answer this question positively.
Sample Answer
Sir, I believe, I have excellent drafting skills with an adorable vocabulary base and lucid artistic flow, which is self-explanatory and is easy on the eyes. I have the ability to produce several write-ups or business communications such as:
- Press releases
- Media reports
- Minutes of a meeting
- Official emails
- Marketing copies and adveetisement campaigns, etc.
11) How Do You Control The Advertising Budgets Of The Organization?
This is a job-specific interview question wherein you are required to share the strategies and techniques that you follow while controlling the budgets of the organization.
Sample Answer
Sir, advertising is an important phenomenon for any business organization and must be followed and done with a high level of expertise and skills. However, it is pertinent to note that, advertising is like a hollow well, wherein you can invest as much sum of money as you like. Hence, it is necessary to employ strict controls over advertisement expenditure to ensure that the organization is not overspending. This could be effectively done using a cost-benefit analysis and understanding the past data of the organization.
12) How Do You Prefer To Work – Team Setting Or Solitary Setting?
This is a tricky question and no matter which side you take, there will be apprehensions and counter- questions towards you. If you prefer a team setting, that would mean you are not able to work on your own with minimum supervision and in case you choose a solitary setting, this means that you are a person of reserved nature and would not be able to establish a good rapport with other employees. So, as a perfect answer to this question, be diplomatic and choose any of the options without criticizing the other.
Sample Answer
Sir, I have the ability to perform my obligations and duties in almost all types of settings. However, when asked specifically, I would love to work in a solitary environment, as I believe, that way, I will be able to focus and concentrate better upon my tasks and duties.
13) Please Tell Me The Number Bricks Used In The Making Of Eiffel Tower.
An interview session would always consist of a few questions that would surprise you and amaze you completely. Prepmycareer advises you, however, to always maintain your body language and wits while responding to such questions.
Sample Answer
Sir, the Eiffel tower is a structure made up of tons of steel and uses bricks only in the foundation. I assume that the number of bricks used would have been similar to the number of bricks used in the construction of a brick and mortar house. Hence, I can not tell you the exact number, as I am yet to make my house own house, which I would probably make after securing a position at your prestigious organization.
14) Can You Work In Rotational Shifs?
Considering the volume and quantity of work, that business organization receive, it is necessary for them to operate day and night. Hence, they require their employees to work in rotational shifts, which simply means that your shift will not be fixed and will keep on changing as per the requirement and needs of the organization. This might be tough, but it is a common requirement and you must answer it in the affirmative.
Sample Answer
Yes sir, absolutely. I have absolutely zero restrictions and reservations while working in the rotational shifts. I have a strong mental and physical body capable of absorbing all kinds of pressures of different timings and other associated issues.
15) What Are Your Salary Expectations?
It is a common habit of the interviewers to ask about your salary expectations during an interview session itself. Through this question, an interviewer not only wants to know about your expected salary but also wants to evaluate your research skills. Through effective negotiation, a candidate can always better his or her prospects. Learning effective negotiation skills is almost inevitable for this question that could be learned through our exclusive post, How To Negotiate Salary?
Sample Answer
Sir, based on my research and expectations I would like to have anything between (___mention your expected salary bracket/range____). This salary range is not random or arbitrary rather based on comprehensive and diligent market research undertaken by me.
16) Why You Chose Us?
This is a trending interview question and is appearing nowadays in several interview sessions held across the world. Through his question, an interviewer wants to know your level of commitment and seriousness towards the organization.
Sample Answer
Being a decades-old business organization with operations spread across the nation and the presence of more than 4,000 employees. These facts speak volumes about the stature and position of the enterprise in the industry. This is a highly profitable company that believes in an employee-centric approach by extending adequate training and developmental opportunities to the candidates. I am highly interested in this organization as I believe this would not only add substantial value to my resume but also help me to prosper and improve my skillset.
Rigorous Preparation
Prepmycareer has designed an exclusive post that provides ten unique and impressive sample answers for this interview question. This question could be asked in several variations without any change in the answer. Refer to this post here, to strengthen your preparation.
17) What Is Your Best Strength?
An interview session is incomplete without a strength and weakness question. This question is asked in almost all the interview sessions held across the world with variations and modifications. The primary purpose of this question is to evaluate and examine the personality, attitude, and behavioral aspects of a candidate. The way you deliver this question conveys a lot about your perceptions.
Sample Answer
Sir, there are a variety of strengths in me, but since you have asked the best one, I would like to share with you the greatest strength in me, which is closest and most dominating. I have a natural ability to stay calm and composed in even the most disturbing and inconducive working environment. This ability of mine enables me to take appropriate business decisions which helps in increasing productivity as well as maintaining efficiency.
Rigorous Preparation
It is pertinent to note that this question could be asked in various ways with slight modifications. With every such modification, your answer would also change and hence requires a different set of preparation. We at Prepmycareer aim to complete your preparation by providing you exclusive articles which cover all such varieties and even grant you ten high-quality and unique sample answers. Click on the links below to access the exclusive articles:
- What Are Your Strengths and Weaknesses? [With 10 Sample Interview Answers]
- What Is Your Greatest Weakness? (With 10 Sample Interview Answers)
- What Are Your Weaknesses? [With 10 Sample Interview Answers]
18) Which Is Your Favorite Animal?
Prima facie, this question might look simple and easy to answer. However, only a prepared and experienced candidate knows the additional effort that this question requires a person to put in. This is a master examination and evaluating question thorough which not only your personality but also your future aspirations and qualities are tested and inquired. Hence, it is always necessary to prepare for this question in a sincere manner.
Sample Answer
Sir, without any disrespect to any other animal and creature made by God, I would like to pick up an elephant as my favorite animal. It is because this animal has the ability to maintain a friendly relation and camaraderie with all the other animals along with maintaining a sharp memory. Further, it has been a widely recognized attribute of the elephants that they have a high concentration and gives no attention to any kind of blarney or disturbing event. If possible, I would pray from God to bless me with the qualities that it has granted to this big creature.
Rigorous Preparation
A sincere and serious effort is necessary for this question. Your preparation could get the finishing touches only after you read a large variety of sample answers. Prepmycareer has designed an exclusive post that provides ten unique and impressive sample answers for this interview question. This article could be accessed by clicking on this link.
19) When Can You Start?
It is common for interviewers to take a quote of your availability during your interview session itself. There is nothing technical or highly evaluative in this question, rather it is a simple question that requires you to tell your interviewer the date on which you are available to join the business organization.
Sample Answer
- For Currently Employed Individuals: Sir, I am currently working with a business organization and hence will not be able to join on an immediate basis. However, I was desperate for a job change and for this purpose I have already applied for a relieving letter from my curent organization, I expect to receive the letter soon and hence would be able to join on or after (____mention the expected date of your joining____)
- For Unemployed/Fresher Individuals: Sir, I am currently not working anyehere and hence would like to express my ability to join the organiztion on an immediate basis. Further, I have absolutely no pending liability or obligation too.
Rigorous Preparation
Considering the frequency of this question in an interview session, Prepmycareer has designed an exclusive post that provides ten unique and impressive sample answers for this interview question. This article could be accessed by clicking on this link.
20) What Motivates You To Work?
This is a common interview question using which an interviewer wants to know the primary motivational factors that prompt you to work hard and achieve your goals and objectives in a time-bound manner. This is a highly subjective question and hence you are required to answer in a unique way and avoid all the generic responses.
Sample Answer
Sir, an answer to this question lies and depends upon a person’s financial conditions, desires, and expectations from his or her professional career. For me, it is my desire to climb up the corporate ladder as quickly as possible and earn widespread recognition that always motivates some and stimulates me to be ever vigilant and execute all my tasks and duties before the deadline.
Rigorous Preparation
Considering the importance of this question in an interview session, Prepmycareer has designed an exclusive post that provides ten unique and impressive sample answers for this interview question. This article could be accessed by clicking on this link.
21) Do You Have Any Questions For Us?
This is the last question of an interview session and a candidate encountering this question must be aware of the fact that his or her interview session is now concluded. This question gives an opportunity to a candidate to ask a few questions from the interviewer in relation to the organization, its working culture, the work ethics, etc. It has been observed that candidates tend to either avoid this question completely or ask irrelevant questions. In both situations, you are doing nothing but decreasing and depleting your selection chances to a bare minimum. Hence, always ask a few relevant questions based on the model questions mentioned below:
Model Questions
- What are the work timings of the organization in different shifts?
- Is it the policy of the organization to extend paid emergency leaves to its employees?
- What are the various benefits that an organization gives to its employees during maternity/paternity days?
- Please enumerate and explain the calculation of overtime allowance.
- What are the various training and employee developmental opportunities extended by the organization to its employees?
- Please explain the calculation of reimbursements and various other benefits offered by the organization in the form of perquisites.
References
- http://www.tawannadillahunt.com/wp-content/uploads/2020/11/Dillahunt_HICSS21.pdf
- https://aipublications.com/uploads/issue_files/1IJEBM-MAY20213-Recruitment.pdf
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