10 Administrative Skills for Career Development, With Examples

Showcasing important administrative skills can help your resume stand out during your next job search, no matter what type of role you're interested in. A solid set of office skills can prepare you for a wide variety of administrative roles or serve as a launching pad for a business career in nearly any industry.

Throughout this article, we'll explore a collection of valuable skills that common administrative tasks can help you master. We'll also look at examples of why each is essential for keeping a business running smoothly.

What are administrative skills?

Administrative skills are the foundational abilities that ensure smooth and efficient operations in a workplace. Administrative professionals need them in order to manage schedules, coordinate tasks, and maintain accurate records. 

These skills are transferable across industries, making them valuable for career growth. Building competence in these administrative skills enhances your productivity and positions you for success in roles requiring operational expertise and collaboration.

Top 10 administrative skills

Mastering these key administrative skills can enhance your efficiency, boost your career prospects, and help you excel in a wide range of professional roles.

1. Organization

One thing all great administrative professionals need is top-notch organizational skills. Many administrative professionals are expected to keep track of both their own tasks and also their employers’ schedules.

Imagine, for instance, that you’re an experienced administrative support specialist hired to serve as the executive assistant to a CEO. From day one, you'll arrive ready to use your legendary organizational skills to keep your boss's schedule and office running like a well-oiled machine. Some of your tasks will likely include:

• Keeping track of your boss's calendar and scheduling meetings accordingly
• Coordinating with clients, office managers, or other internal staff
• Booking travel and accommodations for business meetings
• Answering emails and phone calls
• Planning events
• Bookkeeping and expense tracking
• Note taking or transcription
• Organizing files and records on an ongoing basis

Your job will largely be to take care of everything your boss doesn't have time for, preferably without even being asked!

While this is an example of what an experienced administrative assistant can do, it shows just how essential staying organized is to succeeding in office administration.

2. Time management

Never underestimate the power of time management skills when it comes to working as an administrative assistant. Imagine that you've been hired to work as a receptionist for a small business. At any given moment, your list of tasks might look something like:

• Answering the phone
• Returning customer inquiry emails
• Greeting in-person customers
• Entering new customer information forms into a customer relationship management (CRM) system
• Relaying phone messages

In order to succeed, you'll need to develop lightning-fast decision-making skills to prioritize tasks in order of importance. But you'll also need the adaptability to reassess your list each time a new task is added.

The ability to think on your feet is the stuff that administrative assistant skills are made of and a highly transferable ability that will serve you well in any future role.

3. Effective communication

When applying for administrative positions, take every opportunity to show off your communication skills! If you're writing a cover letter to a hiring manager, for example, use the same professionalism you would when drafting an email for a senior executive.

You may even discover that some recruiters are more interested in your delivery when answering job interview questions than your answers themselves. From customers to office executives, administrative assistants interact with a wide range of different people each day.

Strong interpersonal skills go a long way toward making every encounter positive and productive. Choose your words carefully to show off your strong verbal communication skills, and always remember to practice active listening.

4. Technology skills

Many of the qualities needed to succeed as an administrative assistant are soft skills, but you’ll also want to develop several hard skills. While each job description will likely come with its list of tech competency requirements, we'll introduce you to several of the most common.

Below are some of the most popular programs used in office administration, complete with explanations of what they do.

Microsoft 365

Previously known as Microsoft Office, Microsoft 365 is cloud-based software with several popular productivity tools. Within 365, you'll find apps such as:

• Microsoft Word. Word is popular word-processing software that you might use to type up anything from meeting notes to a full report. You can use one of its many free templates to create a report cover letter, or flyers for a company event.
• Excel. Excel is a spreadsheet program for data entry or creating tables and graphs.
• PowerPoint. If your boss has an upcoming presentation, they might ask you to use PowerPoint to create a series of visual aids to use as accompanying slides.‍
• Outlook. Outlook is Microsoft's email program and can also include a calendar and contact section. Many businesses rely on it to keep everything accessible in one place.

Google Workspace

Google Workspace is the Google alternative to Microsoft 365. It's also a set of cloud-based productivity apps that feature many of the same offerings you'll find in 365. Some of the most popular include:

• Google Docs. Google Docs is a word processor that's handy for teamwork. You can type and format a document and share it with your boss or colleagues for notes and critiques (formatting skills come in handy here).
• Google Sheets. Google Sheets is a spreadsheet program that's great for data entry, organization, and data visualization.
• Google Calendar. Google Calendar is (you probably guessed it) a virtual calendar that can be used to keep track of scheduling. You can also program it to send you reminders about important upcoming events or meetings.
• Gmail. Gmail is Google's email service, but it also allows you to make video or voice calls. It's popular among business owners partly because it can be used to create custom business email addresses.

Social media

Social media management is quickly becoming a sought-after administrative skill. Many administrative assistants now double as social media marketers who keep their company's accounts up to date.

Some companies run paid social media advertising campaigns across sites like Instagram or LinkedIn. Others simply use organic posts as a way to interact with customers. If you’re experienced with social media management, don't hesitate to mention it.

Other popular technical skills

While Office 365 and Google Workspace are fairly standard on administrative job postings, some companies also prefer knowledge of other programs. For instance, a company might use QuickBooks for accounting or a platform like HubSpot or Salesforce for CRM (customer relationship management). Project management tools like Asana and Trello are also popular. 

If you're unfamiliar with a piece of software, ask a potential employer if not knowing it is a deal breaker. If you're otherwise well qualified, you may discover an employer will be open to training you to develop any missing technical skills.

5. Attention to detail

Administrative positions require a knack for handling multiple tasks without sacrificing attention to detail. In an office environment, small mistakes can have significant impacts.

Imagine poring over every detail of a budget spreadsheet in search of a number entered incorrectly. Or sending an executive into a presentation with a slideshow that contains embarrassing spelling errors.

Administrative assistants are often trusted to proofread everything from client communications to important contracts. Learning to take your time and pay attention to detail is a crucial component of office administration. Using AI (artificial intelligence) tools can help you spot errors and opportunities.

6. Problem-solving

What do you do if you’re overwhelmed with tasks you don't have time to complete? That's where the value of problem-solving skills comes into play.

Rather than getting overwhelmed, try to see each new challenge as an exercise in creativity. You may develop workplace hacks and tricks that can help you be more efficient for years to come.

It could be as simple as creating an email template to answer a question that customers regularly ask, or alternating phone duties with another employee so you can take turns catching up on other work uninterrupted.

You can learn techniques to find and correct root causes for ongoing issues rather than simply putting Band-Aids on problems.

7. Multitasking

While the extent of your duties will depend on your role and previous work experience, administrative jobs are an excellent introduction to multitasking. If you have a low tolerance for boredom, then administrative support may be the perfect fit for you. 

On an average day, your tasks could include:

• Answering phone calls and taking messages
• Organizing or updating a filing system
• Managing databases
• Scheduling meetings and appointments for multiple team members
• Ordering office equipment or other supplies
• Drafting or proofreading emails, reports, or other documents
• Taking or transcribing meeting notes
• Bookkeeping and data entry

In many cases, you’ll need to bounce between activities, rather than working through one task to completion. If you thrive under pressure, mention it in the skills section of your resume. Many hiring managers understand how far such qualities can go toward providing strong administrative support.

8. Customer service

Whether by phone, email, or in person, office assistants are often a customer's first point of contact. That's why many hiring managers are thrilled to find administrative candidates with exceptional customer service skills.

Just like any other skill, interacting with different types of customers takes time and practice to learn what does and doesn't work. For instance, you may discover that active listening and understanding are the best approaches for dealing with upset customers, while genuine enthusiasm can turn satisfied customers into strong advocates.

Over time, an administrative position can help you hone valuable people skills that will serve you well for years to come.

9. Project management

While you'll rarely be expected to oversee complex projects in the early stages of your career, project management can be a great opportunity to grow as an experienced administrative professional.

To help illustrate what project management entails, imagine you've been working for an architecture firm for several years. You've just been assigned to oversee a building project for a new client. Even though you'll never be expected to operate a drill or drive a crane, you'll still play a crucial role in the project's completion.

At different stages, your tasks may include things like:

• Setting up meetings with contractors
• Overseeing the budget for equipment, materials, and labor
• Keeping track of invoicing
• Researching relevant building codes and regulations
• Gathering the information needed to complete progress reports
• Preparing reports for the project manager
• Overseeing communication between the client, contractors, and key stakeholders
• Making travel arrangements

These are just a few examples that illustrate the extent of a senior administrator's know-how. Working as an office assistant can help you gain an impressive amount of insight into any company's industry.

10. Discretion and Confidentiality

Administrative assistants often enjoy the office equivalent of "insider access" at a company. While working with executives or handling contracts, you'll often find yourself trusted with sensitive information.

You may be among the first to hear news that could impact the company's future or have inside knowledge of who is (or isn't) being considered for a major promotion. Leaking this information before it's officially announced can prove disastrous for your company, your career, or both.

As a rule, treat any communication between yourself and your employer as confidential. This will help ensure that you don't accidentally divulge personal or sensitive information, and will also show your boss that you can be trusted to act professionally.

Elevate your administrative career

Whether you're looking for an in-person or virtual position, administrative roles come in all shapes and sizes. Office administration can be a fascinating opportunity to gain insights into widely varying industries, all while honing valuable career skills that can lead to future opportunities.

Whether you're a people person with strong communication skills or a natural multitasker who thrives in fast-paced environments, you’ll find plenty of employers who would love to put your skills to good use. If you're ready to take your career development to the next level, check out the many administrative support jobs available on Upwork.

Simply sign up for a free Upwork account to create a profile and connect with top employers in search of your skill set. No matter what your background or work experience, Upwork is a great place to forge connections that can bring you one step closer to your career goals.

If you’re an entrepreneur, business leader, or simply someone who needs administrative help, look for experienced administrative assistants with these and other valuable skills on Upwork, the world’s talent marketplace.