administration

Hiring for the Modern Administrative Role

Typing, word processing skills, and knowledge of business telephone systems were once the administrative job description. Today, these professionals are akin to Swiss Army knives, wielding a far more extensive toolkit. Their responsibilities have increased enormously, encompassing tasks like making purchasing and budgeting decisions, planning intricate company events, and even training employees on software.

This shift in responsibilities demands a corresponding shift in your recruitment strategy. Talent Higher can help you identify candidates with the skills and experience necessary to excel in the modern administrative role. Our expertise in Executive Support Recruitment, Administrative Task Staffing, Office Operations Hiring, and Executive Assistant Recruitment ensures we can connect you with the perfect talent to elevate your organisation’s success.

The Evolution of Administrative and Secretarial Roles

The role of administrative and secretarial professionals has evolved over the years, and as an employer, you know that specialisation within the field has created some of today’s most sought-after administrative roles. Senior Executive Assistants are the confidants of high-level leaders, managing their schedules, travel, and sensitive information. Facilities Managers oversee the company’s physical environment, ensuring a safe and functional workspace. Additionally, Customer Service Managers are the front line, building positive client relationships and resolving issues efficiently. 

Despite automation concerns, administrative staff recruitment is expected to grow in the coming decade, with around 4 million professionals currently employed in the US alone. Notably, a report on Executive Assistant Jobs In New York highlights the need for greater diversity in administrative roles (particularly among Executive Assistants, who are 86.9% female). This suggests a potential industry shift towards attracting a wider range of candidates based on skill sets rather than traditional demographics.

Why Do You Need Administrative and Secretarial Professionals?

A 2023 study by the International Association of Administrative Professionals (IAAP) found that 82% of executives rely on their administrative staff for strategic decision-making. This means they are no longer just cogs in the machine; they are strategic partners driving organisational success. Here is a glimpse into some of the most in-demand roles right now:

The Challenge: Your senior executives are drowning in administrative tasks, hindering their strategic focus.

A skilled Senior Executive Assistant provide strategic support to executives, managing calendars, coordinating travel, and safeguarding sensitive information. Their advanced technical abilities and exceptional communication ensure smooth operations for your top leaders, especially in demanding industries like finance and hospitality. ROI is positively affected when your executives can dedicate their time to high-level decision-making.

The Challenge: Your office environment is inefficient, impacting employee morale and productivity.

Facilities Manager keeps your workspace running seamlessly. From streamlining operations to planning relocations, they ensure a safe and functional environment. With their expertise in tactical planning and scheduling, you can expect reduced downtime and improved employee well-being.

The Challenge: Data entry errors lead to costly mistakes and hinder informed decision-making.

A Senior Data Entry Specialist guarantees accuracy and efficiency. They not only possess exceptional data entry skills but also have the leadership capabilities to supervise others. Minimise errors and improve data analysis with a skilled specialist who prioritises tasks and analyses information for accurate reporting.

The Challenge: Your executives need support with day-to-day tasks, but finding time to manage them takes away from their core responsibilities.

An Executive Assistant frees your executives to focus on strategic initiatives. These highly skilled professionals manage calendars, travel, and reports, supervise support staff, and ensure smooth coordination across all levels. By investing in a strong Executive Assistant, you can expect increased executive productivity and superior team collaboration.

The Challenge: Managing complex benefits plans and ensuring compliance can be overwhelming, leading to employee frustration.

An HR Benefits Specialist streamlines HR processes. They handle payroll, maintain records, manage benefit plans, and ensure compliance with regulations. Their strong communication and organisational skills keep employees informed and satisfied, minimising HR headaches for you.

The Challenge: Inefficient customer service can damage your brand reputation and lead to lost revenue.

Customer Service Manager optimises your customer experience. They oversee representatives, ensuring smooth interactions, accurate information delivery, and efficient problem-solving. Invest in a skilled Customer Service Manager to cultivate customer loyalty and drive business growth.

The Challenge: A disorganised office disrupts workflow and hinders employee productivity.

An Office Manager keeps your office running like a well-oiled machine. They handle everything from onboarding new employees to managing budgets and supplies. Their meticulous attention to detail and strong communication skills ensure a streamlined and functional work environment, allowing your team to focus on core tasks.

The Challenge: Developing and maintaining competitive compensation and benefits packages can be complex and time-consuming.

Compensation Administrator ensures your company offers attractive compensation plans. They design, manage, and administer benefits programs. Their expertise in relevant regulations and compliance keeps you on the right side of the law, while their communication skills ensure clear communication with employees about their benefits. By attracting and retaining top talent, you gain a significant competitive edge.

Download our comprehensive Salary Guide to gain valuable insights into compensation trends and ensure you attract the best talent for your needs.

What to Look for in a Competent Administrative Professional

Well-rounded individuals become valuable assets, supporting your team and driving overall organisational efficiency. Due to this, you need to prioritise these key skills:

Communication

Clear and confident communication is essential for building trust and fostering positive relationships with a wide range of people – clients, vendors, and colleagues.

  • Strong written and verbal skills: Administrative professionals need to craft emails, reports, and presentations that are professional, well-organised, and error-free. Additionally, they should be able to articulate information clearly and concisely in face-to-face interactions.
  • Active listening: The ability to listen attentively ensures they understand instructions, requests, and inquiries accurately, minimising errors and ensuring smooth workflows.
  • Multilingual capabilities: In a globalised world, fluency in additional languages can be a game-changer, particularly for companies with international operations.
Tech Savvy

Technology is at the heart of most businesses, and administrative professionals need to be proficient in various software programs to support a smooth operation.

  • Microsoft Office Suite (Word, Excel, Outlook, PowerPoint): This fundamental suite is the backbone of many office tasks, from creating documents and presentations to managing data and scheduling meetings.
  • Beyond the Basics: Depending on your specific needs, proficiency in additional software may be crucial. This could include programs like Asana or Trello that allow for efficient task management, communication, and project tracking. Some roles might require familiarity with industry-specific software like Quickbooks for accounting or applicant tracking systems for HR.
  • Database Management: Experience with Microsoft Access or similar tools can be a valuable asset, allowing for efficient data organisation and retrieval.
  • Internet Research Skills: The ability to research and find accurate information online is essential for many administrative tasks.
Industry Expertise

While not always a mandatory requirement, industry experience can offer a significant advantage when evaluating potential administrative professionals. 

  • Smoother Communication: A candidate familiar with your industry’s terminology can understand and respond to requests efficiently, minimizing the need for clarification and delays.
  • Proactive Task Management: Understanding typical workflows allows the assistant to anticipate the executive’s needs and proactively manage tasks, ensuring a smoother day-to-day operation.
  • Reduced Training Time: Familiarity with industry-specific software allows the assistant to quickly become productive, minimizing training time and maximizing their contribution.

In conclusion, the evolution of administrative roles reflects the changing needs of businesses in a rapidly evolving world. As technology continues to advance, administrative roles will likely incorporate elements of artificial intelligence and machine learning, further enhancing efficiency and enabling professionals to focus on high-value tasks.

If your company needs help with virtual assistant hiring, secretarial personnel hiring, or office management recruitment, Talent Higher can help. 

Find the administrative talent to drive efficiency, innovation, and success. Contact us now and discover talented professionals who will anticipate your needs, manage your workload, and free you to focus on strategic initiatives.

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