Top 20 Interview Questions & Answers for Office Assistant & Secretary Roles – 2021

Are you planning for an interview for an office assistant or secretary position? This guide provides a list of essential questions and answers that will help you stand out as a highly organized, efficient, and professional candidate. These questions cover all key areas of the role, from technical skills to cultural fit, and will help you demonstrate your ability to support an office and its employees.

General Questions

• 1. Tell me about your previous experience as an office assistant/secretary.
  A: In my last position, I worked as an office assistant for a small business, where I managed the reception area, answered phone calls, and maintained the office calendar. I also helped with administrative tasks such as filing, data entry, and scheduling appointments. I am currently looking for a new opportunity to further develop my skills in a larger organization.
• 2. How do you prioritize and manage your workload?
  A: I prioritize my workload by creating a to-do list and organizing tasks by urgency and importance. I also communicate with my supervisor to ensure I am working on the most critical tasks first. If necessary, I will delegate tasks to colleagues or ask for help to ensure everything is completed efficiently.
• 3. What experience do you have with using office equipment and software?
  A: I am familiar with a variety of office equipment, including copiers, printers, scanners, and fax machines. I am also proficient in Microsoft Office, Outlook, and Google Suite. In my previous role, I also used time tracking and project management software.
• 4. How do you handle confidential information?
  A: I understand the sensitivity of handling confidential information and always ensure it is kept secure and only shared with authorized individuals. In my previous role, I followed company protocols and maintained a high level of confidentiality when handling sensitive documents and discussions.
• 5. How do you handle conflicts or difficult situations in the workplace?
  A: I believe in open communication and addressing conflicts directly and respectfully. In my previous role, I had a few disagreements with colleagues, and I always made sure to listen to their perspective and find a solution that benefited both parties. I remain calm and level-headed in difficult situations and am always willing to compromise.

Technical Skills & Experience

• 6. What experience do you have in coordinating meetings and events?
  A: In my previous role, I regularly coordinated both internal team meetings and client meetings. I managed the scheduling, sent invitations, prepared agendas, and took minutes during the meetings. I also assisted with organizing company events, such as holiday parties and team-building activities.
• 7. How do you handle a high volume of emails and phone calls?
  A: I am highly organized, and I prioritize responding to emails and returning phone calls promptly. I use folders and labels to keep my inbox organized and make sure to follow up on any outstanding messages. If I am unable to answer a call or email immediately, I will inform the sender that I will respond as soon as possible.
• 8. Have you ever had to learn new technology or software in a short period of time?
  A: Yes, in my previous role, we adopted a new project management software, and I had to learn how to use it quickly. I was able to familiarize myself with the software in a few days through online tutorials and asking my colleagues for help, and I was able to train the rest of the team on how to use it efficiently.
• 9. How do you handle conflicting priorities and deadlines?
  A: I communicate with my supervisor to understand the importance of each task and ensure that the most urgent deadlines are met. I may also adjust my workload by delegating tasks or seeking assistance from colleagues. When necessary, I am willing to work extra hours or on weekends to complete critical tasks and meet deadlines.
• 10. How do you handle repetitive tasks?
  A: I am highly detail-oriented, and I understand the importance of accuracy in repetitive tasks. I make sure to double-check my work and use shortcuts or templates to complete tasks efficiently. I also believe in finding ways to streamline processes and automate tasks to save time and reduce the chance of errors.

Behavioral Questions

• 11. Give an example of a time when you went above and beyond in your role as an office assistant/secretary.
  A: In my previous role, our company was short-staffed during a busy season. I noticed my supervisor was struggling to keep up with her workload and offered to assist with some of her tasks. I took on additional responsibilities, such as coordinating a client event and preparing presentations, which allowed my supervisor to focus on other priorities. This resulted in positive feedback from our clients, and my supervisor was able to maintain her workload without feeling overwhelmed.
• 12. Describe a time when you had to work under pressure to meet a deadline.
  A: In my previous role, I was responsible for organizing an office-wide training event with only two weeks' notice. I had to secure a venue, coordinate with speakers, and manage the registration process in a short amount of time. I remained calm and organized, and the event was a success, with over 100 attendees.
• 13. How do you stay organized and prioritize tasks when working on multiple projects?
  A: I use project management software to keep track of tasks and deadlines, and I create a to-do list and schedule my tasks based on urgency and importance. I also make sure to communicate with my supervisor regularly to ensure we are aligned on priorities and deadlines.
• 14. Describe a time when you encountered a difficult situation with a colleague or superior.
  A: In my previous role, I had a disagreement with a colleague over the distribution of tasks on a project. We had a productive discussion about our perspectives, and I ultimately took on more tasks to ease my colleague's workload. I also spoke with my supervisor about our concerns, and we were able to find a solution that benefited everyone.
• 15. Can you give an example of when you had to adapt to a new process or procedure in your role as an office assistant/secretary?
  A: In my previous role, my company implemented a new filing system that was different from what I was used to. I attended the training sessions and researched the new system to familiarize myself with it. I also shared the resources provided by the training with my colleagues to ensure a smooth transition for the entire team.

Situational Questions

• 16. How would you handle scheduling conflicts between multiple team members?
  A: I would first communicate with each team member to understand their priorities and deadlines. Then, I would work with my supervisor or the team leader to find a compromise or alternative solutions, such as delegating tasks or adjusting deadlines. Communication and teamwork are essential in finding a resolution that works for everyone.
• 17. If you receive a phone call from a difficult or upset client, what would you do?
  A: I would stay calm and professional and listen to the client's concerns. I would apologize for any issues they are experiencing and assure them that I will do my best to resolve the situation. If necessary, I would escalate the issue to my supervisor and follow up with the client to ensure they are satisfied with the resolution.
• 18. How would you handle a situation where you are unable to complete a task due to a technical issue?
  A: I would communicate with my supervisor or the IT department to resolve the technical issue as soon as possible. While waiting for a resolution, I would continue with other tasks and ensure to update my supervisor on the situation. I would make sure to complete the task once the technical issue is resolved.
• 19. What would you do if you notice a colleague not following company policies or procedures?
  A: I would speak to my colleague privately and remind them of the company policies and the reasons behind them. If necessary, I would escalate the issue to our supervisor. However, I believe in open communication and always try to resolve issues directly and respectfully.
• 20. How would you handle a situation where you have to prioritize tasks for different departments or supervisors?
  A: I would make sure to communicate with each department or supervisor to understand their priorities and deadlines. I would then create a to-do list and schedule my tasks based on urgency and importance, keeping in mind everyone's priorities. If necessary, I would communicate any conflicts or issues with my supervisor and find a resolution together.