What are administrative skills?

Administrative skills comprise the hard and soft skills essential for managing business operations and increasing office productivity. They include communication and organizational skills, as well as project management, bookkeeping, and time management skills.

To keep your administrative skills sharp, we take a look at the key competencies required in roles such as:

• Office managers

• Administrative assistants

• Receptionists

• Executive assistants

• Office assistants

• Those in office administration and administrative support positions

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Examples of administrative skills

The requirements for administrative positions will vary depending on the business and industry. For example, some businesses might prioritize technical skills using a specific software platform, while others might need you to have work experience in social media.

However, several key skills apply to most administrative positions. To give you a general idea of what is expected in most administrative roles, we’ve listed the most common administrative skills frequently found in administrative job descriptions.

1. Strong organizational skills

Administrative and organizational skills go hand in hand. Those in administrative positions manage multiple priorities by multitasking, often in fast-paced environments, while also assisting their managers with scheduling and task coordination.

Some common organization skills include:

• Organizing and maintaining filing systems, records, and databases

• Making phone calls, scheduling meetings and appointments, and maintaining calendars

• Writing memos and transcribing recorded dictation

• Creating email templates

• Making travel arrangements

• Organizing office equipment and inventory

• Creating travel itineraries 

• Forward planning

2. Communication skills

Written and verbal communication skills are highly important administrative skills. Since those in administrative roles usually need to communicate with a wide range of people, they can also communicate effectively with different stakeholders. For example, communicating with a manager requires a different approach than interacting with clients.

Delegating tasks is also a key communication skill, as is the ability to clearly explain complicated information.

Examples of administrative communication skills include:

• Absorbing and disseminating information in a practical and understandable way

• Active listening skills (the ability to fully concentrate, understand, and respond thoughtfully to what someone is saying)

• Effective communication with a wide range of people and stakeholders

• Clarifying complex written and verbal information

3. Teamwork and interpersonal skills

Teamwork and interpersonal skills are essential for businesses, especially in administrative roles. These skills combine the strengths of individuals to help achieve business goals.

This involves effectively interacting with and working with a diverse range of colleagues from different departments and levels of seniority, as well with clients and customers.

Examples of teamwork and interpersonal skills include:

• Building solid, collaborative relationships with colleagues

• Adaptability and acting as a team player rather than working alone

• Practicing empathy and communicating effectively

• Keeping overall business goals and objectives in mind while completing tasks

• Giving and receiving constructive feedback

4. Customer service skills

Customer-facing administrative roles demand a unique set of skills, including effective communication with external clients, problem-solving abilities, and a commitment to ensuring complete customer satisfaction.

Examples of customer-service-related skills include:

• Complaint and problem resolution

• Building customer loyalty

• Setting customer expectations

• Liaising between key colleagues and clients

5. Problem-solving skills

Problem-solving skills are essential in administrative roles, enabling effective navigation of complex and unexpected situations. 

These blend analytical, creative, and critical thinking with strong attention to detail. Those in administrative roles not only find solutions, but identify what caused the problem and implement changes to prevent future issues.

Examples of key problem-solving skills for administrative officers include:

• The ability to identify problems and determine the best solutions

• Produce creative solutions to problems

• Confident decision-making

• Communicating effectively when problems arise

6. Technology and software skills

Technology skills are essential in administrative roles as office tasks rely on using computers and software tools to perform tasks.

For example, administrative professionals often collate office receipts and travel expenses, are involved in payroll processes, and create and maintain financial reports and spreadsheets. Many also take on accounting and bookkeeping responsibilities, which require experience with accounting and expense software, too.

Examples of common technology and software skills include:

• Proficiency with Microsoft Office products (Excel, Word, PowerPoint)

• Ability to use a large range of email clients (Outlook, Gmail)

• Managing databases and data entry

• Using accounting software (Rydoo, QuickBooks, etc)

• Using a travel management platform to organize business travel

How to improve your administrative skills

If you already have these capabilities, or if your resume's skills section looks a little bare, you can learn new skills while refining the ones you already have.

Here are three tips to help you improve your administrative skills, update your resume and cover letter, or help you with your job search.

1. Learn more about your company and the wider industry

Start by researching your particular industry and what competencies those in similar administrative roles have. Identifying recurring themes can help you pinpoint any skill gaps.

You can also ask your manager about the broader company roadmap and business objectives to identify extra skills that will make you a more effective team player.

2. Take advantage of training and development programs

Your company’s internal training and development programs can help bolster your soft and hard skills and boost your own career trajectory. You could also inquire about tuition reimbursement for external courses or certifications aimed at improving your job performance.

3. Seek out challenging new opportunities

Pay attention in meetings for opportunities to join cross-departmental projects, or volunteer to take on tasks for team members who are overloaded with administrative work. This demonstrates initiative and helps you diversify your skillset while learning from others.