When recruiting an administrative assistant, designate one person to be responsible for each of the following tasks: receiving documents, reviewing them, conducting initial interviews, and conducting final interviews. If the company is small, the same person can handle all of these tasks, but each step should still have clear completion conditions.
Let's start with the deliverables of this job.
This position involves handling three things simultaneously: incoming phone calls and tasks assigned by the boss. Before opening the position, we need to discuss and prioritize them, be meticulous, and take notes on verbal instructions. We should confirm which tasks require pre-employment training and which can be arranged. Different tasks or shifts need to be explained separately.
Weekly Schedule Example
- At the beginning of the week, the hiring manager confirms the tasks, time, location, and compensation scope, and the administration organizes the received resumes.
- During the week, review resume analysis and original data to clarify any gaps in information regarding multitasking, meticulousness, and response speed.
- After review, a preliminary test invitation will be issued, specifying the number of questions, the deadline, and the contact information for handling difficulties.
- Once the candidates are selected, the supervisor will review the report and decide whether to conduct an interview or conduct a supplementary selection; the next steps will be communicated simultaneously.
This is a scheduling example, which can be adjusted according to the candidate's schedule. Each invitation should have a response window; there's no need to wait until the weekend to handle ad-hoc issues.
How do supervisors and administrators hand over responsibilities?
Administrative staff are responsible for tracking the status of received documents and notifications; supervisors assess the evidence and necessary conditions for work. When professional competence requires practical experience or completed projects to be confirmed, qualified personnel are assigned to assist.
For administrative assistants, this mock exercise can be used in subsequent interviews: Provide three mock tasks with different deadlines; please arrange them in order and write a confirmation message. When reviewing, pay attention to distinguishing between urgency and importance, confirming the delivery format, and proactively marking deadlines that may affect each other.
What adjustments are needed after the first round?
If multiple people have different understandings of prioritization, revise the full-time vacancy description first; if the issue is stuck because the supervisor hasn't responded, reserve the fixed review period. Using tools can help organize data, but the company still needs to complete the communication and hiring decisions.
The next step can be to refer to the three-step process from resume to interview for small and medium-sized enterprises without human resources .
Explore the interview system plan for SMEs
The MIND Interview plan for SMEs costs NT$3,000 for six months and includes 50 resume analyses and 15 AI interviews in total over six months. It helps you screen resumes, conduct first-round interviews online and organize reports. Your company reviews the results and makes the hiring decision.
Once you have prepared the job openings, the expected number of resumes, and the number of interviewees, you can confirm with the team whether the plan is suitable and how to start using it.
Frequently Asked Questions
Key questions often raised by business leaders and HR teams:
Without a dedicated HR person, who is responsible for the initial screening and review of administrative assistants?
This can be handled by the boss or the person in charge, with administrative assistance for data compilation and notification. Professional tasks should be assigned to individuals capable of assessing this skill level.
After the initial interview for an administrative assistant position, how can I supplement my work ability with evidence?
Three mock assignments with different deadlines will be provided. Please arrange them in order and write a confirmation message. The key points are to distinguish between urgency and importance, confirm the delivery format, and proactively indicate deadlines that may affect each other. The company will arrange and review the assignments; the initial interview summary will not be considered the final hiring decision.