Administrative Assistant Internship Interview Questions

Interviewer: Hello, thank you for coming in today. Can you tell me a little about yourself?

Candidate: Sure, my name is Sarah and I recent graduated from college with a degree in business administration. I am looking to gain work experience as an administrative assistant.

Interviewer: What made you interested in this internship?

Candidate: I am interested in this internship because I believe it will give me hands-on experience while also allowing me to learn from experienced professionals in the field.

Interviewer: Have you had any previous administrative experience? If so, can you tell me about it?

Candidate: Yes, I have had previous administrative experience. I worked as a receptionist for a law firm where I was responsible for managing phone calls, scheduling appointments, and greeting clients.

Interviewer: What do you believe are the most important qualities for an administrative assistant to possess?

Candidate: I believe it is essential for an administrative assistant to be organized, detail-oriented, and possess excellent communication skills.

Interviewer: Can you give an example of a time when you had to use your organizational skills to complete a task?

Candidate: Sure, when I was working as a receptionist, I had to manage multiple calendars for different attorneys. I created a system where I color-coded each attorney's appointments and deadlines to ensure that everything was completed on time.

Interviewer: How do you prioritize your workload when you have multiple tasks to complete?

Candidate: I prioritize my workload by first reviewing all my tasks and their deadlines. I then make a to-do list and prioritize based on the importance and urgency of each task.

Interviewer: How do you handle stress and pressure in a fast-paced work environment?

Candidate: I handle stress and pressure by taking breaks when necessary and utilizing time-management techniques to make sure I am not overwhelmed.

Interviewer: Can you tell me about a time when you had to handle a difficult situation with a customer/client?

Candidate: Yes, when I was working as a receptionist, I had a client who was upset about a billing issue. I remained calm, listened to their concerns, and worked with the attorney to rectify the issue as quickly as possible.

Interviewer: How do you handle confidential or sensitive information?

Candidate: I handle confidential or sensitive information by ensuring that it is kept in a secure location and only shared with those who have a need to know.

Interviewer: Have you ever worked in a team setting? If so, can you give an example of a project you worked on and your role in the team?

Candidate: Yes, during my senior year of college, I was part of a team that worked on a business plan. My role was to research the market and analyze data to be used in the plan.

Interviewer: Why do you think attention to detail is important for an administrative assistant?

Candidate: Attention to detail is important for an administrative assistant because details can make a huge difference in the outcome of a project. It is essential to ensure that all work is completed accurately and without errors.

Interviewer: How do you handle tasks that may be outside of your job description?

Candidate: I handle tasks outside of my job description by first determining if it is something I am capable of doing. If I feel confident in my abilities, I will take on the assignment and complete it to the best of my abilities.

Interviewer: Can you tell me about a time when you had to learn a new skill quickly?

Candidate: Yes, when I was working as a receptionist, I had to learn a new phone system quickly. I reviewed the manual several times and also reached out to colleagues who had experience with the new system to gain a better understanding.

Interviewer: How do you handle constructive criticism?

Candidate: I handle constructive criticism by taking it as an opportunity to improve. I listen carefully to the feedback and work to make the necessary changes.

Interviewer: Finally, is there anything else you would like to add or ask?

Candidate: No, I think I have covered everything. Thank you for the opportunity to interview.

Scenario Questions

1. Scenario: You have been asked to organize a company-wide event to celebrate the company's anniversary. How would you go about planning and executing the event?

Candidate Answer:
I would start by creating a timeline that includes all the necessary tasks. This would include choosing a venue, selecting catering, creating a guest list, sending out invitations, and planning entertainment or activities. I would also identify a budget for the event and make sure to stick to it throughout the planning process. It would be important to communicate with all stakeholders, including upper management, department heads, and vendors to ensure that everyone is on the same page throughout the planning process.

2. Scenario: You are responsible for managing the company's budget. How would you make sure that the budget is accurate and up-to-date?

Candidate Answer:
To ensure the budget is accurate and up-to-date, I would regularly review all financial statements and reports, and reconcile any discrepancies. I would use financial software to analyze past and current financial data, and use forecasting tools to estimate future spending. I would also meet regularly with department heads and managers to discuss current spending and make adjustments as necessary to stay within budget.

3. Scenario: The office has run out of paper and toner, and no one has ordered new supplies. How would you handle this situation?

Candidate Answer:
I would immediately assess the current stock of paper and toner to determine the immediate need for new supplies. I would then order new supplies as soon as possible and ensure that there is enough stock on hand for the future. I would also communicate with management and staff to ensure that everyone is aware of the importance of keeping adequate supplies on hand.

4. Scenario: One of the company's employees is having an issue with their computer and needs your help. How would you go about troubleshooting the issue?

Candidate Answer:
I would first gather information from the employee about the issue they are experiencing. This would include the type of error messages they are seeing, what they were doing when the issue occurred, and any other relevant details. Based on the information gathered, I would try to troubleshoot the issue myself. If I was unable to resolve the issue, I would escalate it to the IT department for further assistance.

5. Scenario: You are responsible for creating a report on the company's sales data for the past quarter. How would you gather and analyze the necessary data?

Candidate Answer:
To gather the necessary data, I would access the company's sales database and extract the relevant data based on the report's requirements. I would then organize the data in a clear and concise format for analysis. To analyze the data, I would use spreadsheet software to create charts and graphs that visually represent the data. I would also calculate various metrics such as total sales, average sale price, and sales growth percentage.