How to Make Your Next Administrative Assistant Hire

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Last updated at 09-14-2020 13:56:54

Overview

Methodology

More than 82,267 companies advertise 261,281 Administrative Assistant jobs on SimplyHired and its partner sites each year. After analyzing job postings and salary information from these companies, as well as direct job seeker feedback, we’ve compiled a list of insights to show you how to attract and hire your next Administrative Assistant most efficiently.

Hiring Process

In the past quarter, we’ve seen 66,454 job posts from 29,918 employers in the United States. This is a increase of 21.8% compared to the previous quarter. On average, there are 123 Administrative Assistant job seekers for every active Administrative Assistant job, which shows that it is an employer's market.

Writing a Job Description

In the past quarter, Administrative Assistant, Customer Service Representative, Receptionist, Office Assistant, Front Desk Agent, Office Administrator, Executive Assistant, Data Entry Clerk, Call Center Representative, and Receptionist/Administrative Assistant seem to be the most sought after jobs amongst the Administrative Assistant candidates in the United States. This differs from the last six quarters, where the most popular titles were: Administrative Assistant, Customer Service Representative, Receptionist, Office Assistant, Front Desk Agent, Executive Assistant, Office Administrator, Receptionist/Administrative Assistant, Office Manager, and Data Entry Clerk. If you use one of these currently popular titles in the job description, you'll likely be able to attract a lot more candidates to apply.

For the Administrative Assistant candidates who are actively applying to jobs in this same period, we see that 7.6% of the active Administrative Assistant candidates have less than 3 years of experience, 12.7% have between 3-5 years of experience, 25.8% have 6-10 years of experience, and 53.8% have over 10 years of experience. The average years of experience has shifted from an estimated 10.7 years to 10.6 years. If you're posting a job in today's market, expect candidates with the same experience level to apply to your job compared to the last 2 quarters.

In the previous quarter, the most popular skills that employers are looking for include communication skills, Microsoft Excel, Microsoft Office, administrative experience, Microsoft Word, customer service, Microsoft Powerpoint, computer skills, Microsoft Outlook, and data entry. Demand for 10 key calculator, social media management, English, Quickbooks, writing skills, office manager experience, Windows, Spanish, recruiting, and data entry has significantly increased. If you are looking for an Administrative Assistant with a similar skill set, be sure to follow industry best practices in skill requirements.

Job posts with salary information received about 1.4 as many applies as those without it. In the past quarter, less than 40.8% of the job posts displayed salary information. By adding salary information to your job posting, you could potentially increase the number of applicants by approximately 40.0%.

Example Administrative Assistant responsibilities

  • Planning and scheduling business meetings and business events
  • Distributing meeting agendas, taking meeting minutes, and transcribing meeting notes
  • Creating and updating sales leads based on calls received from sales representatives
  • Assisting sales representative in training new hires, ensuring all policies are correctly understood and followed
  • Organizing the event's budget and participant information, scheduling transportation to the event, and ensuring the hotel or convention venue is booked

Recruiting

Active Recruiting

When reaching out to candidates, it’s best to understand where to look. We’ve identified hiring trends in states as well as companies regularly hiring for Administrative Assistant positions. This should provide a good place to start looking for qualified candidates. According to our data in the last quarter: California, Texas, Florida, New York, and Pennsylvania are the states that have the highest demand for Administrative Assistants. California, Texas, Florida, New York, and Pennsylvania are where most job seekers are searching for Administrative Assistant jobs. If we look at the Administrative Assistant to job ratio, Arizona, Tennessee, Virginia, Kentucky, and Alaska have the lowest number of Administrative Assistant applicants per job. Mississippi, Connecticut, Louisiana, Delaware, and West Virginia have the most active Administrative Assistant job seekers per job.

Passive Recruiting

While actively recruiting candidates for your role, you should also post your job to SimplyHired. By posting for free and paying only for the qualified applicants you want, your post will automatically go to a network of job boards to reach millions of qualified candidates. With SimplyHired, it doesn’t end with the post. You can track your applicants throughout the hiring process with our simple and easy to use Applicant Tracking System (ATS).

Review Candidates

In the last quarter, we estimate there are 8,066,016 job seekers interested in Administrative Assistant opportunities in the United States. That’s a 37.5% increase compared to the previous quarter with 5,957,901 active job seekers. Around 7.6% of the active Administrative Assistant candidates have less than 3 years of experience, over 12.7% have between 3-5 years of experience, 25.8% have 6-10 years of experience, and 53.8% have over 10 years of experience. The average experience level of the available Administrative Assistant candidates is 10.6 years. Active candidates in the Administrative Assistant profession most commonly have high school diplomas, followed by bachelor's degrees, associate's degrees, and master's degrees. When setting education requirements for your position, aligning with the industry standard makes it easier to find potential candidates. Application rates indicate that Administrative Assistant candidates are likely experiencing a market in which applicants have less negotiating power. From an employer perspective, you'll have a greater selection of candidates to choose from and may want to invest in automated screening tools.

Interviewing Candidates

Interview Process

*Self-reported data collected from 63,249 Administrative Assistants from 1/1/2020 to 6/30/2020, via online employer reviews for companies including Robert Half, DaVita, Macy's, Lowe's, UPS, Kelly, Adecco, Express Employment Professionals, Wells Fargo, and Randstad.

After analyzing post-interview data from Administrative Assistant candidates in the last 6 months, we see more than 44.3% of the candidates self-reported being hired within 1 to 2 days. Around 87.2% of the candidates for this job reported being hired within 2 weeks. If your process takes longer than 2 weeks in the recent market, you'll likely lose these candidates to other employers. Most of the Administrative Assistant candidates are expecting a on-site interview, phone call/screening, background check, and group interview. Most employers do not require a problem solving exercises or drug test. If you are trying to hire your next Administrative Assistant quickly, consider simplifying and streamlining the hiring process. As for the interview experience, more than 71.1% of the candidates had a good or great interview experience, and more than 42% of the candidates thought that the interview leaned more towards easy.

Example Interview Questions

  • Why do you want to become an Administrative Assistant?
  • Give an example of your time-management skills.
  • What contribute you can make in this job?
  • Give an example of your customer service in this job.
  • Have you ever delegated a task to somebody before? Give details.

Final Review and Offer

Reference Check

Checking references is a quick and easy way to check for any red flags that didn’t arise to this point in the hiring process. Great insights can be provided by former colleagues and employers.

Crafting an Offer: Salary and Benefits

The average Administrative Assistant salary offered by employers increased for 3 out of 6 consecutive quarters in the United States. In the last quarter, we see a decrease of 3% from $42,676.18 to $41,555.79 compared to the quarter before, which is the biggest decrease in the past 6 quarters. For Administrative Assistant positions, the most common benefits job seekers reported being offered by employers include: paid time off by 75.2%, healthcare insurance by 74.6%, dental insurance by 65.1%, vision insurance by 58.5%, a 401k plan by 54.6%, discounts by 26.5%, and stock options/grants by 9.7%. While still relatively rare, more and more employers now offer flexibility benefits, including location variety, fully remote, maternity leave, flexible working hours, somewhat remote, sabbaticals, mostly remote, and paternity leave, to attract and retain Administrative Assistant candidates to their organization.

Background Check and Drug Test

According to self-reported job seeker feedback, 29.2% of the employers conducted a background check, and 14.2% of the employers conducted a drug test prior to the hiring of their Administrative Assistant candidates.

Onboarding

When you’re ready to hire an Administrative Assistant, SimplyHired is here to help with your next steps. Our Human Resources Information System (HRIS) provides onboarding tools and other essential HR tools. From document signing to time off tracking, our HRIS will help you seamlessly move an Administrative Assistant candidate through the hiring and onboarding process.

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