10 Tips for Getting Ahead as a New Administrative Assistant

This is your first job as an administrative assistant. You are fresh out of high school or college and you are looking for your first job. You are transitioning to a new career and getting your foot in the door. You are a receptionist, newly promoted to an administrative support position and it's a whole new ballgame.

These top tips will help you organize your time, improve your communication, and learn new ways to get ahead in your career. These tips will help you make the most of out of your first year and jump start your second.

Here are some tips to help you get started in your new career.

1) Get to know your team.
The most important thing a new administrative assistant can do is to schedule a sit down with each member of the team. Use this time to introduce yourself, learn more about your team individually, and find out what are the current needs of the team. The key things to inquire about are:

·How do they contribute to the team and in the company?

·Who are the important people in their lives? Clients, business and personal? Who are the "find me" people?

·What they would like to see done differently? What things do they prefer to stay the same?

·What are their pet peeves?

·What are their current concerns?

·What are the common preferences for answering telephones, messages, meetings requests, visitors, emails and calendar requests?

2) Increase your knowledge on the company, your team and your industry.
Do you know what your company's mission statement is? Who are their clients? What services do they offer? Information like this is important for a young administrative assistant's career. How can you increase your value to a company if you don't know anything about it?

Visit and read your company's website. Read the bios of the management team that runs your company. Find out how the company was founded. Read your employee handbook and any materials related to your job supplied by your company. Know what the rules are.

Does your company send company newsletters? Read them. If possible give feedback on items that interests you or ask a question on what you read.

3) Set 10 solid goals.
After your team meetings it's time to review the information given to you so that you can figure out a game plan for the year. This information is key to helping you with your new team. You should have in black and white (notes) what the team is about, what their needs are and what is expected of you. Use this collected information to your benefit.

Your goals should be geared to improving your skill set, meeting the needs of your company and preparing yourself or the next six-month or year. Some typical first year goals include: improve your relationship with your company, learn new techniques and to increase your responsibility. Your number one goal is to provide solid administrative support to your team members.

4) Set up your space.
Learn to how to maximize the tools and equipment at your disposal. In order to be productive we must have the right tools in place. Setting up a solid system in the beginning will help keep you organized as the year passes. Your desk is your hub and it is important to make it as simple and comfortable as possible. Proper seating, lighting, your computer, your supplies, online files, and paper files are key items to address. Make your desk your own.

Document your system in a quality set of temp notes. In the event you are out of the office, on vacation or sick, your temp should be able to manage your desk in your absence. Your temp notes should include your daily procedures and practices such as answering the phones, setting meetings and how to locate files and records. Your list should also include how to reach your team members if they are out of the office and any emergency contacts.

Let your managers know where important files and items are located. Some information and records are confidental and should only be discussed among the team. Let them know the location of an pass words or locations of keys for for locked file cabinets.

5) Use your manners daily.
Be respectful to everyone you meet and require the same in return. Smile. Say good morning, good afternoon and good evening. Say please and thank you. Look people in the eye. Knock on a closed door or cubical wall before attempting to enter a room or space. Thank people who help you with a problem or task. When being introduced to people always stand (if you are sitting) and shake their hand. These are some etiquette skills that many people tend to forget.

Introduce yourself to guests and clients as you escort them to meetings. Offer use restrooms and hot or cold beverages while they wait. If there is a coat closet available, offer to hand up their coats and jackets. Help them with any bulk baggage or materials they may have for the meeting.

Ask your guests if the need to use the telephone, make copies or need assistance with setting up a presentation. If your team is running late, alert them and apologize for the delay. Try your best to make them as comfortable as possible.

Use these same manners on the phone as you do in face-to-face meetings. Have respect for people's time. Find out if people respond better to phone calls, emails or stopping by their office for five minutes. Learn to leave concise messages. Make your own voicemail easy to understand as well.

Most importantly, do not let title determine who you show respect to. Any one you come in contact with deserves to be shown the same respect as any VIP. If you give respect you earn it in return.

6) Network inside your company.
The one thing that simplified my administrative life was to meet the people in my company who are involved with my team. It can be very hard to meet senior managers but you can go and introduce yourself to their assistant. Putting a name to a face will help build your relationship with this person down the line. If problems occur they know whom to call to help resolve issues.

Try to get to know as many people as possible. I know the people who work in the various areas in my department such as catering, mailroom, shipping, reproduction, and security to name a few. Even if it is good morning, say something. Ask them mail guy how his day is going or thank the supply order guy for helping you get those file holder rush order.

Try and meet every other administrative assistants in your department. There are years of experience here. You may be able to help a fellow employee out of jam or they may be able to help you solve a problem.

7) Network outside your company.
Go out and meet new people inside your industry and outside of it. Join networking groups for lunch or dinner. Networking isn't only for business but can be used to grow new relationships in your personal life. There are tons of great books on networking and how to start conversations with new people.

Take the time to build your resources and your Rolodex. Be the go to person for information. This will be one of your most valuable assets.

8) Improve your wardrobe on a budget.
Slowly improve your wardrobe over the course of your career. Know the dress code and follow it. The key to improving your wardrobe on a budget is to find what works for you, investing in quality pieces and knowing where and when to buy your clothing. Color, fit, and style is key in choosing clothing.

Take time to find out what color work best with your look and what colors take away from it. Standard staples in any wardrobe are usually black, navy, brown and grey. You can find ways to work with these colors to create a variety of looks that can be used in the office and outside the office.

The fit of a piece of clothing will either have you walking with confidence or pulling at your clothing every five minutes. If you are buying off the rack and find a great outfit you love, it fits good not great, wouldn't be worth the extra few dollars to take it to a tailor and have it adjusted for you?

Style is very hard to define because we tend to follow what we see in magazines and on TV. To me style is what makes you feel and look good. What cuts define your body and accentuate your best assets? Try to invest in quality pieces that will always stay in fashion and that you can use for work, dinner or to go to a party. You define your style

Learn to mix and match pieces of your wardrobe to create new and different looks. Use accessories to finish off a look.

9) Use your company benefits to improve your life.
For over twenty years I wore thick heavy glasses to improve my eye sight. They were an eye sore and made me less confident in my appearance. When I went to work for a financial company one of the benefits was that Lasik Eye Surgery was covered at 100%. A month later I was walking tall and seeing 20/20 thanks to the medical coverage of my new employer.

Take advantage of the benefits offered by your company. Improve your health by scheduling annual appointments to a primary care physician, dentist and eye specialist. Used pretax money from a flexible spending account to pay for office visits, prescription costs and over the counter medicines. Devote this time early on in your career and make your health a priority and habit. Take time to exercise using your company's discount to a local gym.

Take advantage of your companies 401K-plan or savings program to improve your financial future. Some companies offer up to 100% match. Find out what type of discounts and benefits you are entitle to with banks and financial services.

Start or complete your college education with your company's tuition reimbursement plan. Take as many seminars, workshops, conferences or college courses that are entitled to you. The more you learn the more you will earn and grow.

Get help planning a well-deserved vacation. Ask and see if you can get discounts on air, car or hotel. Most companies have established rates at hotels across the country. Check for corporate discounts to vendors in the area for apparel, entertainment and services. See your Human Resources Department for more information.

10) Invest in yourself with education.
There are dozens of way to improve your career and your personal life that are low cost or free. You just have to look for them. If your company doesn't offer a tuition reimbursement benefit don't get discouraged. Here are a few ways to improve your education on a dime:

· Company computer training: Does your company offer free computer training for it's administrative support? If so, take advantage of this free training. Find out what courses are available and review them with your manager. Express to him your need to be up to date on the software the company uses. Discuss the best way you can take advantage of all the classes your company has to offer.

· Administrative Assistant and Business Associations: Join organizations that are geared towards helping you advance in your career. There are dozens of associations available to help keep assistants up to date on trends, offer tips and career advice, networking opportunities, annual conferences, and career certification courses.

· Magazine Subscriptions: Some companies subscribe to magazines that help managers stay on top of the business that they are in. Ask your department manager if you could have a company paid subscription to a magazine or newsletter that will help you be a better assistant. This could be or administrative assistant magazine or a computer related magazine such as Mac. Visit the website of the magazine of your choice and see if they have a free preview issue available. Obtain the free copy and draft a memo to the appropriate manager explaining why the magazine will help you be more productive. Offer to pass on the issues to other assistants or coworkers in your department.

· Public Library: Use your public library to improve your career and your life. The public library is a goldmine of education on almost every topic imaginable. The public library offers books, CD, Video Tapes, Audio Books, E-books, Tapes and Internet resources for free.

The New York Public Library taught me how to increase my income from $22,000 to $40,000 a year within six months, how to use a computer and the internet, etiquette skills of various nationalities, and audio books to improve my communication and writing skills.

The library also offers free job training, computer and Internet courses and computer tutorial software for the public. There are tons of books on various office related skills that will help you stand out from the rest. In New York City, you can visit the public library online and create wish lists, request books from any library in the five boroughs and have it sent to a library of your choice for pick up.

· Make a book list: Reading is the one thing you can do to improve your life that is free. I have learned in my career to read books relevant to my job but to also read the books my bosses and management team are reading. I use Amazon.com as a means to researching books I want to read. Amazon.com gives readers information on the book as well as a peek into the book as well as reader feedback.

· Free e-books: I love free e-books. I learned about e-books over two years ago and I have been addicted ever since. I love the sharing of knowledge from new, undiscovered authors. Some public libraries are now offering e-books as an option.

· The Internet: Research websites related to your career. Most web sites have forums or message boards that connect people of similar interests and jobs. Forums are a good way of networking and finding out about new trends, resources and advice. Join newsletters geared towards helping you do your job better. I try to read at least ten articles a week to learn something new. It could be a computer technique or just something that will make me less stressed. Read something weekly.

· Free training online: There are website available that teach you new skills for free. Computer skills, social skills, writing skills and even foreign language. Take advantage of this free information on the web.

· Free public courses: Each year I start researching free classes, seminars and talks offered in my city. I created a calendar that I can add classes that would improve my life. Not only is this a way to get free education but you also meet new people who are trying to improve themselves as well.

Many libraries, public institutions, colleges and companies offer free educational opportunities as way to get people interested in furthering their education. I personally use search engines and enter "free classes in New York, NY" or visit Craigslist.org to find great opportunities. My most memorable class is finding a free five-week Starting an Ecommerce Business course. On a social level there are many dance schools, martial arts schools and gyms that offer free or low cost trial classes.

· Low cost continuing education courses: Make a list of the colleges surrounding your school. Visit their website and get added to the mailing lists for continuing education courses. Continuing education courses are an excellent way to build your skill set. Most courses are offered at different times of the day and on weekends to meet the needs of those with full time jobs. There are courses available that start at $50 and up. Some even offer certificates or diplomas after completion.

· Online college degree programs: Many colleges offer alternative ways to earn collage credit. You can obtain credits for life experience, credit for courses taken (continuing education), materials read, organizational memberships and taking tests for credit. A great online college to look into is Thomas Edison College. This college offers many ways for a people of various incomes to get a college degree.

· Meet Up Groups: Meetup.com is a great tool for networking, sharing your personal or professional interest and just plain old having fun. Meetup.com offers a wide variety of groups in different cities across the country who meet up weekly or monthly to do what they love doing best.

· Public Speaking Classes: No matter what industry you are in Toastmasters will help you improve your career. Toastmasters is a national organization that helps people improve their public speaking. Since we as humans spend most of our time talking to other, this is a highly valuable and marketable skill. Joining Toastmasters isn't expensive and there are clubs nationwide. I joined Toastmasters when I started my career as an Administrative Assistant and it help me almost immediately. I learned how to project my voice, look people in the eye and how to convey my thoughts in an understandable manner.

· Take a professional to lunch: Is there someone in your life who is where you want to be? Ask them out to lunch in exchange for an hour or so of picking their brain. Ask them for tips or opinions on what you could be doing different to get the desired result you seek.

These tips have helped me over the past 10 years in my career and my personal life. I hope they help you progress in your first year as an Administrative Assistant.