3. Know How to Use All of the Software Used By the Company
The Administrative Assistant should also be well versed in how to use every software program that the company uses. They should be able to install and remove software from a computer, and they should be able to train new employees on how to start the program, navigate through the fields, and how to enter data (depending on the program).
To get this kind of expertise, the administrative assistant should sit in on training seminars for new software programs, and they should read through the operation manual for each piece of software that the company uses. This may seem excessive and unnecessary, however, if the administrative assistant is able to perform this function, the company will save money on tech support lines. In addition to saving the company money, this set of skills will also help to reduce the frustration experienced by other company employees by helping them in person with questions in how to use the software and what to do when a problem is experienced instead of having to get help over a phone.
One way to implement this training is to have the administrative assistant keep the instruction manual that came with the software at their desk. They should read through the entire manual and become familiar with how the manual is laid out and how to find information about the software that will be needed. When the administrative assistant has a slow period they can read through the manuals and "play" with the software. As time progresses they will be able to gain the understanding and expertise needed to assist other employees with software questions instead of having to call expensive tech support lines.
Another way to improve an administrative assistant’s expertise in this area is to send them to a training seminar for software, especially those seminars that cover advanced functions and troubleshooting. Microsoft offers many seminars for their software products like Word and Excel.
If seminars are not in your budget, then you can also buy computer-based training programs or reference books that offer the same training and information that the seminars offer.