Effective verbal communication is also an important skill that an administrative assistant should have. Effective verbal communication involves being able to recall accurate information, and being able to transmit this information to a variety of people in a way that they are able to understand it. This may mean that the administrative assistant has to explain information or procedures in several different ways so that every employee or customer is able to understand it.
Effective verbal communication also involves active listening. Active listening is needed when the administrative assistant is actively involved in a conversation, as well as when other people in the office are having conversations. This does not mean eavesdrop, but it does mean that the administrative assistant should be aware of communications that are being transmitted within the office. This may mean listening to conversations between customers and employees, or by proofreading memos before they are handed out. These tasks will help the administrative assistant to identify items of miscommunications that could potentially cause a problem or dispute.
Written communication is also an important skill that an administrative assistant needs to develop. Written communication skills that an administrative assistant should have are: moderate to advanced typing speed with few errors, advanced editing skills, advanced word processing skills, and at least basic skills in desktop publishing. These skills will help to improve the distribution of information to employees through memos and newsletters.
In addition to basic office communications, these skills will also allow the administrative assistant to proofread documents that will be going out to customers or to professional agencies for errors and proper formatting. They will also be able to create advertising materials like brochures, letterhead, and business cards for your company. This will help save you hundreds or even thousands of dollars (depending on the number of employees) on professional looking printed materials.