For instance, some standard responsibilities include answering phones, greeting people, managing equipment, relaying messages and mail, proofing letters and publications, organizing files and documents, coordinating events, and maintaining office supplies. Other responsibilities could be learning the industry jargon, being able to manage the office schedule well, and being available to run errands as needed.
Some qualities that might be specific to administrative assistants include punctual, professional in greeting customers, strong communicator, diplomatic, able to manage time well, adaptable, and discreet.
For instance, under “professional,” you could write “dresses in business casual,” “greets customers politely and promptly,” “maintains a neat area for entering customers,” while things that would count against it include “not dressing in business casual,” “being rude to customers,” or “leaving entrance area messy. "
In addition, discuss how meeting your prescribed rubric will affect his or her place in the company. Maybe you will give bonuses to employees who do well, or you will use the rubric to decide who advances. In turn, maybe employees who score badly will be put on probation until their work improves, and if they get bad reviews for three evaluations in a row, they will be fired. [3] X Research source
It can be helpful to sit down with your administrative assistant to discuss what goals he or she has in mind, as well, as the person may already be pursuing certain professional interests.
Some companies have one big performance reviews each year, supplemented by smaller reviews throughout the year.
For instance, you should write, “Three customers complimented X employee today. They said she was doing a good job helping with their problem” not “X did a good job today. " Or you could write “X was disorganized this week. She lost three important files. She has promised to do better” not “X lacks organizational skills. "
Even when presenting a bad review, try to remain professional. For instance, you shouldn’t say, “You’re an emotional jerk, and you need to get control of your life. " Instead, you should say, “We’ve noticed that your home life has been affecting your personal life in the last 3 months. While we appreciate that your problems at home have been difficult, we expect you to remain professional while on the job. " Discuss any consequences. For instance, if the person received a good review, note that she will receive a bonus, while if she received a bad one, she will be placed on probation.
Offer to coach the employee to help overcome weaknesses. Ensure that the administrative assistant feels valued.
If the person’s personality is affecting the job, focus on the job not the person. For instance, you could say, “X has been rude to a customer at least once a week, causing lost revenue,” not “X is too emotional. "
