essential strategies for paraprofessionals to succeed in the workplace
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Table of Contents
INTRODUCTION """""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" #!
Chapter 1 – The Resume"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" $!
Chapter 2 – The Interview """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" %!
Chapter 3 – First Day on the Job """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" &'!
Chapter 4 – The Dress Code """""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" &(!
Chapter 5 – Communication """""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" '$!
Chapter 6 – The 4 P’s of Success""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" '(!
Chapter 7 – When You Can’t Keep Up """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" )'!
Chapter 8 – Email Etiquette """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" )*!
Chapter 9 - Teamwork """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" +'!
Chapter 10 – At Work With No Work """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" +,!
Chapter 11 – Handling Conflict """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" %'!
Chapter 12 - The Social Thing """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" (-!
Chapter 13 – Office Romance"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" (&!
Chapter 14 – Plain Ol’ Common Sense """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" ()!
Chapter 15 – Moving On """"""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" (*!
In Conclusion""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""""" *'!
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INTRODUCTION
When I first decided to write Essential Strategies for Paraprofessionals to Succeed in the
Workplace, I bounced some ideas off of my boyfriend to get his opinion on the usefulness and
validity for this kind of information. I explained to him that I was frustrated with the lack of
professionalism I noticed among my peers. They were, more often than not, like a diamond in
the rough. I have worked with smart and well-intentioned women who were frustrated that they
were not taken seriously in the workplace and could not get the promotions, raises and bonuses
they believed they deserved. I explained to Martin that, unlike when I was in college, there are
now courses being offered in Office Administration that teaches students how to succeed in a
support role, such as an Administrative Assistant (AA), however, more could be done in the art
of understanding and navigating through office politics to get ones desired results. Martin
mulled over my words but I could tell he was grappling with something I had said. After a
lengthy pause he asked, “People go to school to learn how to be an assistant? That’s aiming kind
of low isn’t it?” My bubble burst…temporarily.
As I considered his question, I thought about my own career. I didn’t plan on becoming
an administrative assistant. In the beginning of my career, being a receptionist was a paying gig
until I finished college and became what I really wanted to be: a news reporter…and an
actress…and a writer…and a… well, you get the idea. After college I was still unclear as to
what I ultimately wanted to do with myself. My new position as an administrative assistant was
a job that supported me until I settled on a definitive career path. At no point did I ever consider
being a paraprofessional a long-term career. Sound familiar?
I originally came up with the idea for this book when I worked for a small company. In a
nutshell, the company lacked strong leadership and a strong support staff. There was nothing
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that I could do about the leadership. (Besides, there are a countless number of books available
that teach leadership skills to business professionals who are smart enough to make money but
lack the skills necessary to effectively lead and manage personnel.) The support staff, on the
other hand, lacked technical skill and personal leadership that was a poor reflection on them and
ultimately the company as a whole. I feel encouraged and obligated to focus my attention on
helping those that I can, specifically professional assistants, to become personally responsible for
their career. I want you to feel empowered to create the career you deserve.
What exactly is a paraprofessional? According to Dictionary.com, a paraprofessional is
an “occupational role considered ancillary or subsidiary to roles requiring more training, or of a
higher status./!and 0a person trained to assist a doctor, lawyer, teacher, or other professional, but
not licensed to practice in the profession.” Therefore, like this book, the word paraprofessional
is not limited to secretaries or administrative assistants. Paraprofessionals (male or female) such
as receptionists, administrative and executive assistants, secretaries – legal and non-legal, can all
benefit from this handbook. Titles in the workplace vary. If you work in an office environment
and provide direct administrative support to a superior, this book is for you.
Martin was on the right track. As children most of us did not dream of becoming a
paraprofessional. I certainly didn’t and you can probably agree. However, in no way do I
believe that getting an education in Office Administration is a sign of low ambition. Some of us
are very comfortable in the role of being a support staff member. Can you imagine what it would
be like if everyone was a leader and none of us were followers? Perhaps you’ve already worked
in an environment like that, and if so, you know how frustratingly difficult and dysfunctional that
kind of workplace can be.
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Instead of becoming discouraged and abandoning my book idea, I did some research
specifically regarding the administrative assistant’s career field. I was only too happy to share
with Martin a few facts I’d gathered from the 2008-2009 Occupational Outlook Handbook
developed by the Bureau of Labor Statistics. According to the Handbook, “this occupation is
expected to be among those with the largest number of new jobs” and “secretaries and
administrative assistants today perform fewer clerical tasks and are increasingly taking on the
roles of information and communication managers.” Does this sound like a job for someone
with low expectations? Here are more facts from the Handbook: “Employers of executive
secretaries increasingly are seeking candidates with a college degree, as these secretaries work
closely with top executives.” I can personally attest that when I moved to New York City from
Tampa, even with more than ten years of administrative experience and a college education
under my belt, I was still considered a bit green for a high paying executive assistant position. A
college education is highly preferred in New York for an executive assistant position. Another
fact from the Bureau of Labor and Statistics is even more surprising: “Secretaries and
administrative assistants held more than 4.2 million jobs in 2006, ranking it among the largest
occupations in the U.S. economy.”
As far as salary is concerned, let’s take a look at the median salaries (from Salary.com)
for a few experienced paraprofessional careers in comparison to two professional careers (News
Reporter III and Public School Teacher) that require a four-year education.
Location
Administrative
Assistant IV
Executive
Assistant
Legal
Secretary
IV
Paralegal
IV
News
Reporter
Public
School
Teacher
Northeast 45,700 51,300 53,500 75,600 54,200 53,000
Mid-Atlantic 40,800 49,200 53,200 72,300 53,200 52,700
South 40,200 47,100 48,200 66,800 47,800 49,100
Midwest 41,600 47,800 48,900 67,200 49,900 48,400
West 43,600 50,200 53,300 72,900 52,300 49,700
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I think my point is clear. Paraprofessionals can earn a very respectable salary on par with
a few professional careers that require a four-year education. However, if you are already a
paraprofessional then you know that there is a greater demand for an assistant who has some
higher education, if not a full four-year degree.
Whether you have specifically chosen to become a paraprofessional as a long-term career
goal or you’re working in that role until a better career opportunity comes along, this book will
offer you useful information on how to get the job and excel at it whether you’re cruising
through or staying for the long haul.
My motivation in writing this book came from my direct experiences. I’ve made some
mistakes along the way but I’ve learned from them and have received promotions as proof of my
hard work. I have also worked side by side with paraprofessionals who lacked technical skill,
initiative, and personal accountability (this combination is the worst triple threat ever.) I am a
big picture kind of girl. My background as an airman who served six years in the Air Force has
instilled in me the understanding that my actions don’t affect just me. My actions result in the
greater good of the entire team. This understanding is paramount to your success as a
paraprofessional.
The most effective paraprofessionals take pride in what they do – even when no one is
looking. They go the extra mile – not for themselves, a promotion, or a raise – but because they
understand that being efficient doesn’t just benefit themselves or the boss, but the company as a
whole. No matter what your company specializes in, I’m sure it provides a useless resource to
someone else. The big picture includes the need you fulfill for a customer or client. I worked as
an AA at a recruiting agency. Although my job as an AA was to support the recruiters, I had a
keen understanding that ultimately, it wasn’t about the recruiters. During an economic recession,
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when thousands of people were losing their homes and their jobs, I was helping recruiters put
unemployed workers back into the workforce so that they could feed their families. How could I
not perform at my peak level knowing the impact that my (often unnoticed) work was providing
to others?
As I’ve mentioned, during my career I have been promoted many times. From
receptionist to marketing assistant, from tax administrative assistant to property manager, and
from administrative assistant to office manager, I have enjoyed many good reviews and pay
raises. Every employer I worked with identified my potential and rewarded my dedication to my
craft. Am I any smarter or more efficient than you are? Probably not. But what I am is a good
student. I have used my career mistakes to help guide me to a better position and most
importantly, garner the trust of my employers.
One of the reasons I was propelled to write this handbook for you is to address some
rumors that have been lodged against me. I have been called a brownnoser during my career.
These attacks have confused and hurt me mainly because of my office demeanor. I went to
work, smiled and mainly stayed in my cubicle and worked. I spent not one second longer around
partners or managers than was appropriate. I never received personal gifts or favors, nor did I
indulge in giving or receiving flattery. I am a quintessential hard worker. My focused work
ethic is the sole reason why I have excelled in the workplace. The kids today have a word for
people who have called me names: haters. If you abide by the rules I’ve outlined in this book,
you too will excel in your role as a paraprofessional and you may also unwittingly create haters.
Do not be discouraged. Let your work speak for itself.
Ultimately this guide is not intended to help you become the best paraprofessional you
can be. Instead it is designed to help you be the best leader you can be. Leader? Yes, leader.
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You see, I believe that if you have bigger dreams in your heart, the work ethic you have today
will be the governing rule that you live by for years to come. All the little things you do today to
cultivate your professional reputation and work ethic will snowball into a bigger achievement
someday. I’m living proof of it. You must set a high standard for yourself in order to be
successful! If you take nothing else away from this book, let it be this: the standards you set for
yourself today will take you farther than you can ever imagine. But before you can successfully
manage people, a busy career, or even an empire, you must first learn how to successfully
manage yourself.
Now, before you continue reading, I must warn you: some of the information contained
herein may sound like common sense. One of the things I’ve learned in my lifetime is that
common sense, well, it really isn’t all that common. A few of the tips may reinforce what you
already know (and reinforce that you’re on the right track!) or will help you identify areas in
your own work performance that could use some tweaking.
While this easy-to-read handbook serves as your guide, it should not be considered your
sole authority. I have intentionally avoided getting into specifics about software programs
because I intended for professional assistants in many different fields to read this handbook.
This guide focuses on the political savvy required to be successful in the workplace as opposed
to being a How-To guide on specific day-to-day activities. Consult your employee manual for
generally accepted practices at your location.
We are all a work in progress, myself included. I am a young woman who has learned
from my own missteps and my goal is to share some of the knowledge I’ve gained over the years
with you. Humbly, I offer this guide to you in hopes that it helps you achieve your goals –
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whatever they may be. I wish you the best of luck in your career and would love to hear how
this handbook has positively influenced your journey.
Rhonda
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Chapter 1 – The Resume
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Nothing succeeds like the appearance of success.
Christopher Lasch – Social Critic
Before you can even hope to get hired as a paraprofessional, your first hurdle will be
mastering the cover letter and resume. It is a common mistake for people who are job hunting to
get bored with the process and begin making common errors. Your resume is a reflection of who
you are and should not be taken lightly. Your resume doesn’t just state your work experience. It
also reflects your level of professionalism in addition to your attention to detail. I have worked
as an AA for a recruiting firm and I have seen high level professionals make very common
mistakes. A part of my job consisted of editing resumes; spiff them up and make them shine
before they get to the prospective employer. If you are working with a temporary agency, do not
rely on them to edit your resume – many of them do not. Remember: I was an AA who went
above and beyond the call of duty. Many recruiters in the company did not utilize the help of an
administrative assistant. Instead, they simply forwarded resumes to prospective employers as-is.
I can assure you some of those resumes could have benefited from an admin’s good editing
skills. Be your own editor. After all, that will inevitably be a part of your new job anyway. Let
your resume be a reflection of the skills you bring to the table.
Here are a few tips that will help you make a good first impression so that you can get
your foot in the door.
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The Cover Letter
Letterhead. Your cover letter should have your standard letterhead at the top of the page
of a plain sheet of paper. Your letter should always include your first and last name, your
address, telephone number and email address.
Date and Addressee. The cover letter should be dated with the current date. There’s
nothing more embarrassing than realizing that you sent a cover letter in June that was
dated in April. You cover letter should also include the full address of the company from
whom you are seeking employment. Do not take the lazy route and only include the
company name because that was all that was listed on the job posting. The Internet has
made it very easy to find out a company’s address. Taking the time to do this simple step
will set you apart from all those who will not.
Salutation Line. If the job board does not include a specific name of the human
resources manager, then my preferred method is to address the letter “Dear Human
Resources Manager”. Do not put “To Whom It May Concern.” I heard one hiring person
say to me, “If someone addresses the letter ‘To Whom It May Concern’ then it doesn’t
concern me and I immediately throw the letter and resume in the trash.” This may be a
bit harsh and certainly not all Human Resources personnel take this stance. However, I
find that particular salutation line a bit too general. I have also heard conflicting opinions
about addressing the letter to Sir or Madam. Again, this may be a small matter that really
comes down to personal choice. When at all possible, use a name if it is given in the job
posting. If none is given, use “Dear Human Resources Manager” or “Dear Sir or
Madam”.
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Body. The letter should be brief - no more than four paragraphs. The first paragraph
should state the position for which you are applying, where you saw the job posting and
why you would be a good choice for the position. The second paragraph should give
some brief insight into your professional background, including information that is not
easily gleamed from your resume. Depending on your background, you may require an
additional paragraph to summarize your work history. The final paragraph of your
resume should wrap up by thanking the manager for giving your resume time and
attention. The cover letter should never exceed one page.
The Resume
Your one-page resume should contain similar letterhead to your cover letter. All
of the information on your resume should be relevant to the specific job for which you
are applying, therefore, tailor each resume as applicable. Keep resumes on your
computer so that you do not have to reinvent the wheel every time you apply for a
position. Simply cut and paste relevant information onto your new resume.
There are various styles that can be found on the Internet and there are no hard
and fast rules as far as style is concerned. However, some general guidelines to abide by
are:
1. Font. Stay consistent throughout your resume. Refrain from using fonts that
are too difficult to read. You should note that the person who receives your
resume via email may not have the latest software program to understands
unusual fonts. Your resume may come across as illegible and will be deleted.
Arial, Courier and Times New Roman are always safe bets. Your font should
be size 12, however, if your resume extends beyond two pages, reduce your
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font size to 11. Do not go smaller than 10.5 or larger than 12. If you still
have trouble keeping the resume to one-page, manipulate the margins on each
side. Do not go smaller than .5 on any side of the page. If your resume still
cannot fit onto one page, reconsider the value of each statement on your
resume as it relates to the specific job for which you are interviewing. Is each
point relevant to the specific job for which you are applying?
2. Work History. Company, job title, city, state, month and year of employment
and a quick blurb (or bullet point summarizing your work history) should be
clearly understood. It is customary to see the company name and job title left
aligned and the month and year of employment right justified.
3. Relevance. Your resume should be tailored to fit the requirements of the
specific job. Do not list that you were a bartender if you are seeking a
position as a paralegal. I highly doubt that a law firm will utilize your
bartending talents during the holiday parties. Adversely, you may possess an
abundance of skills that you can be transferrable to the position you desire.
Think seriously about your job experience and showcase on your resume how
those skills can fit into the position you desire. Do not be intimidated by the
job title if you are confident you have the skills and qualification for the job.
4. Tone. I have seen resumes where the applicant has taken on a conversational
tone on the resume. Refrain from repeating this style. For example: “I have
lots of experience working with customers and I am a quick learner.” Stating
the objective or purpose is fine on a resume but keep a business tone
throughout.
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5. Conciseness. If you have had numerous employers, brevity will be your
friend on a one-page resume. You may not have a chance to get into specifics
about your job duties, but you should list two or three bullets about the most
significant responsibilities that you had.
6. Reference. A recruiter once told me to avoid including “References Available
Upon Request” on the resume and I agree. If you want the job, the
prospective employer already knows that you will provide references if
requested. Save space and keep this sentence off your resume.
7. Artistic Design. Stay away from fancy designs on your resume. Do not
include pictures of yourself, use brightly colored paper or any cutesy design
that suggests you are not a serious professional.
8. Proofread. This is the most important part of comprising your resume.
Nothing speaks louder about the lack of professionalism of a jobseeker in any
profession than grammatical or typographical errors on the resume. As I’ve
mentioned before, your resume is a reflection of you – make it shine!
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Chapter 2 – The Interview
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When your work speaks for itself, don’t interrupt. Henry J. Kaiser, Americans shipbuilder
If you’ve made it to the interview table, give yourself a round of applause. No, seriously.
The fact that you wrote an impeccable resume that specifically highlighted your talents enough
to motivate someone to call you into a personal meeting is a success. Congratulate yourself for
the small successes in life because they are the ones that add up to the big ones.
So now that you’ve got an interview lined up…now what? The interview is certainly no
place to begin to rest on your laurels. You’ve given your prospective employers a sterling
resume. Great! Imagine how many resumes made their way into the trash bin without a second
glance. Now the real test begins: making a great impression during the interview and getting the
offer. Interviews can be very tricky. You want to be personable, but not Miss Congeniality.
You want to be professional, but not come off as a humorless prude. You want to talk…but not
say too much and blow your chances of getting the job. You want to show that you’re smart, but
not come off as a Miss know-it-all. Whew! Before you decide to throw in the towel and stay
home in your pajamas and fuzzy slippers, relax. Remember that an interview is just a
conversation about what each party can bring to the table. Neither you or the interview is under
any obligation. The final decision for you to come aboard must be mutual. I’ve succeeded
through my fair share of interviews (and bombed at a few, too) and have some helpful hints to
make your interview a breeze.
Preparation. There are numerous books written that have sample interview questions in
them. You can even find a few of these on the Internet. I encourage you to practice answering a
few interview questions prior to your appointment. Do you have gaps in your employment
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history? You’d better have reasonable explanations for them ready to roll of your tongue.
Perhaps you were fired from your last job. If that is the case, tread lightly over the cause of your
dismissal. In no way should you lie about it, but you don’t want to give the impression that you
are a troubled employee who had severe personality conflicts with your superiors or was
repeatedly counseled for your errors. Everyone, including the person who interviews you, has
been in untenable situations with superiors. The interviewer will understand if you have been in
this situation. Tone down any negative feelings you may harbor for towards your last job.
Reflect positively on the company regardless of how unbearable your previous situation may
have been for you.
While I have never been fired from a job, there was one instance in which I felt
uncomfortably close to it. The reason? I wasn’t focused on my work and made more errors than
I cared to admit. In that circumstance, I opted to quit before getting fired and explained to my
future employers that I left that job because the hours were long and I wanted to attend college in
the evenings. It wasn’t a lie either. The hours were sometimes long and I did want to attend
night school. Had I told them the whole truth, I would still be unemployed. I should note that
when I started my new job, I committed myself to excelling in my new position and I gave it my
full attention. It’s admirable if you envision having another career in the future. Continue to
strive for it. However, do not let those visions negatively affect your attitude and work product
on the job that you have or you won’t have it for long.
Another little trick I’ve learned along the way when it comes to preparing for an
interview is to keep track of all your previous employers in an Excel spreadsheet or Word
document. I have a list that contains all of my previous workplaces, addresses, telephone
numbers, the years I worked there, the names of my previous supervisors, and the main
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responsibilities of the position. I carry this spreadsheet with me to the interview. This sheet is
strictly used as a reference so that I can quickly complete the job application prior to the
interview. It is not intended to be given to the interviewer. It will save you a huge amount of
time trying to remember years, dates, addresses and telephone numbers.
Demeanor. Have you ever met someone before and immediately liked being in his or her
presence? They had an aura that was inviting and warm. Many people have gone on record
stating that there’s just something about President Clinton. That something has been described
as charisma, charm or je ne sais quoi. That’s the kind of demeanor that you want to exude during
your interview. You want to impress upon the interviewer that you are smart, confident, friendly
and, above all else, professional. I remember when my boss - I’ll call him Jeff - and I were
preparing for an office move. We met a representative from the moving company in our small
conference room. The conversation lasted all of ten minutes and as soon as the representative
left, Jeff looked at me and said, “I don’t like that guy.” In truth, neither did I. There was
something about him that called to mind the sleazy used car salesman. After the meeting, the
representative called me a few times and complimented on my smile, told me how beautiful he
thought I was and made a few attempts at very lame jokes. I cannot imagine this style (and I use
the word “style” very loosely) has ever worked for him. No one wants to leave your presence
with the feeling that you are a world-class jerk (or potential problem child of any kind.)
Before you go to your interview, remember that people want to see your best self. Don’t
try to be too funny or too serious. (No one wants to work with a constant comedian or drill
sergeant.) Be yourself - your best self. And don’t forget to be kind to the receptionist, she may
report back to the interviewer about your personality.
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I remember blowing one interview because of my state of mind. The interview was
taking place during my lunch hour. I had a bad morning at work and I had to drive downtown
and parallel park – not my strong suit – prior to the interview. As a result, I was overflowing
with negative energy. My answers were long and rambling and I had a list of questions that
basically pertained to things that I wanted in order to be a happy employee such as holiday
bonuses. (Never ask about holiday bonuses! They are a gift, not a right.) In retrospect, that
interview was one of my most embarrassing moments ever – but it gets better (or worse?) After
the interviewer as my desired salary, I kept thinking to myself that I didn’t ask for enough.
When the interview was done, the interviewer was gracious enough to walk me out of the office
and to the elevator. As we waited in the hallway outside the office, I had the audacity to tell the
manager that I actually needed a higher salary than I’d told her only moments ago since the
company did not pay for parking. She smiled politely and said she would note it on my resume.
She knew that I’d never hear from her again and deservedly so. I can only imagine what she
must have thought of my inexperience at the interviewing process. Do not ever repeat my
mistake. Relax and get your mind into a healthy, positive state before going to an interview.
Allow yourself lots of time so that you do not feel rushed to get to your appointment early (and
you must get to your appointment 10-15 minutes early!) Factor in driving, parking or public
transportation and allow yourself time to go to the restroom and give yourself a once over in the
mirror. Pop a breath mint, comb your hair, freshen your make-up and give yourself a pep talk to
erase your nerves.
This brings me to another point. Refrain from getting to your appointment too early
because you may bump into another candidate. This may prove to be awkward for you, the other
candidate and the employer. Conversely, under no circumstances should you ever be late. If
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tardiness is absolutely unavoidable, call your recruiter or the person with whom you’re
interviewing as soon as possible to let them know that you’re running behind through no fault of
your own (and this should be true.)
Attire. Somewhere along the way I heard it said that you should dress for the job you
want and not the job you have. This is so true. I cannot stress enough how important it is to
dress like a serious business professional for your interview. I have seen women come into the
office with bare legs, short skirts and sandals for their job interview. This may be perfectly
acceptable attire for a casual office atmosphere once you are hired, but it is never appropriate for
the interview. Remember: you should bring your best self to the interview room and that includes
your best attire. Suits (with skirts or pants) are the status quo. I prefer a dark colored suit, black,
navy or gray with a nice blouse. Avoid loud, distracting patterns. I also recommend sheer or
flesh toned pantyhose. In this day and age, I know that pantyhose may seem old-fashioned but
some firms are still very conservative and it is better to come a little too dressy than
underdressed. Wear hosiery – even if you’ll never have to wear them to work. The day of the
interview is not the day to wear your shortest skirt (no higher than two inches above the knee) or
that blouse or dress that showcases your fabulous cleavage. Remember: you’re selling your
skills and nothing more.
Keep your shoes at a tasteful height. A job interview is not the place to wow ‘em with
your five-inch stiletto heel. The same is true for open toed shoes. If you’ve never dressed
conservatively in your life, the job interview is the time to do it. If you must, channel your
mother or just dress like an attorney on her way to see the judge.
Men, of course, should opt for a nice suit and tie. Suits should be dark in color with a
white shirt. Refrain from wearing loud ties. Men’s socks should always be darker than the
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pants. Don’t wear navy socks with black trousers. Also, take the extra effort to get your shoes
shined before the interview. I would highly recommend to the men that you remove your
earring(s) before the interview.
Everyone should wear discreet jewelry. Ladies, save your chandelier earrings for the
nightclub and choose something small and tasteful. Bracelets and necklaces are really
unnecessary but if you must, be discreet in choosing your accessories. If you’re unsure if it’s too
much then don’t wear it. Men, wedding rings are really the only jewelry that is certain not to
raise an eyebrow.
Refrain from wearing perfume or cologne. Many people suffer from allergies and have a
heightened sensitivity to perfumes. Do not ruin your interview by watching the interviewer
suffer through sneezes and sniffles thanks to your eau de perfume. I once met a recruiter who
kept an open can of coffee grinds on her desk to absorb the excessive scents candidates wore into
her office.
Nowadays it seems as if everyone, including grandma, has a tattoo or body piercing of
some kind. The interview is not the place to showcase how hip and trendy you are. If you have
a tattoo that is visible, try to make it invisible. Pantyhose and long sleeve jackets should do the
trick. If you have piercings anywhere above the neck, remove it until you have been hired and
read the office policy regarding them. I do not recommend asking the interviewer if it is okay to
have body piercings or tattoos during the interview. If you are more attached to your body art
than having a steady salary, then perhaps being a professional in corporate America is not the
right move for you.
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Observe. When you walk into the office for the interview, observe your surroundings.
As you navigate through the office to the actual interview location, note as much as you can
regarding:
1. The people. Do they look happy or miserable? As a job candidate, I once sat at a
computer in an office taking a test. I heard the woman with whom I was about to
interview (and who would have been my boss) berating one of her assistants. I knew
then, as I was taking the test, that I would not work for that manager for all the gold
in the world. Are the employers in cubicles, offices or in an open setting with no
dividers? Does privacy matter to you? If it does and the office is setup in an open
style, then you may not want to consider that office as a long-term commitment
option.
2. The equipment. Is it modern? This may not be a huge factor as to whether or not
you would accept the position, but it does tell you something about the company if
they have outdated fax machines, copiers and computers. Little annoyances, like
broken copier machines, often grow into bigger annoyances. Keep these things in the
back of your mind as you consider an offer.
3. The general neatness of the office. Is the office small, cramped, overrun with boxes,
papers, files? This could be an indication as to the lack of organization within the
company.
“So tell me about yourself.” When you hear this statement, it means that you have
mastered the resume, completed the job application and observed a small bit of the office culture.
This statement is normally the kickoff to your job interview. This question makes some people
cringe a little. It shouldn’t. It is simply an opportunity for you to discuss yourself. There is a
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strategy, however, to proceeding down this path. Think for a moment. What if the person you
are replacing was fired because she was a single mother who was repeatedly absent? What if the
person was a chain smoker and was taking excessive smoke breaks? Can employers ask you if
you’re a single mother or a smoker? Nope. So how can they find out that information from you?
One way is simply by saying, “So tell me about yourself.” I believe in staying completely
professional when answering this question and refraining from saying anything that might cause
them to think you are going to be a problematic employee. For example: I always breeze over
the start of my career in the military, guide them through my career in Tampa and finally explain
why I settled in New York. I don’t get into specifics about my previous jobs because there will
be plenty of time for that later. What about when they ask about your hobbies? Again, I
wouldn’t necessarily say that I take my daughter to the park. I would say that I enjoy nature and
going to the parks and museums. Your personal life is just that – personal.
The Nuts and Bolts – There aren’t many times in your life when you’re going to be
forgiven for bragging about yourself and your abilities. Therefore, when the interview is
underway, highlight your successes. If you kept a spreadsheet like the one I mentioned earlier,
these successes should be easy to recall. (Anytime you have a great day at work because you
made a significant contribution – you should make a record of it for your annual performance
reports as well as future interviews.) Do not underplay your value. Anyone who has ever
employed a top-notch paraprofessional will tell you how important it was to the company’s
success to have an efficient supporting team member. As with the resume, now is not the time
for hyperbole. Do not lie about doing work you did not do because if you are called upon to
replicate that invented success, you will only embarrass yourself when you cannot. Or worse,
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your former employer may advise them that the credit you have taken for a responsibility is
patently false. Do not risk your credibility by telling falsehoods.
Ask questions. Your preparation for the interview should include well thought out
questions about the specific duties of the job. For example, if you are an experienced Executive
Assistant who has a proven history of working directly for CEO’s and you do not want a position
that involve receptionist duties, ensure you ask if the position requires those responsibilities. Do
not tell the interviewer that you will not handle those responsibilities. If that is what the role
calls for and it is a non-negotiable point (and it usually is), simply keep this in mind when you
are weighing an offer from the company. Besides, after much consideration, you may decide that
the benefits the position offers far outweigh the less desirable duties.
This brings me to another point. Do not immediately ask about benefits. If, at the
conclusion of your interview, the interviewer tells you that there will be a second round of
interviews for selected candidates, save your questions regarding benefits until that time. If there
will not be a second round of interviews, get your questions regarding benefits out of the way
when the interviewer brings up the subject. If you’re unsure if there will be a second round of
interviews, feel free to ask at the conclusion if selected candidates will be brought back or if they
will make their choice after the first interview.
Shut your trap. Sounds contradictory, doesn’t it? Be personable, ask questions, shut
your trap. Many people have let nerves overtake them and talked themselves right out of a job.
When asked a question, answer directly, no more, no less. When I interviewed for a job I
discovered why this was so important. Oftentimes, the interviewer had follow-up questions that
I had already answered two questions previously. Then when the similar or follow-up question
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arose, I didn’t have a good second answer so I had to go back to a previous answer. For
example, these are the questions you could encounter during an interview.
Tell me about a time when you had a personal conflict with a co-worker, or boss.
How do you generally handle conflict on the job?
OR
Describe a time where you had to work with a group of people to achieve a common
goal?
Tell me about one of your most successful achievements.
These two pairs of questions could draw upon the same answer. Be aware of this and
make sure you have several examples of each at your disposal. Do not give all of your best
achievements in one answer because you’ll have nothing to draw upon for you next answer.
Salary – I admit it. I am one of those people who find it very difficult to ask for what I
am worth. I remember when I’d just moved to New York and I had been without a job for about
a month. I was desperate. I had told my recruiter my desired salary but when I got to the
interview table I stalled and dropped my asking salary by about $5,000 dollars. The recruiter
nearly blew a gasket when I’d told her that during our post-interview conversation. (I’m sure her
reaction had a little something to do with the fact that her commission was dependent upon my
final salary.) Nevertheless, this is a difficult subject for many people. You should know you’re
worth by comparing your last salary with the average salary of paraprofessionals in your
position, with your level of experience, in your city. Salary information is available on
Salary.com. Do not ask for a $10,000 salary increase because you think the company can afford
it or because you are living in another city. Prospective employers will verify your last salary.
It’s generally okay to give yourself a little bump but do not overprice yourself out of a job.
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Employers want you to be happy with your salary and may not offer you the position at
substantially less than you’ve asked for; instead, they may just pass you over. Similarly, do not
ask for far less than someone in your position should typically receive.
You might find yourself in a situation where you have access to other employee’s salary
information. I’m a big fan of minding ones own business, especially when it comes to this topic.
You may harbor negative emotions or ill will towards your co-workers if you discover they make
more money than you. Their salary could be justified based on their education, experience or
time in service at the firm.
Pitfalls – As I’ve mentioned, there are entire books dedicated to mastering the interview
so there’s no need for me to reinvent the wheel here. However, I do want to mention a few
pitfalls to avoid with the typical interview questions below.
Question 1: Why did you leave your last job?
This can be a difficult question to answer if you left your last position on less than
favorable terms. If you were fired for a reason that was clearly your fault, then you must learn
the art of spin. By “spin” I don’t mean tell a flat out lie because lies are easily verifiable.
Instead, I mean put the cause of your dismal in favorable and understandable terms. Let’s say
you were fired because you made too many errors in your work. You could say that you left the
company because you needed more challenging opportunities that keep you energized, focused
and motivated to provide quality administrative support. What if there was a personality conflict
between you and a superior and you got the short end of the stick? Personality conflicts are
common and no one is immune to them. You could say that there was, indeed, a personality
conflict and your manager had to make a choice. Perhaps the person with whom you had a
conflict had seniority and you were expendable. However you spin the story, ensure that you
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speak well of your former company, bosses and colleagues. It will be representative of your
character and indicate to your new employer how you would speak of them, if you were to get
hired and eventually move on.
I worked as a marketing assistant for a couple of years and had a very difficult time
assimilating to the work and the rest of the team. I admit it was partially my fault. I was flaky,
always dreaming of my years as a famous actor and writer instead of focusing on the task at
hand. When I sniffed out that my days at the company were numbered, I jumped ship. If I
hadn’t, I would have been fired eventually and deservedly so. My team was glad to see me leave
and I was glad to be on my way.
After I left that company I reinvented myself. In my final two administrative assistant
roles, I was the go-to girl. I was the admin you went to when you wanted your work done
quickly and correctly. When my team needed in-depth problem solving for our software
program they came to me. When complex reports needed to be devised they came to me. Just
because you may have been apart of the problem at one time in your career doesn’t mean that
you must always be the problem. You have the power to change. In your interview, convey that
you are wiser now than ever before.
Question 2: Do you prefer to work alone or within a team?
For me, the truth is that I prefer to work alone. I’m a writer and I am blessed that I finally get to
do what I love in the manner in which is most comfortable for me. Having said that, in an
interview it may not be wise to say you prefer to work alone if your job is to support a team of
ten colleagues. Likewise, it may be a recipe for disaster if you enjoy working in a team
atmosphere but you are being hired to sit in a cubicle and support one person who travels
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regularly. Honesty is important. You do not want to say whatever you think will get you the job
and then be miserable for the next five years of your life. However, flexibility is also important.
You don’t want to be rigid about your preferences and shut yourself out of a job that could have
turned out to be a pleasant experience. So what do you do?
If you are working with a recruiter, try to unearth as much information about the position
as you can. Will you support one person or ten? Is it a team-oriented position or will it require
long periods of isolation? If your recruiter doesn’t have the answer for you or you found the job
on a career website and this type of information isn’t specified, then you’ll have no choice but to
go in blind. Be honest about your preference, but also make it clear that you are highly flexible.
Make sure you ask which environment you would be expected to fill so that you can make an
informed decision prior to accepting the job offer. An employer does not want to put a “people
person” employee into small two-person office. Conversely, they don’t want a support person
who cannot keep up with the demands of (or is easily flustered when) a group of individuals vie
for attention.
Question 3: Where do you see yourself in five years?
When a manager asks this question, it is for one of three reasons:
a. The company is small. The position is strictly a support role and will not lead into
another position at the company. The interviewer must discern the type of person
who will be okay in this role long-term from the person who will seek advancement
in the form of promotions.
b. The company is growing and the role calls for a smart, multi-tasker who is
comfortable working with a wide range of personalities on various projects. The
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interviewer must decide if the candidate is has the aptitude to take on bigger projects
and tasks over the long-term or if they prefer to stay in a support role performing the
same task far into the future.
c. It is a large company that requires a long-term paraprofessional. The company needs
someone dedicated to the role and not someone who hired to score a job or to get
their foot in the door at the company until they can snag a more desirable position in
another department. High turnover can be costly, tiresome and disruptive to business.
The interviewer must ascertain if the candidate is going to be happy in the role long-
term.
Managers want to feel confident that they won’t have to go through the hiring process for
the same position with a year or two. They want to feel assured that their efforts in filling the
position were not in vain. So how do put the interviewer at ease and make them feel comfortable
in selecting you for the position? Well, that totally depends on your motivation.
Let’s take option a. from above. Ask yourself if you really would be happy working
with a small company that offered no opportunities for advancement. Would that be okay with
you? If it would, tell them so. It’s what your manager wants to hear in this scenario. But what
if you are a very ambitious person who needs to be rewarded for your hard work through
promotions? If the opportunity looks good to you outside of this area I would urge you to
seriously consider my experience. Every small company I’ve worked for told me that there was
no opportunity for advancement. However, after a year or two of showing my intelligence and
potential, bigger roles were created for me. My last job promoted me to office manager which
was a position that didn’t exist before the promotion. It’s important to remember that no job will
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sound 100% like the perfect job. Whether it’s fewer benefits, less pay, confined working
environment or limited career opportunities, no job is going to be perfect. Weigh the pros and
cons and what is really most important to you but do not let a good opportunity pass you by
because you believe that you will be stuck in a particular role forever.
Option b. may be a little trickier to answer. What if you are an administrative assistant
who wants to do typical AA responsibilities and aren’t interested in doing more involved work
such as project management, building management, accounting, etc.? In this case, I believe the
best thing to do is let it be known what your strengths are and that you aren’t interested in
stepping outside of that role. That may be just what the manager is looking to hear. It would be
a disaster if you are told during the interview the different jobs you would be expected to
accomplish and when you get hired for the role you realize it is above your head and you’re
miserable. Don’t accept a position that you do not want. If you’re most comfortable performing
at an administrative assistant level only, then say so.
Option c. supposes that you are an executive assistant for a manager of a specific
department. Let’s use the sales department as an example. Maybe you only took that job because
it was available and the job you preferred - marketing assistant - wasn’t open at the time. If you
really want to work in a specific role or department and the only avenue to get there appears to
be through another position within the company, I think you should take it. If you’re not happy
in the role after a year, it will be easier for your to grin and bear it because you know you’re your
motivation is to work in another department– which you will interview for – as soon as there’s
an opening and you’ve worked in your current role for at least a year. Lots of people got into the
jobs of their choice through this method. Be cautioned: it would be totally inappropriate for you
to make inquiries about another position if you’re still within your first year in the current
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position. Also, the desire to work in another position should be an incentive for you to excel in
your current role. Many managers like to see smart, hardworking people get the career they want
and deserve. So use your new position as motivation to keep your eye on the prize as you excel
in your current role.
Option d. supposes that you accepted the position to pay your bills until your book deal
finally comes through; you’re cast on a hit television show or whatever your true aspirations are.
Give your manager the impression that you will be fully committed and loyal to the company.
What if you’re in college majoring in a subject that is totally unrelated to the company or the
position for which you’re interviewing? Be honest about your long-term career goals but
sugarcoat it to establish that you plan on sticking with this particular company for years to come,
even after you graduate. If your long-term career goals preoccupy your mind at work, you will
not be completely focused, engaged or happy in your current position. A lack of motivation
could lead to increased errors or a lack of motivation on your part. Don’t give the manager the
impression that this will be an issue with you.
Question 4: What are your major weaknesses and strengths?
Here’s another chance for you to show how smart you are. Talk about your strengths:
organizational skills, attention to detail, ability to problem solve or whatever may be true in your
situation. However, when it comes to your weaknesses, refrain from using poor answers such as,
“I have no weaknesses.” Everyone has weaknesses; you’re not perfect no matter what your mom
may have told you. The trick here is to turn your perceived weaknesses into strengths. For
example: “I have a difficult time training others who may not be quick learners.” This is an
excellent way of saying you are a quick learner. Also, you may never be placed into a position
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where you will need to train others – so it would not be a weakness that would affect your
current position.
Question 5: What do you know about us?
If your idea of a good answer to this question is a wide-eyed stare, a batting of the eyelashes and
a timid shoulder shrug, you might as well kiss the job goodbye. There is really no excuse not to
know something about the company. Every company – unless it’s an absolute startup – has a
web presence. Take the time to do your homework. As for the specific job itself, it’s
understandable that you may not know many details if your recruiter or the job posting doesn’t
provide you with any. However, you should explain that to your interviewer and ask for
specifics. It bears repeating that there is no excuse to go to an interview and have no information
about what the company does.
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