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Communication and Organization tools?

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Anonymous

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Communication and Organization tools?

I recently had a first round interview for an executive assistant position and just received notification that I won't be advancing to the second round. I didn't bomb the first round, but I know I didn't do my best either, so it's fine. I wasn't even sure I wanted the job anyway, I just wanted some interview practice, which I got. But now that it's all over, I'm replaying the interview in my head and analyzing the questions that were asked, and how I could have answered them differently. I was told the questions would focus on providing examples of teamwork and problem solving, so I had multiple great examples ready to go. But instead, what I was asked were mostly questions related to how I stay organized and how I communicate with my coworkers, particularly in a remote environment. I gave boring but truthful answers - I use Google suite (docs, sheets, email, chat), I use the good old-fashioned telephone, I use Zoom for meetings, and Asana for project management. I feel like they wanted something more, but I don't know what. If what I provided wasn't enough, are there any other methods of communication and organization should I be using for administrative work?

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  1. Anonymous

    These tools feel relevant and accurate to me. During your interview, did they mention any communication tools that you weren't familiar with? Or, did you ask a clarifying question about what tools would be of access to you if you were to be hired for this job?

    Because there are a ton of tools out there and it's simply hard to know and even be trained on everything. I'm sure you did just fine speaking to what you are familiar with, so don't be so hard on yourself about that.

    It's hard to say if you should have said more about what tools you use or rather recommend in a remote environment unless this company told you exactly what they use and/or willing to invest in to promote cross-productivity and communication. What's key is that you conveyed a willingness to learn/adapt to tools based on what the company provides.

    In my org today, we use Slack to communicate/collaborate with each other. We no longer use Zoom and have since migrated to using Microsoft Office Teams. As for project management tools, that varies depending on the team you work for. Now, we have this added layer of AI tools so that is rapidly transforming the way we communicate and collaborate as well.

  2. Anonymous

    Thank you for taking the time to respond!

    They didn't mention any specific tools that they used, beyond the ones that I'd already mentioned. In the moment, I did not think to ask about what tools I would have access to, but that is a great idea for future interviews.

    I did indicate that I was willing, and even expected, to learn new tools and adapt to their workflow. My current team doesn't use Slack, but I'm familiar with it, and I'm becoming more familiar with the AI tools that are widely used as well. Those are good things to mention in future interviews. I appreciate the suggestions!

  3. Anonymous

    You're welcome! Glad I could help.

  4. Anonymous

    This has nothing to do with the OP's question.

  5. Anonymous

    Without hearing your answer, it's hard to guess how your answers came across. Maybe you answered what tools you use but you didn't explain how you are a team player. If they asked you questions regarding tools you use and how you communicate that to me is their way of finding how you work within a team which equals team work. That's what I think they wanted. More information about how you actually work within a team. Not just a list of tools you use. I'm sorry this one didn't work out, but in the future give examples of how you work as a person with team members, not just the tools you use. That would be my 2 cents. With each interview we get better and better and the right door opens when it's supposed to.

  6. Anonymous

    Excellent points! Thank you for taking the time to respond!

    I hadn't considered that they might be looking at how I used the tools as an example of teamwork. I did mention to them that I use Asana to assign tasks to coworkers and allow for full transparency of where things are in a project. And in future interviews, I'll provide stronger examples of how I use other tools.

  7. Anonymous

    Not just that but also how you work as a team member. Setting up weekly meetings via (name the tool, Zoom, TEAMs, which is a great example that is a collaborative software), and how work is disseminated. The job sounded a lot more robust than an assistant. And how problems are resolved, so mentioning challenges in distributed work and how deadlines are tracked, and how any deadlines may not be met, how that is dealt with. I think your skills are much higher than an assistant, though a great job, I'm sure, but you have some great skills! Look at project coordinator roles maybe within higher ed, or state agencies. Asana is a big one and many use it. Though I always say tools are only good if they are used. Even a person who uses them that I work with doesn't meet deadlines. You will find something soon that is bigger than the job you didn't get. I feel sure about that! :-)

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