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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.