Question

As an administrative assistant, it is important to remain pleasant and accommodating when talking to potential clients and business contacts whether on the phone or in person. All administrative assistants should receive plenty of training using a multiple-lined phone prior to taking actual calls. This should help to avoid hang-ups and misdirected transfers. When entering the building, potential clients and business contacts should be warmly greeted. After promptly notifying the in-office personnel of the client's arrival, it is a good idea for the administrative assistant to offer the client a beverage (e.g, coffee, tea, or water) while he or she walts.

Which of the following sentences best summarizes this passage?
A. An administrative assistant is essential to client relations.
B. Administrative assistants must receive proper training to perform their job well.
C. Administrative assistants should always be friendly around office personnel.
D. The taking and handling of calls is the primary duty of administrative assistants.

Answer 1

The best summary of the passage is that administrative assistants must receive professional training and practice courteous communication with clients and office personnel to perform their job effectively. The training for a multiple-lined phone system and the prompt and warm greeting of clients are specific examples provided to enhance the overall professional experience. The correct answer is option B.

Step-by-step explanation:

The passage centers on the importance of professionalism and effective communication for administrative assistants. It emphasizes the need for comprehensive training, particularly with multi-line phone systems, and the value of being pleasant and accommodating when interacting with potential clients and business contacts. Furthermore, it underlines the assistant's role in ensuring a client's welcome is warm, from the initial greeting to offering refreshments, and in making sure they connect promptly with the appropriate in-office personnel. Professionalism extends to preparing for work engagements, like interviews, by being punctual, respectful, and engaged, and practicing good etiquette such as respecting privacy and participating in polite small talk.

Success as an administrative assistant involves a proactive approach and being open to learning from all aspects of the business environment. This could entail joining meetings, learning from phone calls, and passing on critical information to successors. The ability to communicate effectively, from the language proficiency to understanding the nuances of office etiquette, contributes significantly to a productive workplace and to the individual's career advancement opportunities.