General Administrative Assistant MCQs

1. You can automate frequently typed sections (such as standard letter headings and contract language) in a word processor by setting up:

2. Another name for administrative assistants are all of the following except:

3. What is the difference between AR and AP?

4. What would the following notation at the bottom of a letter indicate: "JMN/pjn"?

5. When ushering guests to their seats you should:

6. A master travel itinerary does not always need to include:

7. How often should you use an auto-reponse message?

8. Bcc differs from "Cc" in its:

9. In an email, what does "NNTR" stand for?

10. What does "COB" mean in the following sentence: I need your status report by COB.

11. Tangibles are among the five factors customers use to evaluate products or services. What are Tangibles?

12. If you disagree with your boss' plan for action during a meeting, what is the recommended method for making your opinion known?

13. If you are taking notes for a coworker, what is the least important item to write down on the message?

14. The purpose of using the CC field is to:

15. Which service would you use to setup direct deposits?

16. Your emails should be:

17. Use email as a form of communication as much as possible, avoiding face-to-face or voice-to-voice contact.

18. Your manager wants you to accept a meeting on his behalf. What should you do?

19. What does the "tab" key do in word processing programs?

20. Administrative Assistant generally provide support to specific departments or teams in a company.

21. True or False? You should use the hold button as often as possible when fielding incoming calls.

22. What does L&D mean?

23. Correct the following sentence: "There is no way your missing the company's picnic."

24. <AR> means:

25. When logging a phone message, which of these is NOT a recommended field in the call log?

26. True or False? It is always appropriate to introduce two people over email without checking with each first.

27. Which of the following is not an appropriate font for use in business correspondence?

28. In a business setting, what does NDA stand for?

29. "Be sure to follow up with Michael via phone if he doesn’t return your email by 2 pm tomorrow.” According to this sentence, how should you contact Michael to follow up?

30. What is a fiscal year?

31. True or False? By responding to spam emails, employees are actually confirming their company email address as a valid address to spammers.

32. A lot of companies use CRMs to help keep track of customers, leads, and potential partners. What does CRM stand for?

33. In Outlook: It is possible to view others' calendars, inboxes & contacts if they allow you to do so.

34. In Outlook What would you do if you want to send a particular email to 25 persons at one go and you do not want anyone in those 25 recipients to know who else received the email?

35. Which of these are NOT typical tasks of an administrative assistant?

36. Evernote is used for notetaking and can be shared with other individuals?

37. What does Administrator generally handle in an office environment?

38. What is an office ‘memo circular?

39. When receiving a meeting proposal in Outlook, what do you do if you want to accept the meeting, but at another date/time?

40. What does PTO stands for?

41. What is NOT necessarily required for being an administrative assistant?

42. What additional titles are Administrative Assistants known for?

43. When typing a Memo what field is not generally included in the header?

44. When booking a meeting you should:

45. A record of the proceedings of a meeting such as who attended, discussions that took place, action to be taken, and the time the meeting closed is known as:

46. True or False: Emoticons and shortcuts for real words are appropriate in business emails.

47. In the phrase "The documents will be mailed by EOD," what does EOD stand for?

48. What does VA stand for?

49. When working for a client it is best to have a(n)____

50. What is an EIN?

51. True or False? When typing up a record of the proceedings of a meeting, you must keep all matters in the order they were discussed at the meeting - even if they differ to your agenda.

52. If the supervisor on duty gives you a task you do not understand, you should

53. When forwarding an email to a co-worker or supervisor via Outlook, what button should be clicked?

54. Press ___________ to paste contents of clipboard

55. If you work for multiple bosses, what is the recommended method for keeping organized?

56. What does "Enclosure" mean at the bottom of a letter?

57. If you have more years than your manager, do you outrank them?

58. After you read an office memo that is confidential, you should

59. In Excel, what are the boxes called?

60. What do you do when the copier is malfunctioning?

61. A period of 12 months used for accounting purposes is known as a(n) _________ year. This period may or may not coincide with a traditional January-December calendar year.

62. How do you manage the electronic diary for your line manager?

63. True or False? An administrative assistant who repeats every conversation heard and gossips with other staff members is prized for being friendly and professional

64. What colour pen/ink is NOT suitable for writing business letters/memos?

65. Which of the following is NOT a duty of administrative assistant?

66. Which closing phrase is NOT appropriate for a business letter?

67. What is "memo" short for?

68. When working for a client it is best to have a(n)_________

69. How do you convert a Word document into a PDF document?

70. When answering a phone call it is important to state your name?

71. True or False? Once you are comfortable working with your boss, it is usually recommended to use phrases like "honey" or "dear" when speaking to them.

72. When choosing a font, you should look for something:

73. Your boss is expecting a client, but he is too busy. What would you do if the client comes earlier than the scheduled time?

74. In Outlook, Can you manage someone else's calendar if given permission?

75. When would PowerPoint be used?

76. At the same exact time - a customer walks through the door and the phone rings. Who do you address first?

77. What does INC in company name stand for?

78. What does SOP mean?

79. Should you have a To Do List?

80. if unable to attend a meeting what is the proper protocol to follow?

81. In which Microsoft Office product do you work with animations?

82. What should you include in the first two lines of an email?

83. Which of these are NOT typically included in a fax cover sheet?

84. What is a good way to start off a letter?

85. You can make more than one indivual folder in outlook.

86. Which of the following is manager expectations for administrative assistants?

87. What computer program is generally used to create spreadsheets?

88. What does FYI stand for?

89. What does POC stand for?

90. What is the appropriate response to discovering the printer is out of ink?

91. In Outlook, can you add meetings to other people's calendars?

92. Which is a good policy for effective teamwork in a support environment?

93. In Outlook, If you send an email and want to get it back because you forgot to put in important information, how do you get it back and send out the right email?

94. Outward correspondence is always printed on:

95. True or False? Email signatures are required to contain a street address.

96. True or False? If your superior is conducting activity such as insider trading and is caught by the SEC, you could be liable as well if you handled any of the traded information?

97. How do you convert a Word document into a PDF?

98. What is Evernote application used for?

99. A good email 'Subject' line should:

100. When would be a good opportunity to use the "Cc:" feature?

101. What computer program is generally used to create presentations?

102. True or False? Every firm's fiscal year ends on December 31st.

103. When would it be best to use the "Bcc:" feature?

104. If you have to email your boss bad news, which of the following is considered the best way to accomplish that?

105. An informal message, especially one sent between two or more employees of the same company, concerning company business is known as a:

106. What is the best package to use whilst dealing with data?

107. What does FY2010 stand for?

108. One of your co-workers has been sharing confidential information with persons outside the company. If you are unsure of the company rules relating to this, you should

109. Personal Assistants provide support for a specific individual, and their responsibilities often include taking care of non-office related tasks, such as running personal errands.

110. What are GPOs?

111. In Outlook, which section under Outlook Options would you select to set mail security?

112. To establish good financial controls, who should NOT open the bank statements when they come in the mail each month?

113. True or False? Bulleted lists are frowned upon in memos.

114. What is the recommended method for signifying there are attachments to a memo?

115. Assistants can be in charge of finances.

116. Which of the following Personal Information Management (PIM) software packages would be most helpful in scheduling meetings and syncing your calendar with other employee’s calendars?

117. Per Diem work is calculated:

118. When replying to an e-mail who you place in the cc: line and who in the bcc: line?

119. How often should you backup your email?

120. True or false: A fiscal year can possibly be March through February.

121. Which of the following do you NOT need to consider when booking domestic travel?

122. Which sign-off should not be used to end a business letter?

123. When writing a formal letter, what does the "inside address" refer to?

124. You are asked to take minutes at a meeting and there is endless debate and opinions what do you do?

125. When creating a document that lists upcoming meetings, what is the recommended section at the end of the document to ensure accuracy?

126. What is a good program to use to save a print screen?

127. In Outlook, how do you mark an email for follow up?

128. When do you typically date stamp paper documents?

129. What are the triple constraints of a project?

130. Which of the following apps is not used for tracking work time?

131. In my office or business, what does the “opportunity success rate’ refer to?

132. What is Sage Act! system used for?

133. What is a Purchase Order (PO)?

134. How do you delete a mistyped email address from Outlook's memory?

135. Writing down a list of daily tasks in the order they need to be accomplished is a(n)______

136. What does it mean when a job description requests an administrative assistant to have "10 key skills?"

137. In a business letter how many returns do you select between closing line and signature?

138. Can Outlook show multiple time zones?

139. When you should use 'Yours faithfully' and 'Yours sincerely'?

140. You are required to create a cost report for your department, and then present the report to the board. Which two programs would you use for these two tasks?

141. Which of the following is NOT an instant messaging application?

142. In Outlook, True or False: Contacts and the Address Book refer to the same function.

143. What is a management style that is used for breaking down projects into small components?

144. When filing paper documents, what type of order should you put them in?

145. You have a deadline that is approaching and a colleague asked you to perform another tasks. What should you do?

146. A salesperson walks in and wants to talk to your boss, you

147. You place the insertion point in the middle of a paragraph and start typing. But the new text deletes existing text. What's the problem and how do you fix it?

148. The client you do not like is on the phone. What do you do?

149. Which takes priority?

150. An effective strategy for safely maintaining a computer password is to?

151. What is the best thing to do when a customer is very angry and for something that really wasn't your fault?

152. If you are working as an assistant in the intellectual property-heavy industries (egs. technology, entertainment, etc.), you may be asked to sign an NDA. What is this document?

153. If your employer has asked you to complete a task you're not sure of, what is the best thing to do?

154. Which of the following is not a task for an administrative assistant?

155. An hourly employee comes to your office to request $100 from petty cash for their boss but you need a signature, you...

156. Your boss has called in sick and says he is not taking calls, but the companies most important customer has just called asking for to speak with boss urgently. What do you do.

157. A customer refuses to pay citing non receipt of goods. What proof can you provide to ensure payment is forthcoming or legal action would be possible?

158. When replying to an e-mail who do you place in the cc: line and who do you place in the bcc: line?

159. While loading the printer with paper you notice the paper supply is running low and will soon run out. What do you do?

160. When answering a telephone call to a customer, you should say

161. Best practices for using an employer credit card to set travel arrangements include all the following except:

162. Which HMRC document will be issued and sent when an employee stops working for a company?

163. When making a call to an executive for an executive, one should transfer the calling executive just before the called assistant transfers the called executive. True or false?

164. How would you save a PDF copy of a Word document?

165. If the names Ryan Helms, Ron Helsley, Rebecca Helm and Ray Helms were arranged for alphabetical filing, what order would they be filed in?

166. You are asked to call up senior executives of your company located in different continents to inform them about the proposed dates for an international sales meeting. What is the best time to call them up?

167. The company phone is ringing but you are in the middle of writing an important email to a customer. You should