More than 60% of HR decision-makers recently said their top priority is to improve the overall quality of candidates—and it makes sense.¹ Beyond the obvious fact that every organization needs skilled, capable people to succeed, the cost of a bad hire can be surprisingly high. This cost can range from $25,000 to $300,000, depending on factors like the industry and job role.²
Simply put, good employees help businesses thrive and save money. But how do you spot the right fit, especially for high-performance roles like administrative positions? Let’s explore some characteristics and tips for finding quality candidates who’ll significantly contribute to your team.
12 Traits of High-Performing Employees
Here’s how to spot high-quality candidates for your administrative job openings:
1. They Work Hard and Care About What They Do
High-performing employees give their best every day. They don’t just do the bare minimum—they genuinely care about their work. Think of them as the people who ensure every detail is correct, even if it means putting in a little extra time. Their dedication helps keep the company running smoothly and on track toward its goals.
2. They Bring a Positive Attitude
These employees bring good energy to the work environment. When things get tough, they focus on finding solutions instead of complaining. They’re the ones who lift their teammates and keep morale high, making work better for everyone.
3. They’re Reliable
A high-performing employee is someone you can count on. They meet deadlines, show up on time, and follow through with their promises. Their coworkers and managers trust them because they’ve proven time and time again that they’ll deliver.
4. They Communicate Efficiently
Good communication skills is one of their superpowers. They know how to share ideas and actively listen to others. Whether emailing, speaking in a meeting, or helping a customer, they communicate clearly. And if they’re unsure, they’re not afraid to ask questions.
5. They Work Well with Others
High performers know that teamwork makes everyone stronger. They have the people skills to help their coworkers, share credit for team performance, and work together to solve problems. They can be relied on to help boost employee engagement.
6. They’re Skilled Problem Solvers
High performers don’t point fingers or panic during conflict resolution when things go wrong. They step back, think it through, and figure out a solution. They’re the ones who bring fresh ideas when others are stuck.
7. They Adapt to Change Quickly
Change is constant in any workplace, and high performers take it seriously. They’re flexible and eager to learn from constructive feedback, staying effective no matter what comes their way.
8. They’re Eager to Learn
High-performing employees are always looking to further their professional development. Whether picking up a new skill, staying current with industry trends, or seeking feedback, they see every challenge as a chance to grow.
9. They Stay Focused and Organized
These employees know how to have a healthy work-life balance through proper time management. They don’t get distracted by minor issues but stay focused on what’s most important, helping them easily handle busy workloads.
10. They’re Self-Motivated
High performers don’t need someone constantly checking in to keep them on track. They take ownership of their work, set personal goals, and work hard to meet them.
11. They Pay Attention to Details
They don’t rush through tasks—they take time to get it right. Whether catching a small typo or double-checking a project, high-performing employees have a sharp eye for detail, which helps them avoid mistakes and produce quality work.
12. They Don’t Give Up Easily
Challenges and setbacks don’t discourage them. If they face criticism or make a mistake, they learn from it and keep going. Their resilience helps them overcome obstacles and stay focused on their goals.
How to Identify High Performers During the Hiring Process
While you can’t know everything about a candidate before hiring, here’s how you can screen for the traits that make a high performer:
Look for Evidence in Their Resume
A good resume gives you clues about a candidate’s abilities. High performers don’t just list their duties—they highlight achievements. For example, instead of “Managed a social media account,” they might say, “Increased social media engagement by 40% in six months.” This shows they focus on results and care about making an impact.
Look for signs of professional growth, too. Promotions, added responsibilities, or working in diverse roles and industries suggest they’re adaptable and motivated to learn. If they mention teamwork or leadership, that’s a bonus—they know how to collaborate and step up when needed.
Ask the Right Questions in the Interview
Interviews are your chance to understand how candidates act in real situations. Instead of hypothetical questions, ask for stories from their past. For example:
- To reveal their dedication, ask: Can you tell me about a time you went above and beyond at work?
- To show how they handle challenges, ask: What’s the most challenging problem you’ve faced on the job, and how did you solve it?
- To understand how well they collaborate, ask: Can you share an example of a team project you worked on? What was your role?
Good answers will be clear and specific, detailing their actions and why. Look for candidates who focus on their actions and the results they achieved.
Pay Attention to How They Communicate
High performers are often strong communicators. During the interview, notice how they express their ideas. Are they clear and organized? Do they listen carefully, or do they go off-topic?
Also, observe their attitude. Do they talk about past challenges positively, focusing on solutions, or do they dwell on negatives and blame others? A positive, solution-focused mindset is a great sign.
Test Their Skills with a Realistic Task
One of the best ways to see how someone works is to give them a task similar to what they’d do on the job. For example, ask a customer service candidate how they’d handle a difficult customer or have a marketing candidate draft an outline for a campaign.
These tasks show how they think, handle pressure, and pay attention to detail. If teamwork is essential for the role, consider a group exercise to see how they interact with others. Do they listen, contribute, and support the group?
Check With Character References
Character references offer valuable insights if you ask the right questions. Instead of general ones like, “Were they a good employee?” try asking:
- Can you share an example of when they went above and beyond?
- How did they handle challenging situations or tight deadlines?
- Were they reliable and consistent?
These questions can confirm whether the candidate has the traits they claim, such as reliability, problem-solving, and a strong work ethic.
Look for Curiosity and a Growth Mindset
High performers are usually eager to learn. During the interview, ask questions like:
- What skill have you learned recently, and how did you learn it?
- Tell me about a time you received constructive criticism. How did you respond?
Their responses should show that they’re open to new ideas and willing to improve. Talking about seeking challenges or learning opportunities is a great sign that they’ll keep growing in the role.
Notice the Little Things
Sometimes, small details can reveal a lot about a candidate. Were they on time for the interview? Did they research your company? These are signs of reliability and genuine interest.
How they follow up after the interview also matters. A thoughtful thank-you message shows professionalism and attention to detail—small gestures that can set a high performer apart.
Listen to the Questions They Ask
Pay attention to the questions candidates ask you. High performers often ask thoughtful questions, like:
- What does success look like in this role?
- What challenges is the team facing, and how could I help?
- Are there learning and growth opportunities?
These questions show they want to make a difference, not just collect a paycheck. They’re thinking about how they can contribute and grow with the company.
Let Spectra360 handle the hiring for you.
Finding skilled, reliable admin staff doesn’t have to be stressful or time-consuming. At Spectra360, we make it easy by connecting you with competent, fully vetted candidates ready to step in and make an impact.
Whether you need temporary support or someone to join your team long-term, we’ve got you covered. Let us take the hiring burden off your plate so you can focus on running your business.
Contact us today, and we’ll help you find the right admin staff to keep things moving smoothly!
References
1. “Recruiting Resilience: Embracing a Scalable Recruiting Function for 2023 & Beyond” Jobvite, 2022, web.jobvite.com/rs/328-BQS-080/images/2022-12-EmployQuarterlyInsights-ReportQ42022.pdf.
2. “The Cost of a Bad Hire.” NBRI, www.nbrii.com/infographics/the-cost-of-a-bad-hire/.
