Performance reviews don’t have to be awkward. Really.
Most managers would rather do just about anything else (clean their inbox, sort the supply closet, or even schedule a dental cleaning) than sit through a series of “strengths and weaknesses” conversations.
But when they’re done right, performance reviews are one of the most powerful ways to build trust, improve retention, and help your administrative staff actually want to grow.
In fact, 14% of employees believe that their performance reviews inspire them to continuously improve (Gallup).
At That’s Good HR, we’ve been staffing and supporting administrative professionals in the Indianapolis market for over 20 years. We’ve seen firsthand how the right feedback helps admins go from reliable to irreplaceable.
Whether you’re managing a front desk coordinator, executive assistant, or office administrator, these performance review questions will help you go beyond checklists and actually start meaningful conversations.
Why Strong Performance Reviews Matter (Especially for Admin Roles)
Administrative staff are often the unsung heroes of the office. They keep projects moving, people organized, and chaos (mostly) under control.
But because their work touches so many aspects of your business, measuring their success isn’t always as straightforward as tracking sales or output metrics.
That’s why performance reviews for administrative assistants should focus on both tangible results and the interpersonal skills that make everything run smoothly. The right questions help you uncover how they manage priorities, handle communication, and represent your company culture day in and day out.
When done right, these reviews become less about rating performance and more about strengthening the partnership (which is what keeps top talent around).
Setting the Stage for a Productive Review
Before you start firing off questions, set the tone.
Performance reviews shouldn’t feel like surprise inspections. A week or two before the meeting, share an outline of what you’ll discuss so your admin has time to reflect. This encourages transparency and makes the conversation feel like collaboration instead of critique.
And yes, block enough time for a real conversation. 15 minutes between back-to-back meetings won’t cut it.
Here are some of our favorite questions for admin performance reviews:
What accomplishments are you most proud of this quarter?
Start with the positive. This question gives your admin a chance to share wins you might not have seen firsthand.
Maybe they reorganized a system, improved scheduling efficiency, or handled a client issue gracefully. Celebrating these moments builds confidence and sets a constructive tone for the rest of the review.
Which parts of your job feel most rewarding—and which feel most challenging?
This opens the door to honest dialogue about workload, bottlenecks, or tasks that drain energy. If your admin is spending too much time on repetitive tasks, this question can uncover areas ripe for process improvement (or even automation).
How do you prioritize when multiple urgent tasks come up at once?
Administrative work is basically a daily exercise in juggling. Understanding how your team member triages competing priorities gives insight into their decision-making style and helps you identify where they might need additional tools or support.
How well do you feel your role is aligned with the company’s overall goals?
This question helps you spot disconnects between expectations and reality and invites ideas for how their position could evolve alongside the business.
It’s a great one for experienced administrative professionals who’ve been with your team for a while.
What kind of feedback or support helps you do your best work?
Not all feedback lands the same way. Some people thrive on direct input, others prefer written notes or regular check-ins.
Asking this question shows you care about communication and helps build trust, something especially valuable in admin roles where details matter.
Avoiding Common Pitfalls in Performance Reviews
Even well-intentioned reviews can go sideways. Here’s how to keep yours productive (and drama-free):
Don’t make it one-sided. The best reviews feel like conversations, not verdicts. Encourage your admin to come with their own notes and ideas.
Don’t focus only on weaknesses. Balance constructive feedback with acknowledgment of what’s working. It’s easier for people to hear “here’s how we can build on this strength” than “you need to fix this.”
Don’t wait for once a year. Regular check-ins make annual reviews less intimidating and more actionable. It’s also a great way to keep motivation high between formal evaluations.
The Importance of Evaluating Key Skill Areas During Performance Reviews
Beyond the general questions, it’s important to touch on the core skills that make great administrative assistant stand out.
Here’s how to turn each area into a meaningful discussion:
Organization and Time Management
- How do you stay on top of multiple projects and deadlines?
- Are there tools or systems that could help streamline your workflow?
- What do you do when priorities shift unexpectedly?
Exploring organization and time management gives you insight into how your admin handles pressure.
Communication and Professionalism
- How do you ensure clear communication between departments or teams?
- Are there any situations where you feel communication could improve?
- How comfortable are you giving feedback to leadership or colleagues?
Strong communication is the heartbeat of every great admin. This is your chance to assess how effectively they balance clarity, diplomacy, and follow-through.
Problem-Solving and Initiative
- Can you share a time when you identified a problem before it became a bigger issue?
- What recent challenge taught you the most?
- Where do you see opportunities to improve current processes?
Admins who take initiative can make life infinitely easier for everyone else on the team. These questions reveal whether they’re simply reacting or proactively thinking ahead.
Collaboration and Team Support
- How do you adapt your work style to support different departments or personalities?
- What’s one thing your teammates could do to make collaboration even smoother?
- Are there areas where you’d like to contribute more?
This helps you gauge how your admin fits into the broader company culture, something that can be just as critical as performance metrics.
Build Stronger Teams with That’s Good HR
Performance reviews for administrative assistants don’t have to be a chore, but they can be one of the most valuable tools in your leadership toolbox.
With the right structure, empathy, and questions, you’ll uncover insights that lead to better engagement, higher retention, and stronger performance across the board.
At That’s Good HR, we’ve been matching top administrative talent with Indianapolis employers for more than 20 years. We understand the people behind the job titles, and we know how to help both sides succeed long after the placement.If you’re ready to strengthen your administrative team or explore hiring solutions that actually work, visit our website.
