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Hello everyone!

Welcome back to English Conversation Journal.

My name is Emily.

Today we have another exciting interview for you.

This is the third video in our job interview series.

We are going to learn about administrative assistant interviews.

This is one of the most popular office jobs in the world.

Administrative assistants work in every industry.

Hospitals, schools, banks, tech companies, and more.

This lesson is perfect for beginners

and for people who want to work in professional office settings You will learn how to talk about your organizational skills,

how to answer questions about confidentiality And how to show you can support busy executives.

Are you ready?

Let's begin Good morning.

I'm here for an interview with Ms. Rodriguez Good morning.

May I have your name, please?

My name is Marcus Johnson Perfect.

Let me call her.

Please have a seat Thank you.

Ms. Rodriguez is ready for you.

Take the elevator to the sixth floor.

Her office is room 615.

Good luck with your interview.

Thank you very much.

Hello, may I come in?

Yes, please come in.

Good morning, Ms. Rodriguez.

I'm Marcus Johnson.

Thank you for inviting me to interview today.

Good morning, Marcus.

Please call me Elena.

It's nice to meet you.

Nice to meet you too, Elena.

Please, sit down.

Make yourself comfortable.

Would you like coffee or water?

Water would be great, thank you.

Here you go.

So Marcus, thank you for coming in today.

Did you have any trouble finding us?

Not at all.

Your directions were very clear.

I arrived about 20 minutes early to make sure I wasn't late.

Excellent.

Being punctual is very important for an administrative assistant.

So, let's begin.

Tell me about yourself, Marcus.

Of course.

I'm 28 years old.

I graduated from business college with a degree in business administration three years ago.

Since then, I've been working as an administrative coordinator at a marketing firm.

I handle scheduling, correspondence, office management, and event planning.

because I want to work for a larger company with more growth potential.

That's great background.

Why are you interested in this administrative assistant position specifically?

I'm very interested in your company because you're a leader in the technology industry.

I've always been fascinated by technology,

even though my background is in administration.

I believe that working as your administrative assistant would allow me to learn about the tech industry

while using my organizational skills to support your team.

I also read that your company promotes from within,

and I'm looking for long-term career growth.

I appreciate that you've done your research.

Now, tell me about your current role.

What are your main responsibilities?

As an administrative coordinator, I support our marketing director and a team of five marketing managers.

My main responsibilities include managing calendars,

and scheduling meetings, organizing travel arrangements,

preparing presentations and reports, handling correspondence and emails,

maintaining filing systems both digital and physical,

ordering office supplies, and coordinating company events.

I also greet visitors and answer phone calls.

That's quite comprehensive.

How do you prioritize your tasks when everything seems urgent?

Great question.

I use a priority matrix system.

First, I identify what's both urgent and important.

Those tasks get done immediately.

Then, I schedule time for important but not urgent tasks,

so they don't become urgent later.

For urgent but less important tasks,

I try to delegate if possible,

or batch them together efficiently.

I also communicate with my manager every morning to confirm priorities for the day.

This system helps me stay organized even on the busiest days.

Very strategic approach.

Now, can you describe a time when you made a mistake at work?

How did you handle it?

Yes, I can.

About six months ago, I was scheduling a very important client meeting.

I accidentally booked the conference room for 2 p.m instead of 2.30 p.m.

When the client arrived at 2.30,

another team was using the room.

I immediately apologized to the client and quickly found an alternative conference room.

I escorted them there personally and made sure they had everything they needed.

After the meeting, I apologized to my manager and explained what happened.

I then created a new system where I send calendar confirmations to everyone involved to double-check details.

Since then, I haven't made that mistake again.

I learned that it's important to own your mistakes,

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fix them quickly, and put systems in place to prevent them in the future.

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I appreciate your honesty and accountability.

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How do you handle confidential information?

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is extremely important in an administrative role.

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I never discuss sensitive information with anyone who doesn't need to know it.

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I keep confidential documents in locked files or password-protected folders.

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I'm careful about what I say in common areas like the break room or elevator.

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I also shred documents that contain sensitive information instead of just throwing them away.

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I understand that as an administrative assistant,

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I have access to private information about the company,

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employees, and clients, and I take that responsibility very seriously.

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Perfect answer.

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Now, what software and tools are you proficient in?

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I'm very proficient in Microsoft Office Suite,

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especially Word, Excel, PowerPoint, and Outlook.

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I can create professional documents,

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complex spreadsheets with formulas, and engaging presentations.

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I'm also experienced with Google Workspace,

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including Gmail, Google Calendar, Google Docs, and Google Sheets.

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I've used project management tools like Asana and Trello.

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I'm comfortable with video conferencing platforms like Zoom and Microsoft Teams.

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I'm also a fast learner,

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so if you use different software here,

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I can learn it quickly.

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That's impressive.

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How fast do you type?

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I type about 75 words per minute with high accuracy.

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I took a typing course in college,

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and I've been practicing ever since.

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Speed and accuracy are both important for handling correspondence efficiently.

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Excellent!

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Now, what are your greatest strengths?

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I would say my greatest strengths are organization,

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attention to detail, and communication.

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I'm extremely organized.

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I keep detailed to-do lists,

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maintain organized files, and never miss deadlines.

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I also notice small details that others might miss, which helps prevent errors.

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And I communicate clearly and professionally,

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whether I'm writing emails, answering phones, or speaking with executives.

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I'm also very proactive.

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I anticipate needs before being asked.

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Those are perfect qualities for this role.

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What about your weaknesses?

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I would say I'm sometimes too detail-oriented,

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which can slow me down on simple tasks.

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For example, I might spend extra time formatting a document perfectly when it's just an internal draft.

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I'm working on this by setting time limits for tasks and asking myself,

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does this level of detail really matter for this particular task?

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I'm learning to balance quality with efficiency.

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That's a very common trait for administrative professionals.

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Now let me ask you this.

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How would you handle a situation where your manager gives you an urgent task,

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but you're already working on another urgent task?

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First, I would politely let my manager know that I'm currently working on another urgent task.

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I would briefly explain what that task is and when it's due.

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Then I would ask, which one would you like me to prioritize?

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This gives my manager the information they need to make the best decision.

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If they want me to do both,

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I would ask if I could delegate one task to a colleague or if we could adjust one of the deadlines.

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Clear communication is key in these situations.

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Great problem solving!

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Now, this position requires supporting multiple executives.

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How do you handle working with different personalities and work styles.

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I believe in adapting to each person's communication and work style.

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Some people prefer detailed emails,

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while others want quick messages.

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Some like to have meetings,

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while others prefer updates by email.

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I pay attention to these preferences and adjust accordingly.

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I also stay professional and patient,

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even if someone is having a stressful day.

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I remember that my job is to make their jobs easier, not harder.

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Building good relationships with everyone I support is very important to me.

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Perfect!

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Now, are you comfortable working overtime occasionally?

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Yes, absolutely.

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I understand that administrative work sometimes requires staying late for important projects, events, or deadlines.

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I'm flexible and willing to work extra hours when needed.

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As long as I have some advance notice when possible,

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I can adjust my schedule.

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That's good to hear.

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Where do you see yourself in five years?

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In five years, I would like to grow into an executive assistant role or possibly an office manager position.

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I want to take on more responsibility and leadership.

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I'd love to still be with this company,

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supporting senior leadership, and maybe mentoring junior administrative staff.

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I'm also interested in learning more about operations and how the business runs,

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which could open other opportunities within the company.

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We definitely value employees who want to grow.

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Now, let's talk about compensation.

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What are your salary expectations?

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Based on my research of administrative assistant salaries in this area and considering my three years of experience and skills,

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I'm looking for a salary in the range of $48,000 to $55,000 per year.

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However, I'm flexible and would like to hear what you offer for this position.

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That's a reasonable range.

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We're offering $52,000 per year for this position.

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We also provide health insurance,

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dental and vision coverage, 15 days of paid vacation, and professional development opportunities.

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That sounds excellent.

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I'm very pleased with that offer that offer.

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Wonderful!

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When could you start if we offered you the position?

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I would need to give two weeks notice to my current employer,

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so I could start three weeks from today.

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That's perfectly fine.

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We respect professional courtesy.

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Now, do you have any questions for me?

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Yes, I do.

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Can you tell me more about the team I would be supporting?

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You would primarily support me and two vice presidents.

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I'm the chief operations officer and the two VPs handle product development and business strategy.

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So you would be working with three executives,

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managing their calendars, handling their travel, and supporting various projects.

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That sounds very interesting.

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What qualities make someone successful in this role?

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The most successful administrative assistants here are proactive,

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highly organized, excellent communicators, and able to handle pressure calmly.

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They anticipate needs, solve problems independently, and maintain confidentiality.

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They're also team players who help wherever needed.

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Those are qualities I definitely bring to the table.

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One more question.

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What opportunities are there for professional development?

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We offer an annual budget for professional development.

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You can attend conferences, take online courses,

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or get certifications relevant to your role.

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We also have internal training programs on leadership,

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project management, and other skills.

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We really invest in our employees' growth.

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That's wonderful.

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Thank you for explaining.

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You're welcome.

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Marcus, I have to tell you,

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I'm very impressed with your experience,

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your professionalism, and your thoughtful answers.

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You have exactly the skills and attitude we're looking for.

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I would like to offer you the position.

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Really?

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That's fantastic.

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Thank you so much.

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I'm very excited about this opportunity.

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We're excited to have you.

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Our HR department will send you an official offer letter by email tomorrow.

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Please review it and let us know if you have any questions.

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I will.

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Thank you so much, Elena.

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I really appreciate this opportunity.

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I promise I'll work hard and exceed your expectations.

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I believe you will.

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Welcome to the team, Marcus.

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Thank you.

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I'm looking forward to starting.

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We'll be in touch soon with all the details.

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Do you have any final questions?

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No. You've explained everything perfectly.

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Thank you again.

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You're very welcome.

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Have a great day, Marcus.

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You too, Elena.

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See you soon.

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So how was the interview?

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Did you find it helpful?

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If you enjoyed this video,

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please give it a thumbs up!

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Subscribe to English Conversation Journal for more job interview videos.

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And share this video with your friends who are learning English or looking for a job.

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Now let's review the most important interview questions and tips.

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Here we go!

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Thank you.

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