The interviewer wants to see if you can learn a new client's internal language quickly and independently, a key part of onboarding for an administrative virtual assistant who cannot rely on a co-located team.
Look for context in past communications or shared files, then ask a peer or the client one consolidated question. Record the terms and their meanings so you do not ask twice.
Start by treating the client's own materials as your first dictionary. Open their shared drive, previous email threads, project files, or any onboarding documents you were given, and look for the acronyms in context. Most shorthand is repeated, so a term like EOD or TAT will usually appear near a date or a deliverable that makes its meaning obvious. If the client has a style guide, a glossary, or even a past invoice or report, comb through those as well. After you have exhausted those resources, write down the handful of terms you still cannot confirm, and group them into one short message. Say plainly that you reviewed their existing files and want to confirm three items so you get the details right from the start. This shows you did the legwork and respects their time, which matters in a remote setup where the client may be on a different shift or time zone. Then keep a running list, perhaps in a simple spreadsheet or notes file, and update it as you encounter new terms. In the interview, frame it as a habit, not a one-time fix, and if you are comfortable, you can mention that you would note whether the client prefers a quick chat message or a consolidated email, so you match their communication style without pestering them.
Candidates often say 'Sorry po, what is EOB po?' for every single term, which reads as unprepared. Instead say, 'I would check the client's shared resources and context first, then ask only about the few terms I could not confirm.'
Situation
In a previous admin internship, my first assignment from a remote supervisor included terms like 'EOB,' 'RTS,' and 'DNR' in a daily operations checklist.
Task
I had to understand what each acronym meant and perform the tasks correctly without asking the supervisor to explain every single item.
Action
I searched their shared drive for an onboarding glossary or past emails where the terms appeared in context. I then asked one teammate who had been with the client longer to confirm my guesses, and I added each term to a personal acronym sheet with examples.
Result
I completed the checklist on time, and by the second week I no longer needed to look up those terms, which reduced my supervisor's interruptions.
Build a personal glossary from context and existing files before asking for clarification.
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