Modern secretaries are frequently the glue that holds an office or organization together by ensuring that employees and customers are in the right place at the right time and have access to the necessary documents and information. From making appointments to setting up meeting rooms to preparing legal documents, a secretary’s skills are diverse. Although the type and size of the company a secretary works for will often dictate the skills required, there are some basic secretary skills that all secretaries should master, such as typing, scheduling, and phone skills.
Secretaries must have excellent communication skills. Secretaries must be able to communicate clearly and share information with customers and colleagues in a variety of ways, including over the phone, in written documents, and through presentations. Secretaries frequently plan the day’s events for a boss or department, such as scheduling meetings and distributing necessary documents to those in attendance. Secretaries must be able to solve problems creatively on a daily basis, as they are faced with a variety of tasks.
Secretary skills should include event planning in addition to standard office tasks. Off-site locations, such as a conference center or a hotel meeting room, are frequently used for large meetings. A secretary is frequently tasked with arranging overnight accommodations, car rentals, and airport shuttles for attendees, in addition to booking a meeting space and providing directions for all parties to get there. A secretary is often in charge of ordering snacks, meals, and beverages for attendees throughout the meeting, as well as ensuring that the room is properly set up and equipped with appropriate technological hookups.
When it comes to preparing documents, presentations, and correspondence, the ability to use proper grammar, punctuation, and spelling is crucial. In order to create error-free documents, secretary skills should also include the ability to effectively proofread work. Some specialty positions, such as legal and medical secretaries, require a thorough understanding of industry terminology. Another skill that secretaries are expected to have is the ability to create a variety of visual graphics for online use, handouts, and group presentations.
Nearly all secretary jobs necessitate knowledge of technology. Advanced email skills, including working with attachments, flyers, and photos created with a variety of software programs, should be included in a secretary’s skill set. Because many secretaries work on the go, mastering the most up-to-date wireless communication skills is essential. Working with a variety of computer programs is necessary because documents and photos are frequently edited and shared.