Top Secretary Skills That You Should Possess for Career Success

A Secretary is a vital member of any organisation who performs various administrative and clerical tasks to support the smooth functioning of the office. Depending on the level of responsibility and authority, a Secretary may have different titles, such as Administrative Assistant, Executive Assistant, Office Manager, or Personal Assistant.  

However, regardless of the title, a Secretary must have certain skills to perform their duties effectively and efficiently. In this blog, we will discuss the top 10 Secretary Skills that you should possess for success. 

Table of Contents

1) Important responsibilities of a Secretary  

2) Why are Secretary Skills important?  

3) Top 10 Secretary Skills  

   a) Communication skills 

   b) Technical and computer skills 

   c) Note-taking and typing  

   d) Planning and managing projects  

   e) Abilities in customer service 

   f) Adaptivity and flexibility 

   g) Detail-oriented 

   h) Effective time management 

   i) Taking initiative 

   j) Displaying discernment 

4)  Conclusion 

Important responsibilities of a Secretary 

A Secretary's job description may vary depending on their industry, organisation, and department. However, some of the common tasks that a Secretary may do are:
 

a) Answering phone calls, emails, and letters and directing them to the appropriate person or department 

b) Scheduling appointments, meetings, and travel arrangements for the boss and other staff members 

c) Preparing and distributing documents, reports, presentations, and agendas 

d) Taking notes and minutes during meetings and conferences 

e) Maintaining and updating records, files, databases, and calendars 

f) Ordering and managing office supplies, equipment, and inventory 

g) Handling invoices, bills, payments, and expenses 

h) Greeting and assisting visitors, clients, and customers 

i) Coordinating and liaising with other departments, external agencies, and stakeholders 

j) Performing other duties as assigned by the boss or the management 

 

  

Why are Secretary Skills important? 

As you can see, a Secretary has to deal with a lot of information, people, and tasks on a daily basis. Therefore, a Secretary needs to have a set of skills that enable them to handle these challenges and deliver quality work. Having these skills can also help a Secretary to: 

a) Increase their productivity and efficiency 

b) Enhance their professionalism and reputation 

c) Improve their communication and collaboration with others 

d) Solve problems and make decisions 

e) Adapt to changing situations and demands 

f) Advance their career and opportunities 

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Top 10 Secretary Skills  

Here are the top 10 skills that every Secretary should possess and develop for career success:
 

Communication skills 

Communication is one of the most important skills for a Secretary, as they have to communicate regularly with different people, both verbally and in writing. A Secretary needs to be able to: 

a) Speak clearly, politely, and confidently 

b) Listen actively and attentively 

c) Write accurately, concisely, and professionally 

d) Use appropriate tone, style, and format for different audiences and purposes 

e) Use proper grammar, spelling, and punctuation 

f) Use various communication tools and platforms, such as phone, email, chat, video conferencing, etc. 

g) Give and receive feedback constructively 

h) Avoid miscommunication and misunderstanding 

Technical and computer skills 

A Secretary needs to have good knowledge and proficiency in using various tools, such as: 

a) Microsoft Office applications, such as Word, Excel, PowerPoint, Outlook, etc. 

b) Internet and web browsers, such as Google Chrome, Firefox, Safari, etc. 

c) Online software, such as Google Drive, Dropbox, Zoom, Skype, etc. 

d) Typing and keyboarding skills, such as speed, accuracy, and shortcuts 

e) Basic troubleshooting and maintenance skills, such as installing updates, fixing errors, and backing up data 

Notetaking and typing 

A Secretary must have excellent notetaking and typing skills, as they must record and transcribe information from various sources, such as phone calls, meetings, conferences, etc. A Secretary needs to be able to: 

a) Take notes quickly, accurately, and legibly 

b) Use different note-taking methods and techniques, such as shorthand, symbols, abbreviations, etc. 

c) Organise and format notes in a clear and logical way 

d) Type notes into a computer or a device 

e) Edit and proofread notes for errors and clarity 

f) Share and store notes securely and appropriately 

Planning and managing projects 

Secretaries need to have good planning and managing skills, as they have to coordinate and oversee various projects and tasks, such as scheduling, preparing, and distributing documents, reports, presentations, and agendas. A Secretary needs to be able to: 

a) Set goals and objectives for each project and task 

b) Break down each project and task into manageable steps and deadlines 

c) Allocate and prioritise resources and time for each project and task 

d) Monitor and check the progress and status of each project and task 

e) Communicate and collaborate with others involved in each project and task 

f) Evaluate and report the results and outcomes of each project and task 

Abilities in customer service 

A Secretary needs to have strong abilities in customer service, as they have to interact and deal with various visitors, clients, and customers, both in person and online. A Secretary needs to be able to: 

a) Greet and welcome visitors, clients, and customers warmly and professionally 

b) Identify and understand their needs and expectations 

c) Provide them with accurate and relevant information and assistance 

d) Handle their inquiries, complaints, and feedback politely and effectively 

e) Follow up and follow through with their requests and issues 

f) Build and maintain positive and lasting relationships with them 

Adaptivity and flexibility 

A Secretary needs to have high adaptivity and flexibility, as they have to cope with changing situations and demands, such as new tasks, deadlines, policies, procedures, etc. A Secretary needs to be able to: 

a) Adjust and adapt to different work environments, cultures, and styles 

b) Learn and apply new skills, knowledge, and tools quickly and efficiently 

c) Handle multiple and competing tasks and priorities effectively 

d) Switch and transition between different tasks and roles smoothly 

e) Embrace and accept changes and challenges positively and proactively 

f) Seek and create opportunities for improvement and innovation 

Detail-oriented 

A Secretary needs to have a keen focus on the details, as they have to ensure the accuracy, completeness, and quality of their work, such as documents, reports, presentations, and agendas. A Secretary needs to be able to: 

a) Pay attention to the details and nuances of each task and project 

b) Check and verify the facts, data, and information for each task and project 

c) Edit and proofread their work for errors and inconsistencies 

d) Follow and comply with the standards, guidelines, and regulations for each task and project 

e) Maintain and update records, files, databases, and calendars accurately and regularly 

f) Avoid and prevent mistakes and errors that may affect their work and reputation 

Effective time management 

Secretaries need to have effective time organisation, as they have to manage and balance their time and schedule for various tasks and projects, as well as their personal and professional commitments. A Secretary needs to be able to: 

a) Plan and schedule their tasks and projects 

b) Estimate and allocate the time needed for each task and project 

c) Set and meet the deadlines for each task and project 

d) Use and follow a calendar, planner, or a to-do list 

e) Use various time management tools and techniques, such as timers, alarms, reminders, etc. 

f)  Avoid and eliminate distractions and interruptions that may affect their time and work. 

Taking initiative 

Secretaries need to have the ability to take initiative, as they have to show their willingness and readiness to take action and responsibility for their work, as well as to support and assist their boss and other staff members. A Secretary needs to be able to: 

a) Anticipate and identify the needs and problems of their work and office 

b) Propose and implement solutions and improvements for their work and office 

c) Volunteer and offer their help and expertise to their boss and other staff members 

d) Seek and pursue new learning and development opportunities for their work and career 

e) Demonstrate and express their interest and enthusiasm for their work and office 

f) Go above and beyond their duties and expectations 

Displaying discernment 

Secretaries need to have the skill of displaying discernment, as they have to deal with sensitive and confidential information and situations, such as personal and professional matters of their boss and other staff members, as well as visitors, clients, and customers. A Secretary needs to be able to: 

a) Acknowledge and uphold the importance of maintaining the privacy and confidentiality of their work and workplace. 

b) Protect and secure the information and data of their work and office 

c) Use and share the information and data of their work and office appropriately and ethically 

d) Handle and resolve conflicts and disputes in their work and office diplomatically and discreetly 

e) Exercise and apply good judgment and discretion in their work and office 

f) Avoid and prevent gossip and rumours in their work and office 

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Conclusion 

A Secretary is a key player in any organisation who contributes to the success and growth of the office and the business. In order to excel as a Secretary, it is essential to acquire and nurture a variety of skills that empower them to carry out their responsibilities with efficiency and effectiveness. By having these Secretary Skills, one can not only enhance their present performance but also create pathways for future career advancement and opportunities. 

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