16 Assistant Secretary Skills for Your Career and Resume

Assistant secretaries provide administrative support to an organization’s senior management team. They are responsible for a variety of tasks, including scheduling appointments, preparing correspondence, and managing office supplies. In order to be successful in this role, it is important to have strong organizational, communication, and time management skills.

Attention to Detail

Attention to detail is a skill that can help you perform your job duties well. As an assistant secretary, you may be responsible for reviewing and approving documents such as contracts or legal agreements. Being able to read through these documents thoroughly and understand the details of each agreement can help ensure that the organization’s actions are legally sound.

Filing

Assistant secretaries often perform clerical duties, including filing paperwork. Filing is a skill that can help you become an assistant secretary because it involves organizing and storing information in the correct location. You may use filing skills when creating or updating files for your supervisor, handling correspondence from clients and maintaining records of company transactions.

Problem Solving

Problem solving is the ability to identify and resolve issues. Assistant secretaries often use problem-solving skills when handling challenges in their work, such as resolving conflicts between coworkers or finding solutions to technical problems. You can develop your problem-solving skills by taking courses that teach you how to handle workplace challenges and by practicing active listening, which can help you understand others’ perspectives and find effective solutions.

Customer Service

Customer service skills are important for assistants who work in customer-facing roles. This is because they may be the first point of contact for customers and clients, so it’s important that they can provide excellent service to them. Customer service involves greeting people, listening to their needs and answering questions. It also involves providing information about products or services and recommending what might be best for a customer.

Data Entry

Assistant secretaries often perform data entry duties, which involve entering information into a computer system. This can include typing text and numbers into spreadsheets or databases, inputting employee information into an HR software program or updating files with new information. Assistant secretaries should be able to type at least 40 words per minute to ensure they meet the speed requirements of their position.

Office Administration

Assistant secretaries often perform clerical duties, including maintaining files and records. They may also be responsible for scheduling meetings, taking notes during meetings and transcribing recordings of conversations. Assistant secretaries should have excellent organizational skills to keep track of all the information they handle. They should also be able to type accurately and quickly so they can take accurate meeting minutes and complete other tasks efficiently.

Calendar Scheduling

Assistant secretaries often schedule meetings, conferences and other events for their supervisors. They also manage the calendars of executives and other high-level employees to ensure that everyone is aware of important dates and deadlines. Assistant secretaries use scheduling software to create and update calendars and schedules. They may also be responsible for creating meeting agendas and preparing conference rooms for meetings.

Planning and Coordinating

Assistant secretaries often use planning and coordination skills to ensure their duties are completed on time. They may also use these skills when scheduling meetings, events or other activities for the department they work in. Assistant secretaries who have strong planning and coordination skills can help keep a company’s operations running smoothly by ensuring all tasks are assigned to the right people at the right times.

Communication

Communication is a necessary skill for assistants to have, as they often communicate with other employees and clients. Assistants should be able to clearly convey information in emails, phone calls or face-to-face conversations. They also need to listen carefully when others are speaking so they can understand what their colleagues are saying.

Invoicing

Invoicing is the process of creating and sending an invoice to a customer. Assistant secretaries often handle invoicing duties, including reviewing purchase orders, entering data into accounting software and preparing outgoing correspondence. Invoicing requires attention to detail and knowledge of company policies regarding billing and payment.

Travel Arrangements

Assistant secretaries often travel with their supervisors to meetings and conferences. They need to know how to make travel arrangements, including booking flights, arranging for transportation to the airport and finding accommodations. Assistant secretaries also need to be familiar with various types of visas so they can apply for them when necessary.

Expense Reports

Assistant secretaries often prepare expense reports for their supervisors. This involves recording the expenses, calculating the total and preparing a report that explains the details of each expense. Assistant secretaries may also review expense reports from other employees to ensure they are accurate and complete.

Assistant secretaries use this skill when traveling on business or attending conferences. They can also help their supervisors track company spending by providing them with regular expense reports.

Meeting Coordination

Assistant secretaries often act as the primary contact for their supervisors, so they need to be able to coordinate meetings with other employees. This includes scheduling conference rooms and arranging travel arrangements if necessary. Assistant secretaries also use meeting coordination skills when preparing agendas and taking notes during meetings.

Organization

Organization is a skill that can help you in your role as an assistant secretary. You may be responsible for managing the schedules of several people, so it’s important to keep track of all of their meetings and appointments. You also need to have a good system for keeping track of files and documents related to projects or initiatives your organization is working on.

Document Management

Document management is the ability to create, maintain and organize files. Assistant secretaries often use this skill when creating records of meetings or correspondence with other companies or individuals. They also use it to keep track of company information such as budgets, contracts and employee files. This can include scanning documents into a computer system for easy access and storage.

Flexibility

Flexibility is the ability to adapt to changing circumstances. Assistant secretaries often need flexibility because their work environment can change quickly depending on what stage a project is in and who else might be involved. For example, if an executive assistant has to travel with their boss for several days, they may need to find someone else to cover for them while they’re gone. Flexibility allows assistants to adjust to these changes so that their employers don’t have to worry about finding coverage.

How Can I Learn These Assistant Secretary Skills?

There are a few ways that you can learn the necessary skills to be an effective assistant secretary. One way is to take some courses at a local community college or online that focus on office administration and management. Another way is to find a book or website that outlines the duties of an assistant secretary and what skills are necessary to perform those duties effectively. Finally, you could shadow or work with another assistant secretary in order to learn the ropes and get first-hand experience with the job.