Secretaries play a vital role in organizations, requiring skills such as communication, event planning, problem-solving, and technology proficiency. They must also have excellent grammar and proofreading skills, and may need specialized knowledge in fields such as medicine or law.
Modern secretaries are often the glue that holds an office or organization together, ensuring that employees and clients are in the right place at the right time and have the appropriate documents and information. Secretary skills range from setting appointments and setting up meeting rooms to preparing legal documents. The type and size of company a secretary works for will often dictate what skills are needed; However, there are some basic secretarial skills that all secretaries should master, including typing, programming, and telephoning.
Top-notch communication skills are essential for secretaries. It is important for secretaries to be able to clearly communicate and share information with clients and colleagues in a variety of ways, including over the phone, written documents and presentations. Secretaries often orchestrate the day’s events for a boss or department, including scheduling meetings and providing necessary documents for meeting attendees. Creative problem-solving skills are also critical as secretaries face a variety of tasks every day.
In addition to common office tasks, secretarial skills should also include event planning. Large meetings are often held in offsite locations, such as a conference center or hotel boardroom. In addition to reserving meeting space and providing directions for all parties to get there, the secretary is often tasked with arranging overnight accommodations, car rentals, and shuttles for attendees. Ordering snacks, meals, and drinks for guests throughout the course of the meeting also typically falls to a secretary, as does ensuring the room is set up correctly and provides appropriate technology connections.
The ability to use correct grammar, punctuation and spelling is essential for preparing documents, presentations and correspondence. Secretary skills should also include the ability to effectively proofread work to create error-free documents. Some specialist positions, such as medical and legal secretaries, also require a thorough understanding of the terms used in these professions. The ability to create a variety of visual graphics for online use, handouts and group presentations is another skill commonly required of secretaries.
Domain technology is required for almost all secretary positions. Secretary skills should include advanced e-mail skills, including working with attachments, handouts, and photos created with a variety of software programs. Many secretaries operate on the go, so mastering the latest wireless communication skills is essential. Documents and photos often need to be edited and shared, so the ability to work with a variety of computer programs is essential.
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