Question 1

What kind of tasks might a secretary be asked to do?

Accepted Answer

1. Answer phones and take messages.
2. Greet visitors and direct them to the appropriate department.
3. Schedule and coordinate meetings and appointments.
4. Prepare correspondence, reports, and other documents.
5. Manage travel arrangements for staff.
6. Maintain filing systems and databases.
7. Order office supplies.
8. Prepare presentations and spreadsheets.
9. Handle confidential information with discretion.
10. Process incoming and outgoing mail.

Question 2

What are the typical duties of a secretary?

Accepted Answer

Typical duties of a secretary can include:

-Answering phone calls and directing them to the appropriate person
-Greeting visitors and directing them to the appropriate person
-Scheduling appointments and managing calendars
-Composing and preparing correspondence, reports, and presentations
-Preparing agendas and making arrangements for meetings
-Managing files and databases
-Performing basic bookkeeping tasks
-Ordering and maintaining office supplies
-Taking dictation and transcribing notes
-Coordinating office activities and operations to secure efficiency and compliance with company policies
-Providing general administrative and clerical support to departments or individuals
-Developing and implementing new administrative systems, such as record management

Question 3

What kind of qualifications do I need to become a secretary?

Accepted Answer

In order to become a secretary, you will need to have a high school diploma or equivalent. You should also have some experience in administrative work, as well as basic computer skills. You may also need to have excellent organizational, communication, and customer service skills. Depending on the industry, you may also need to have specialized knowledge of the industry or specific software.

Question 4

What types of software do secretaries need to know?

Accepted Answer

1. Word processing software: Microsoft Word, Apple Pages, Google Docs, etc.
2. Spreadsheet software: Microsoft Excel, Apple Numbers, Google Sheets, etc.
3. Calendar and scheduling software: Microsoft Outlook, Google Calendar, Apple Calendar, etc.
4. Email software: Microsoft Outlook, Gmail, Apple Mail, etc.
5. Database software: Microsoft Access, FileMaker Pro, etc.
6. Presentation software: Microsoft PowerPoint, Apple Keynote, Prezi, etc.
7. VoIP software: Skype, Zoom, etc.
8. Document scanning and imaging software: Adobe Acrobat, OmniPage, etc.
9. File sharing software: Dropbox, Google Drive, Microsoft OneDrive, etc.
10. Account software: QuickBooks, Wave Accounting, etc.

Question 5

How do I become certified as a secretary?

Accepted Answer

The process for becoming a certified professional secretary (CPS) varies depending on your location, but generally involves completing a set number of work experience and/or post-secondary education courses. Additionally, you must pass the CPS exam administered by the International Association of Administrative Professionals (IAAP). After passing the exam, you will become a certified professional secretary and receive your CPS certification.

Question 6

What are the job opportunities for secretaries?

Accepted Answer

Job opportunities for secretaries vary depending on the industry, but generally involve administrative tasks such as scheduling appointments, preparing documents, managing files, and providing customer service. They may be employed in a wide range of industries, including healthcare, legal, finance, education, and government. Positions may be full-time, part-time, or contractual. Depending on the industry and company, secretaries may also be referred to as administrative assistants, executive assistants, office managers, or office coordinators.

Skills Required of a Secretary

Frequently asked questions