Modern secretaries are often the glue that hold an office or organization together by making sure staffers and customers are in the right place at the right time and have the appropriate documents and information needed. Secretary skills range from booking appointments and setting up meeting rooms to preparing legal documents. The type and size of company a secretary works at will often dictate what skills are required; however, there are some basic secretary skills all secretaries should master, including typing, scheduling and phone skills.
Top-notch communication skills are critical for secretaries. It is important for secretaries to be able to clearly communicate and share information with customers and colleagues in a variety of ways, including on the phone, in written documents and through presentations. Secretaries often orchestrate the day's events for a boss or department, including scheduling meetings and providing required documents to those attending the meetings. Creative problem-solving skills are also critical, as secretaries face a variety of tasks every day.
In addition to common office tasks, secretary skills should also include event planning. Large meetings are often held at off-site locations, such as at a conference center or hotel meeting room. In addition to booking a meeting space and providing directions for all parties to get there, a secretary is often tasked with arranging overnight accommodations, car rentals and airport shuttles for attendees. Ordering snacks, meals and beverages for guests throughout the course of the meeting also often falls to a secretary, as does ensuring the room is set up correctly and offers appropriate technological hookups.
The ability to use correct grammar, punctuation and spelling is critical for preparing documents, presentations and correspondence. Secretary skills should also include being able to effectively proofread work in order to create error-free documents. Some specialty positions, such as legal and medical secretaries, also need to have a thorough understanding of terms used in those professions. The ability to create a variety of visual graphics for online use, handouts and group presentations is another skill typically required of secretaries.
Mastering technology is required for nearly all secretary positions. Secretary skills should include advanced email abilities, including working with attachments, flyers and photos created with a variety of software programs. Many secretaries operate on the go, so mastering the latest wireless communication skills is a must. Documents and photos often need to be edited and shared, so the ability to work with a variety of computer programs is essential.
