the super secretary

1. remind you of your appointment / schedule much ahead of time.
2. retrieves documents, contacts etc. within time.
3. have minimum typo / grammar mistakes on letters / memos.
4. sends and receives email on your behalf.
5. can research on the internet for you on any given topic.
6. can create effective presentations on the computer for you.
7. maintain a positive attitude under pressure.
8. has a better memory than you.

1. job description of an effective secretary

01. your individual job description (develop your own – exercise)
02. avoiding distractions
03. a good secretary is a good manager
04. how to have a memory better than your boss
05. how to stay a step ahead of your boss
06. consistently anticipate your boss’s needs
07. gain the respect of your boss and be taken seriously
08. get what you need from others to accomplish your job and achieve your boss’s goals
09. be seen by your boss and by others as a valuable professional resource
10. expand your administrative management skills to enhance your upward mobility
11. identifying several essential skills
12. developing a trusting partnership with your boss
13. complementing each other’s work styles
14. anticipating and proactively supporting the boss
15. informing the boss...influencing the boss
16. making decisions with the boss and for the boss in absentia
17. using power thoughtfully
18. develop a trusting relationship with your boss
19. partner with multiple bosses and other office professionals

2. time management, organizing & goal setting

01. conquer procrastination and stress
02. improve comprehension and focus
03. perform better when juggling people, paper and priorities
04. juggle multiple responsibilities
05. coordination with other departments
06. how to keep yourself organized
07. keeping track of events, projects, appointments etc
08. prioritizing: the s.m.a.r.t. way to set goals...the five-step time management plan
09. using your power skills to handle the mass of information on your desk
10. accessing your memory and recall skills
11. staying in control: how to use stress to your advantage and handle burnout
12. reading more effectively by increasing comprehension

3. organizing meetings

1. know with whom to communicate when making meeting planning tasks
2. match room setup with meeting objectives
3. select the appropriate hotel facilities and a/v equipment
4. creativity at work
5. keeping a positive attitude
6. dealing with negativity & de-motivation & conflict at the workplace
7. having active listening skills

4. communication / inter-personal skills (changing your language)

1. techniques for screening out incoming mail & highlighting crucial areas
2. how to tackle complaints?
3. telephone skills
4. creativity at work
5. keeping a positive attitude
6. dealing with negativity & de-motivation & conflict at the workplace
7. having active listening skills

5. master communication skills to add to your credibility and influence

6. handle conflict and discourse with agility and professionalism

7. communicate more effectively with sr executives, colleagues and clients

8. flex your communication style to better match your organization’s culture

9. handle office politics and turf wars effectively and gracefully

characteristics of a good secretary

the role of secretary of a management committee can be key to the efficient functioning of the committee, particularly in organisations with few or no paid staff members. below are some of the qualities, skills and knowledge which should be demonstrated by those carrying out this role

quality, skills & knowledge

a good management committee secretary will:

01. be methodical, with good eye for detail

02. be well organised, with an orderly mind

03. bring objectivity to the proceedings

04. deal promptly with correspondence

05. be able to take accurate notes of meetings

06. make sure members receive all the necessary material

07. bring the necessary material to the meeting

08. work well with the chairperson

09. ensure quorum is met for meetings

10. have knowledge or experience of committee procedures



do's and don'ts

+ a good secretary will:

+ a good secretary will not:

1+ be organised.

1- ignore correspondence.

2+ keep copies of all correspondence.

2+ keep information to her/himself.

3+ check quorum is met for meetings.

3- be late for meetings.

4+ respect confidentiality.

4- throw away important papers.

5+ work closely with the chairperson.

5- write down trivial details of all discussions at every meeting.

6+ make it easy for others to take over by keeping clear records.
6- rely on his/her memory.

7+ prepare for meetings well in advance.

7- repeat private conversations.

8+ summarise discussions effectively.

8- organise meetings at the last minute.

9+ keep people informed.

9- ensure accurate minutes of meetings are kept.

how to become a good secretary

it is well known that working as a secretary is not the easiest thing in the world and usually what is going on in reality is in the opposite, secretary happens to be tough and tough position. but how to get pleasure, make your work more productive and also get noticed? in this article you will find the answers to the questions which were torturing you for so long.

things you'll need: 1. strong will 2. patience 3. positive attitude 4. smile

1. at first, lets make it clear - what do you want to get from your job? is it just a temporary work, you do it in order just to earn some money and then you are done with it? or is it a starting position in your career, you fully understand it so take it seriously? i am going to talk about the second option when your attitude to secretarial work is serious and you do it with responsibility.

2. so that is it, your first day work day has come, you are in panic, don't know how to start, what to do and how to deal with endless stream of new information? concentrate and be calm - that is the best way to act in stress situations and first thing you better remember from the beginning. you need to understand that it won't be like that forever, it is happening because of lack of experience and knowledge, once you get to the point of how it all works, you will feel like fish in the sea.

3. in this position you must be very attentive, be stickler for details otherwise you may get into trouble. therefore what i suggest is to get a notebook or writing pad. i underline it, you need a book not sticker notes which you stick wherever it is possible, and as a result you lose information. important here is size, don't get too big, in the opposite it will be more convenient with small one, the size of organizer or address book. there you write a plan of the things you have to do tomorrow - yes, tomorrow, because you just wont have time to make it on the same day, therefore i strongly recommend you to do it the day before with a clear head.

4. be reasonable and try to distinguish the importance and urgency of your tasks. start your day with dealing with the matters which have some deadlines and were asked to be done by your boss. after everything is successfully done, you can get down to less important things.

5. don't be afraid to ask questions if you don't understand or confused about something especially if you are a novice in the company. there is nothing wrong in it, in the opposite it will show you from the better side - you display interest and desire to learn, that is always a good quality. but do it in a relaxed and friendly way, the main rule here is to be polite with your colleagues, always express your gratitude.

6. if you are a secretary for the whole office and being showered with all kind of tasks, don't despair - there is a way out from this situation as well - when someone gives you work and you are being busy with other things, take it but don't be shy to say that you are now doing something else given to you by (say who) and after you finish you will start working on it, unless, of course, it does not requite immediate actions.

top 10 qualities of a great secretary

01. organized and detail oriented.

02. puts the boss's and company's "best foot forward" since he/she will most likely come in contact with clients before the boss does.

03. always answers the phone and greets visitors with a smile on his/her face and in his/her voice.

04. has up-to-date skills and the ability to learn new skills and procedures with ease.

05. knows when to keep his/her mouth shut and when not to. doesn't quibble over the small stuff.

06. listens well and presents solutions rather than dwell on problems.

07. presents a professional appearance and attitude at all times. doesn't bring personal problems to work.

08. follows through quickly and efficiently with all tasks.

09. terrific spelling and grammar skills, and knows how to interpret the boss's hieroglyphics!

10. remembers the pressures the boss is under and doesn't bother the boss with every little problem.

how to become a secretary

1. obtain a degree in business administration or attend classes offered by community or vocational schools. there are 2-year degrees available in secretarial training. training involves computer and keyboarding classes and office skills. entry-level positions don't require training, but some basic computer and office skills are necessary. you must also type quickly and proficiently.

2. become proficient in skills such as keyboarding, spelling, communication, grammar and punctuation. employers of secretaries also seek honesty, discretion and organization. secretaries must often work independently and organize their work to become efficient in the office.

3. go into a field that you enjoy. if you would like working in healthcare, apply for a medical secretary position. legal secretaries require special training, but the earning potential is higher than that of other secretaries.

4. apply for an entry-level secretarial position in an office even before you have training. experience on your resume is often looked upon as greater than some training courses.

5. be prepared to learn on the job. many secretarial positions require job-specific skills. employers or co-workers help get you started and may offer specific training courses for that particular job.

6. dress appropriately for an office position when being interviewed for a secretarial position. a secretary is often the first person clients see. employers want you to look professional and appropriate.