The role of a secretary or administrative assistant is to help a company, a team or a top manager of a large company. There is a common sense that it is an easy job that anyone can do. On the contrary! These people are often the driving forces of most companies.
For example, when the company is in bad shape, it is often forced to reduce its workforce … It is often in these moments when a company is reduced in size, that one realizes the importance of secretaries.
Specific qualities distinguish a good secretary from an excellent secretary. Read on to learn more about the qualities that are highly sought after by recruiters and employers and that distinguish an excellent administrative assistant!
One of the reasons is that it will probably be the first point of contact for customers or users. In order to rid the management of any unnecessary pressure, the assistant can also answer phone calls, greet visitors and bring the first elements of answers to customers. This allows senior managers to run the business without having to undertake these missions which can be very time-consuming.
However, it is also not a mission that is simple to perform. Customers can be very complicated to manage, especially when they are dissatisfied, dissatisfied or completely lost. The secretary must, therefore, have a very good ability to listening, understanding, and reaction. In addition, assistants must be able to accurately relay messages and information. As a result, excellent communication skills are essential to the mission.
skills-organization if a company uses an administrative assistant, it is probably because its activity is dynamic and quite intense. The role of a secretary is therefore to ease the administrative and day-to-day operations of the company. On the other hand, it can be tricky when there is an incalculable number of responsibilities to assume.
Organizational skills are another very important quality of a good secretary. If she does not know how to prioritize and keep track of everything that has been done or needs to be done, something can slip through the cracks, which can make things worse for the company. Whether it is filing files or scheduling meetings, an administrative assistant must be able to organize the elements of their environment quickly and efficiently!
3. Time management
skills-management time in addition to organizational skills, time management is crucial for secretaries. Although you may not have enough time in the day to sort out what needs to be done, your job as an administrative assistant is to do it! Prioritization and the ability to handle distractions help keep you focused. You must be able to decide when it is time to move from one task to another. It’s a skill that every business needs when they hire a secretary to make their organization optimal.
In addition, it is very important that the secretaries are well aware of the working hours. Their punctuality must be irreproachable, especially as the right hand of management. Even a few minutes, here and there, can cause confusion, disorder or discontent.
Because of the amount of responsibility incumbent on most secretaries, the paramount quality that employers seek is their level of reliability. Responsibilities and hours of work are not always well defined for those who work in a busy office. Employers want to ensure that their assistants are ready to go beyond their function without being overwhelmed during emergencies.
Administrative assistants must be reliable on a day-to-day basis, managers must be able to trust them and be assured that the missions are carried out correctly without having to make micro-management.
Secretaries are also at the heart of all conversations, transactions and other communications circulating in the office. Of course, being aware of an abundance of information, possibly confidential, involves great responsibilities. A good secretary knows that you should not divulge information about customers, the company or your employer. The latter will instead turn to a person who avoids gossip with other people in the office.
6. Customer service
Knowing how to steer the clientele is a desirable quality in virtually any profession. However, for secretaries, this is particularly important because they may deal with customers on a daily basis. Whatever the level of qualification of an assistant, if he does not personally invest to help ensure real satisfaction, the company will derive very little benefit.
An administrative assistant needs to know how to work and deal with customers, understand their needs so they can respond appropriately. A positive experience with the secretary will only have a positive impact on the reputation and image of the company.