The description of a good secretary? He is dedicated, attentive and well organized. He should be able to express himself correctly, whether on the phone or by email, so that what he is saying is clear. By meeting all these requirements and doing a good job, you can play an indispensable role in the team. This way the place will be kept and it will always be interesting to go to the office.
Steps
Step 1. Always be on time
This aspect gives you the opportunity to please your boss, while delays won't allow you to build a good reputation.
Step 2. Always be prepared to answer unexpected questions, but also expected ones
This is essential for giving your boss the information they need in meetings and other occasions. He may also ask you to write an entire speech for him. Staying on track to meet its goals and the direction the company is taking will allow you to do a good job and be indispensable.
Step 3. Always be aware of what the boss is up to
If he has a meeting and he forgets about it, you should be the one who reminds him to get ready half an hour before (or an hour, depending on the organization and the commitments he has).
Step 4. Prepare to answer her phone calls
Do this every time he calls you: it is important to always be at his disposal. Prepare a standard greeting to use when answering for him, this to maximize the company's public relations in his absence. Here's an example: “Hello, [name of your office, your boss or company]. I'm his secretary. How can I help you?". Ask for the name and phone number of your interlocutor, also informing you of the best time when he can be called back. Afterwards, notify the boss as soon as possible so he can take care of it. It's a good practice in the business world and will allow him to make a good impression, since he will immediately make himself heard with the customer (or anyone else) thanks to your diligence. Obviously, these are all points to your advantage.
Advice
- Try to do what you can, even when you don't think you're ready.
- Always use spell checking tools. There is nothing worse than sending a document that will be in the public domain full of grammatical errors. Both you and the company will make a bad impression, because it will appear that you are not educated or that you do not respect others.
- Wear office-appropriate clothes and be an organizational model. Remember that you will be the image of the company.
- Do what the boss says quickly and effectively and show initiative beyond the usual tasks so he doesn't have to guide you all the time.
- Always be polite towards everyone.
