Be the Best Secretary You Can Be
When you are starting off on a new secretarial career, you may be excited and nervous. You will soon be responsible for completing many tasks at once and helping different people. You may possess many skills needed to be successful, but there is always room for growth. Read this article for advice on starting out in your new position.
A large part of being a secretary will be using different forms of technology. Hopefully, you are already familiar with Google Suite and Microsoft Office, but the tools you will use could be even more complex. You could look into talking to your manager about investing in help desk software in case you ever come across issues while you are working.
There may be training you can attend, videos you can watch, and books you can read about some of the devices and software that you may be required to use. Do not be afraid to ask questions when you are starting out.
The nature of your position as a secretary means that you will always have something that you are working on. It is very realistic to assume that some projects and tasks will be ongoing or require follow-up from day to day or week to week. If you plan on staying organized, creating lists will help you tremendously.
It may even be beneficial for you to keep a short-term and long-term list. Or an urgent and not so urgent list, so that you can keep track of what you are working on. It will also feel great when you are able to cross items off of the list. This can give you a sense of accomplishment.
You will want to set aside a time that you can meet with your manager or supervisor on a regular basis. This can be a time that you are communicating with each other on current events. This may be when you ask important questions and get clarification on some of your duties. If your boss is out of the office often or if they have a very busy schedule, this is important.
Once you are in your routine, you may ask your boss what day of the week works best for them for you two to have a sit-down conference. After you have observed their schedule you may notice a day wherein their mornings or afternoons are less busy than others, and you may suggest that is a good time for you both to meet.
A good thing about being a secretary is that each day can look and feel different than the day before. You may never experience a dull moment which can help your time go by faster and help you feel fulfilled. One personality trait that can help tremendously in this area, is the ability to be flexible.
You may deal with canceled or rescheduled appointments often, which is simply a part of the job. You can only control the things that you personally touch, so you have to be able to give up control on the things you cannot avoid. Sometimes people are unreliable, or unexpected incidents occur, and that is something you will have to deal with.
There is a strong possibility that you will be the first person that a client or customer talks to or sees when doing business in your office. You want to set the tone for their meeting and their day, which means that you will need to remain upbeat.
You are only human and you do not need to behave like a robot, but your boss will appreciate you greeting everyone with a smile and warm welcome. Find something every day that for you to be happy about, and act accordingly.