Secretary Summary Writing Tips

The company secretary takes on the tasks of organizing the work of the labor collective and, in particular, the head of the company. This is an assistant to the head of the company, therefore quite strict requirements are imposed on candidates for this vacancy. Let us dwell in more detail on the issues of compiling a successful resume for applying for a position of secretary.

The work of any secretary requires the ability to quickly switch from one type of work activity to another. This person performs a variety of tasks, but all of them are aimed at assisting the first person in the company in work, as well as saving his working and personal time. Traditionally, the job functions of this specialist include paperwork, working with the telephone, PBX and office equipment, redistributing calls, as well as organization of meetings, business trips and some other work.

• Secretary at the reception He is responsible for the initial reception of customers and visitors, communication by phone, receiving faxes, as well as service support for negotiations of the head.
• Admin duties includes the organization of the most effective interaction between the employees of the enterprise, maintaining order in the office space, maintenance of office equipment, providing the company’s office with all the necessary stationery and household goods.
• The tasks of the personal assistant to the leader are slightly different. This specialist is always up to date with upcoming events.It is on his shoulders to draw up a schedule of working meetings of the boss, fulfillment of his personal assignments and many other tasks, which are usually specified individually in each case.
• Court clerk usually attached to one judge - this officer takes part in court hearings and performs all necessary documentary work. The court clerk is engaged in archiving documents, transferring materials to the office, keeping a record of the court session, as well as sending out subpoenas. The requirements for this position are very high: the employee must have a higher legal education and at least 2 years of professional experience.
• Spokesperson oversees issues of brand presentation, interacts with the media, compiles a selection of current news. The personal assistant accepts all correspondence, prepares all business papers for the first person of the company, collects information in one way or another related to the adoption of important decisions, and also performs one-time orders of the boss.

Any resume consists of several blocks. Below are recommendations on what to indicate in each of them to the future secretary.

In an expanded version, the list of job tasks of any secretary is as follows:

• acceptance of incoming letters and applications, their redistribution, transfer to responsible persons;
• reception of documentation for signature to the head;
• answering incoming calls and forwarding them;
• organization of business negotiations of the chief;
• drawing up appeals, letters and other documents at the request of the head;
• preparing meetings and working meetings, collecting the necessary materials, notifying all participants of the event about the place and time of their holding, finalizing the minutes of the meetings;
• the provision of services for organizing a meeting of guests of the head;
• control over the execution by company employees of the orders of the administration;
• providing the company’s administration with the necessary stationery, office equipment and other means to facilitate the smooth operation of the staff;
• reception of visitors;
• maintaining the archive of the company;
• organization of business trips of the first person of the company: purchase of tickets, as well as hotel room reservations;
• execution of other instructions.

A successful candidate for the position of secretary must have the following skills, which can be indicated in the resume:

• paperwork;
• conducting telephone conversations;
• meeting and initial consultation of clients;
• office support;
• correspondence processing;
• organization of events and business meetings;
• time management of the head;
• knowledge of office equipment and office PC programs.

What specific skills are in priority depends on the sphere of activity of the company. For example, if a secretary is required at a medical center, then in-depth knowledge of paperwork and document management is unlikely to be needed, you will hardly need the ability to draw up documents for a visa. This position requires the ability to communicate with customers, knowledge of the basics of medical affairs, the ability to communicate on the phone in large quantities.

Professional achievements are important for any employer; among the most significant, the following points are usually distinguished:

• document management optimization of the company;
• creating an optimal working climate in the office;
• organization of a system of interaction between units;
• Travel support
• coordination of courier and cleaning services.

A competent secretary should possess such important qualities as:

• openness to communication;
• responsibility and result orientation;
• active life position;
• ability to perform duties in multitasking;
• the ability to quickly switch from one activity to another;
• the absence of any bad habits;
• stress resistance;
• accuracy and scrupulousness;
• the desire to complete what was begun to the end;
• decency;
• ability to work with personal information;
• Correct oral and written language;
• good knowledge of business etiquette;
• ability to act in a team.

If you have already worked as a secretary, then it will not be difficult for you to describe your work experience. It will be much more difficult for those applicants who are looking for work in this specialty for the first time. Nevertheless, the lack of experience is not a reason to be upset, you can always highlight your key skills that you possess.

For example, you can specify:

• fluency in English and Spanish;
• possession of all basic office programs;
• knowledge of office equipment;
• 10-finger blind typing (300 characters per minute).

In order to apply for the position of secretary-referent in a respectable company, you need to have a higher education. However, effective performance of duties often requires additional courses and trainings in clerical work, archiving, as well as training in working with office equipment. In small offices, secretaries often additionally perform the duties of a junior lawyer or maintain accounting records. In this case, respectively, you will need a legal or economic education.

Let us dwell a little more on what does not need to be indicated in the resume.

• Hobbies and hobbies. You should not paint in detail how you like to grow flowers / knit / embroider in case your future activity is not related to this.
• All available work experience. Many begin their career with positions such as a salesman, janitor or cleaner. If you have been working for more than 10 years, it will be quite enough to stop at 2-3 places in a similar specialty.
• The secretary must have a pleasant appearance, therefore it is advisable to attach a photograph to the resume. However, no sexual background is allowed here - confine yourself to a strict photo “for documents”. Images in a swimsuit or restaurant may not be correctly processed.

A cover letter is not required, but nevertheless makes a favorable impression on the potential employer. It is not necessary to repeat everything that is written in the resume itself. Here you need to identify your interest in the vacancy and briefly emphasize the presence of basic skills and competenciesto help you with professional duties.

At the end of the letter, thank for your interest and express sincere hope for a response.

In conclusion, we present a ready-made resume template for the position of secretary.

Ivanova Olga Ivanovna

d.: 10.01.1985

location: Rostov

mob telephone: +7 (***) **-**-***

e-mail: ***@***. **

target: position of the personal secretary of the head

Education

Rostov Institute of Economics

Social and Economic Faculty

BC "Vocational education", seminar "Fundamentals of secretarial affairs"

experience

01.2013 - present JSC Trading House

position: secretary

responsibilities:

• director schedule planning;
• paperwork;
• maintenance of uninterrupted office life.

09.2008 - 12.2012, OJSC "Medical Center Plus"

position: reception administrator

responsibilities:

• receiving and redistributing phone calls;
• work with correspondence;
• meeting of visitors;
• initial customer consultation.

Skills:

• record keeping experience;
• knowledge of office computer programs;
• grammatically correct speech;
• Acquaintance with office equipment.