By: Sharmin Yameen February 7, 2009

By: Sharmin Yameen February 7, 2009

Why Are You Needed? As an administrative assistant, you are hired

to relieve your busy employer of a great deal of work, especially the details of office procedure and other matters that do not require your employer’s personal involvement.

You’ll act as a liaison between your boss and

the rest of the company.

Qualities The qualities of secretary can be divided into

two categories such as: a) Business attributes b) Personal attributes

SKILLS The skills required to accomplish the duties of an

office manager can be grouped into three categories: Conceptual Skills Interpersonal skills Technical Skills

Conceptual Skills Conceptual skills include the ability to analyze

problems and come up with solutions and to identify potential problems and prevent them. 

Identifying and correcting inefficient processes is

an example of a conceptual skill. 

This category also includes the ability to work

without close supervision, be detail oriented, demonstrate sound reasoning and judgment, and have the ability to make decisions. 

INTERPERSONAL SKILLS Establishing and maintaining effective working

relationships.

Supervising and supporting junior staff Identifying and solving problems using judgment

and initiative

Influencing others and negotiating successfully with

them

Communicating effectively with others to co-

ordinate administrative procedures

Technical Skills Technical skills include the ability to use computer

technology. 

 They also include specialized knowledge and

abilities in numerous areas such as communication systems, records management, finance, human resources, facilities, commercial printing, mail processing, to name a few.

The ability to coordinate several activities at once,

set priorities, and establish and meet deadlines are other examples of technical skills.

Relationship with the Boss

What is Communication? The transferring and understanding of

meaning.

Telephone Etiquette Tips When you take a call, turn away from your computer,

desk, and other work. Don’t allow distractions to take your attention away from the caller. Always have something available to write with. Answer calls by the second or third ring. Smile when you answer your calls. Even though the

caller can’t see it, they’ll hear the smile in your voice.

Use a “telephone voice” in which you control

your volume and speed. Speak clearly. Be enthusiastic and respectful. Greet the caller, and identify yourself,

your business, and your department.

Ask the caller, “To whom am I speaking?” Ask your caller, “How may I help you?” Avoid unnecessary jargon and acronyms

in your conversations.

Use the caller’s name in your

conversation.

Practice good listening skills. If there is a problem, be concerned,

empathetic, and apologetic.

Thank your caller for calling. Ask them to

call again. Never eat, drink, or chew gum while you

are on a call.

A few observations Data errors Misuse of stationary specially envelopes ,

papers etc. Meeting deadlines are impossible in terms of

indicators, reports, goals etc.