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 twocategories 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 TipsWhen 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.