Tips for writing a secretary resume

The company secretary takes on the task of organizing the activities of the labor collective and, in particular, the head of the company. This is an assistant to the head of the company, so there are rather strict requirements for candidates for this vacancy. Let us dwell in more detail on the issues of drawing up a successful resume for a secretary position.

The work of any secretary requires the skill 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 helping the chief executive of the company in his work, as well as saving his work and personal time. Traditionally, the job functions of this specialist include office work, work with a telephone, mini-automatic telephone exchange and office equipment, redistribution of calls, as well as organizing meetings, business trips and some other work.

• Receptionist is responsible for the initial reception of clients and visitors, communication by phone, receiving faxes, as well as service support of the head's negotiations.
• The job responsibilities of the administrator includes the organization of the most effective interaction of employees of the enterprise, maintaining order in the office space, servicing office equipment, providing the office of the company with all the necessary stationery and household goods.
• The tasks of a personal assistant manager are slightly different. This specialist is always aware of upcoming events.It is on his shoulders that the scheduling of the chief's working meetings, the fulfillment of his personal assignments and many other tasks, which are usually negotiated in each case individually, fall on his shoulders.
• Court clerk usually attached to one judge - this employee takes part in court sessions and performs all the necessary documentary work. The judicial secretary is engaged in archiving documents, transferring materials to the office, keeping the minutes of the court session, as well as sending summons. The requirements for this position are very high: the employee must have a higher legal education and professional experience of at least 2 years.
• Press secretary supervises the issues of brand presentation, interacts with the media, compiles a selection of relevant 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 making important decisions, and also carries out one-time orders from the chief.

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

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

• reception of incoming letters and applications, their redistribution, transfer to responsible persons;
• acceptance of documentation for signature by the chief;
• answering incoming phone calls and forwarding them;
• organization of business negotiations for the chief;
• preparation of appeals, letters and other documents at the request of the chief;
• preparation of 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;
• provision of services for organizing a meeting of the head's guests;
• control over the execution of the orders of the administration by the employees of the company;
• providing the company's administration with the office supplies, office equipment and other means necessary for work, contributing to the smooth work of personnel;
• reception of visitors;
• maintaining the archive of the company;
• organization of business trips for the first person of the company: purchasing tickets, as well as booking hotel rooms;
• execution of other orders.

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

• office work;
• conducting telephone conversations;
• meeting and initial consulting of clients;
• maintaining the life of the office;
• processing of correspondence;
• organization of events and business meetings;
• time management of the head;
• knowledge of office equipment and office PC programs.

Which skills are in priority depends on the field of activity of the company... For example, if you need a secretary to a medical center, then you will hardly need deep knowledge of office work and workflow, you are unlikely to need the ability to draw up documents for obtaining a visa. This position requires the ability to communicate with clients, knowledge of the basics of medical science, the ability to communicate on the phone in large volumes.

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

• optimization of the company's workflow;
• creating an optimal working climate in the office;
• organization of a system of interaction between departments;
• Travel support;
• coordination of the activities of courier and cleaning services.

A competent secretary must have such important qualities as:

• openness to communication;
• responsibility and focus on results;
• active life position;
• ability to perform duties in a multitasking environment;
• the ability to quickly switch from one activity to another;
• lack of any bad habits;
• stress tolerance;
• accuracy and scrupulousness;
• the desire to bring what has been started to the end;
• decency;
• the ability to work with personal information;
• Correct oral and written language;
• good knowledge of business etiquette;
• the 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. However, a lack of experience is not a reason to get upset, you can always highlight the 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 touch typing (300 characters per minute).

In order to qualify for the position of an assistant secretary in a reputable company, you need to have a higher education. However, effective performance of duties often requires additional courses and trainings in office work, archiving, as well as training in working with office equipment... In smaller offices, secretaries often perform the duties of an associate lawyer or keep accounting records. In this case, respectively, you will need a legal or economic education.

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

• Hobbies and hobbies... It is not necessary to describe in detail how you like to grow flowers / knit / embroider in case your future activity has nothing to do with this.
• All available work experience. Many people start 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 stay at 2-3 places in a similar specialty.
• The secretary must have a pleasant appearance, so it is advisable to attach a photo to the resume. However, no sexual overtones are allowed here - limit yourself to a strict ID photo. Images in a swimsuit or in a restaurant may be incorrectly reproduced.

A cover letter is optional, but it will nevertheless make a good impression on a potential employer. It is not worth repeating in it everything that is written in the resume itself. Here you need to indicate your interest in the vacancy and briefly emphasize the presence of basic skills and competenciesto help you fulfill your professional duties.

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

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

Ivanova Olga Ivanovna

etc .: 10.01.1985

place of residence: Rostov

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

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

goal: the position of the personal secretary of the head

Education

Rostov Economic Institute

Socio-economic faculty

BC "Professional Education", seminar "Fundamentals of secretarial affairs"

work experience

01.2013 - present time JSC "Trading House"

position: secretary

responsibilities:

• planning the director's work schedule;
• office work;
• maintaining the uninterrupted life of the office.

09.2008 - 12.2012 OJSC "Medcenter Plus"

position: receptionist

responsibilities:

• reception and redistribution of telephone calls;
• work with correspondence;
• meeting visitors;
• initial consulting of clients.

Skills:

• experience in office work;
• knowledge of office computer programs;
• grammatically correct speech;
• acquaintance with office equipment.