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As a secretary, you hold a pivotal role in the smooth operation of an organisation. When preparing for a job interview for a secretary position, it is crucial to be well-equipped to handle common interview questions with confidence and professionalism.
Job interviews can be nerve-wracking, but you can significantly increase your chances of success with thorough preparation.
“So, when answering job interview questions for secretaries, “It is crucial to share the whole picture to set the context for your response,” says Joyce Kwong, Associate Manager at Page Personnel Hong Kong.
Also, Kwong adds, it is not just about highlighting your skills and qualifications at job interviews but also about demonstrating the right attitude.
Related: How to stand out during interviews for secretarial positions
The work of a secretary can vary from one company to another. Smaller companies may require secretaries to wear more hats, while multinational corporations usually have specific secretarial responsibilities.
Whether you are a seasoned secretary looking for a new opportunity or a recent graduate starting your career, ahead are some of the most frequently asked interview questions and example answers for a secretary job, and valuable insights and tips on how to craft effective responses that highlight your skills, experience, and suitability for the role.
Be sure to customise your response based on your experiences and the specific job you are applying for. Always maintain a professional and positive tone in your answers.
Related: 8 questions to ask your recruiter before your job interview
This question assesses your organisational and administrative skills and ability to manage calendars, schedule appointments, and coordinate meetings efficiently. It may also include questions about software or tools used for calendar management.
“In my previous role as a secretary at XYZ Corporation, I managed multiple calendars for senior executives, scheduled appointments, and coordinated meetings with internal and external stakeholders. I used Microsoft Outlook extensively to create and maintain calendars, schedule appointments, and set up recurring meetings.
To ensure efficient calendar management, I prioritised appointments and meetings based on urgency and importance while considering the availability of attendees. I proactively coordinated with team members to gather their availability and preferences and to finalise meeting times. I also ensured that meeting invitations were sent out promptly, and I followed up with any changes or updates.
In addition, I made sure to include all relevant information in meeting requests, such as meeting agenda, location, and required materials, to ensure that attendees were well-prepared. I also confirmed meeting attendance and resolved any scheduling conflicts that arose.”
Related: How to use the STAR technique to excel in job interviews
As a secretary, you may have access to sensitive and confidential information, such as executive communications, financial data, and employee records. It is crucial to demonstrate your ability to handle confidential information professionally and maintain strict confidentiality in the workplace.
When responding to this question, emphasise the importance of confidentiality in your role and provide examples of how you have handled sensitive information.
“I understand the significance of maintaining confidentiality in the workplace, especially as a secretary who often handles sensitive information. In my previous roles, I have been entrusted with confidential information and have always taken appropriate measures to protect it.
This includes using password-protected systems, shredding documents when necessary, and strictly adhering to the company’s confidentiality policies. I have also been mindful of not discussing confidential information with unauthorised individuals and have always prioritised maintaining the trust and integrity of the organisation.”
Related: How to write a strong CV for administration roles
This questions your ability to multitask and prioritise tasks effectively. It evaluates your organisational skills, time management skills, and ability to work under pressure in a busy environment.
“As a seasoned secretary, I understand that managing multiple tasks and competing priorities is essential to the job. I rely on time management, organisation, and communication skills to handle these situations effectively.
First, I would prioritise tasks based on their urgency and importance. I assess the situation and create a to-do list, outlining the tasks that need immediate attention and those that can be addressed later. This way, I can focus on the most critical tasks first and ensure that nothing falls through the cracks.
I use calendars, task lists, and other tools to stay organised and ensure that I am aware of all the tasks and priorities at hand. This helps me to plan my day and allocate my time effectively to avoid delays or missed deadlines.
I would also proactively communicate with my colleagues and supervisors. If I am faced with competing priorities or multiple tasks, I seek clarification on the order of importance or ask for additional resources or support if needed. I also communicate any challenges or roadblocks that may affect my ability to complete tasks on time, ensuring everyone involved knows the status and any potential delays.”
Related: 10 essential tips to help you multitask
Hiring managers want to assess your communication and organisational skills and ability to handle different personalities professionally. This question helps interviewers understand your interpersonal skills and emotional intelligence, as a secretarial position is a people-facing role.
When answering this question, focus on your ability to remain calm, composed, and solution-oriented in challenging situations. Demonstrating your ability to handle such situations gracefully and professionally is crucial.
“I worked with different managers previously and I find that the ones who tend to micro-manage are the most challenging personality. I would first make sure that I understood their perspective and what they were trying to achieve. I would listen to their feedback and take it into consideration when completing my work while also communicating any concerns or questions I had about their expectations.
The challenge was getting a micro-manager to trust my work, so I strive to be proactive, providing regular updates on my progress and seeking feedback before the boss asks for it. By demonstrating my ability to work independently and effectively while keeping the boss informed and engaged, I helped establish a positive working relationship that would benefit both of us in the long run.”
This question evaluates your proficiency in using common office software and technology, such as Microsoft Office Suite, email, and other relevant tools. It assesses their ability to adapt to different software and technology used in the workplace.
“I consider myself to be very tech-savvy when it comes to productivity technology like Microsoft Office and Google Suite. I have used both extensively in my previous roles. I am comfortable with various applications, including Word, Excel, PowerPoint, Google Docs, Google Sheets, and Google Slides.
I have experience using these tools to manage calendars and schedules, create and edit documents and spreadsheets, and collaborate with colleagues in real time. Additionally, I am always eager to learn more and stay up to date with the latest productivity software, so I am confident that I can quickly adapt to any new tools or platforms that may be required in this role.”
Related: The role of technology in modern secretary careers: Adaptation and advancement
When a hiring manager asks about your least favourite task during a job interview, handling it professionally and tactfully is essential. “There is no right or wrong answer; it’s the attitude you use to answer that question,” says Kwong.
“The key here is you do not want the hiring manager to make assumptions; what is tedious to you may not be to another candidate and vice versa.”
“I am not a fan of data entry because it is a task that can get quite monotonous. So what I would do is, break up the task into smaller, more manageable pieces where possible. I learned that this method allows me to focus better, bring more attention to detail, and helped to minimise mistakes.”
This can come across as a tricky question. Here are some tips to help you answer this question:
It is okay to share a task you may not enjoy, but framing your response tactfully and professionally is crucial to contextualise information. Avoid being overly negative or critical. Instead, explain how you approached the task despite not enjoying it and what you learned.
Use this opportunity to highlight your problem-solving skills. Discuss how you tackled the task, even if it was not your favourite, and how you found ways to make it more efficient.
Emphasise how you have been able to adapt and handle tasks that may not be your favourite. Demonstrate your ability to be flexible and adaptable in different situations, as it demonstrates your resilience and willingness to take on challenges.
Relate your response to the job you are interviewing for. For example, you could discuss how you may not enjoy dealing with demanding customers, but you have learned to remain calm and professional to provide excellent service.
Even though you are discussing your least favourite task, try to maintain a positive tone throughout your response. Avoid complaining or sounding overly negative, as it may create a negative impression.
Ready for a new role? Check out open secretarial roles on our job portal, submit your CV, or get in touch with a specialist Page Personnel recruitment consultant today.
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