Daily tasks/Routine activities

1. Use computers for various applications, such as database management or word processing.

2. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

3. Create, maintain, and enter information into databases.

4. Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

5. Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.

6. Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

7. Maintain scheduling and event calendars.

8. Complete forms in accordance with company procedures.

9. Schedule and confirm appointments for clients, customers, or supervisors.

10. Make copies of correspondence or other printed material.

Key knowledge areas

A personal secretary needs the following key areas to effectively carry out her duties.

Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Skills and Abilities

The following skills and abilities are very vitual for a personal secretary to have;

Writing — Communicating effectively in writing as appropriate for the needs of the audience.

Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Reading Comprehension — Understanding written sentences and paragraphs in work related documents.

Speaking — Talking to others to convey information effectively.

Time Management — Managing one's own time and the time of others.

Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression — The ability to communicate information and ideas in speaking so others will understand.

Written Comprehension — The ability to read and understand information and ideas presented in writing.

Written Expression — The ability to communicate information and ideas in writing so others will understand.