Efficient Real World and Virtual Secretaries For A Modern Office

Nature of Work:

Every medium to large scale business house has many departments. The staff is organized into a hierarchy with well-defined duties. The administrative and management tasks are handled by officers, managers, and executives. Modern IT companies have project designers and team leads. Due to the size and scale of operations, Some of them require executive assistant services. These secretaries have an important and supportive role in the office. Their specific set of activities or assignments vary from one company to another.

Executive Assistant Services

Typical Responsibilities:

1. Assist the administrative, finance, marketing, or product executive in daily tasks.
2. Liaison between the designated boss and his or her team of juniors and workers.
3. Screen phone calls and other channels of communication in an accurate manner.
4. Prepare and send emails, memos, and other documents on behalf of the executive.
5. Schedule office meetings and receive visitors and keep them engaged or informed.
6. Manage the calendar, and make arrangements for travel or business events.
7. Train, evaluate, and supervise the performance of support staff members or team.
8. Conduct research, and prepare reports, documents, policy statements, etc.,

Administrative Assistant Services

Required Skill Sets:

Undergraduates are normally chosen for delivering executive assistant services. The recruiter or HR team prefer those with an academic background. Candidates who have completed some type of college coursework are also selected. Since the job demands responsibility and maturity, Experienced aspirants are preferred. The following skills are mandatory for succeeding in a competitive business environment -

• Written Skills - The assistant should be in a position to work without guidance and supervision. He or she has to understand the business operations and communicate them. Documents, summaries, letters, and reports have to be concise and grammatically correct. There should not be any ambiguity and writing style has to be formal or appropriate for the occasion.

• Verbal Communication - The voice has to be steady, courteous, and clearly audible. Accurate messages should be received and conveyed in a professional tone at all times.

• Computer Proficiency - The secretary has to be comfortable with computer and internet usage. Software skills in word processors, spreadsheets, databases, and presentations are necessary. Expertise in note taking, report generation, and data analysis is a bonus. Those who handle printers, scanners, mobiles, and DTP software are also recruited. 

• Discipline - The assistant has to manage time efficiently and enhance productivity. Coordination should be accurate, and demands should be satisfied with punctuality. A competent and dedicated mindset is necessary to handle the workplace dynamics.
  
  
• Attitude - Trustworthiness, sensitivity, and cheerfulness are necessary for an executive assistant. Services delivered by the secretaries should be positive and discreet.

Home-Based Experts

Information technology and mobile communications have shrunk the world. Social media has grown in stature, and businesses have adapted to this change. A large number of administrative tasks can be carried out online. The customized software, mobile apps, and cloud computing facilities also sell like hot cakes. Secretaries no longer have to walk into the office room anymore. Virtual professionals are available on the internet for executive assistant services. They deliver these benefits to any business manager or officer -

• Manage the diary or calendar, and send email alerts for meetings and events.
• Make online bookings for air or rail tickets, hotel rooms, and transport services.
• Type and upload documents like proposals, reports, invoices, and presentations.
• Manage an executive's online reputation with blogs, tweets, and social media posts.
• Book a movie or restaurant seat and purchase attractive gift products.