Secretary Interview
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Secretary Interview
InterviewPenguin.com - Your Best Job Interview Coach Since 2011
Matthew has been working in international recruitment since 2008. He helps job seekers from all walks of life to pursue their career goals, and to prepare for their interviews. He is the founder of InterviewPenguin.com website.
Last updated on January 2nd, 2021 at 06:44 am
Job of a secretary belongs to most popular positions among women of all ages, all around the world.
This means that you should prepare for a tough competition in your interview –five, ten, or even twenty other job seekers will compete with you for the same vacancy, especially if you apply for a well-paid secretary job.
What is more, your success in this interview depends not only on your interviewing skills , but also on the connection you manage to build with your interviewers (especially if you apply for a job in a small company, and the person who leads the interview is the same person you will work for, and help in the office).
But what will happen in your interview? What questions you will face, and how to succeed? Let’s try to find the answers together, starting right with the questions.
Managers prefer to hire honest secretaries . To say that you are looking for a solid job and good relationship with your colleagues and with your superior is a good one. You can also say that you enjoy doing what secretaries typically do in their daily job–answering calls, greeting guests, organizing daily schedule, helping with administrative and clerical work, etc.
The key is to show them that you want the job, and not only need one . Don’t forget to speak with enthusiasm, and try to avoid talking about the past.
Focus on relevant skills. Responsibility, positive attitude to work, ability to understand orders, ability to adapt, loyalty to the employer, etc.
Alternatively you can summarize a role of a secretary in a single sentence , saying that a good secretary makes the job of their boss easier , and more pleasant. They help them to be more efficient in what they do, on a daily basis.
You can also add one or two characteristics specific for the type of company or secretary job (legal, executive, medical, etc) you try to get.
Secretaries shouldn’t dream of promotion, at least not within the company . Say them that you will be happy to work for them in five years, or somewhere else, doing a good job of a secretary, and enjoying your life outside of work. Of course this doesn’t mean that you cannot get a raise . On the contrary, if you work well, you will get a raise.
Perhaps you have a different idea of your future –and there’s nothing wrong with it. Maybe you want to travel the world, start your own business, or have a child in two years time. And there’s absolutely nothing wrong with that.
Once you interview for a job, however, you should tell the interviewers what they want to hear from you–and leaving the job for travels, or because you want to start your own business, does not belong to this category…
Many people believe that secretaries do nothing but make coffee and answer phone calls. Well, they can’t be further from the truth… You should show a different attitude to your job .
Tell them that you plan helping the boss with their schedule, with the administrative tasks, and basically with anything they need . Try to show them that you are ready to manage the entire office- -if required from you, if they do not have someone else taking care of it (office manager, administrative assistant, etc).
It is crucial to show them that you like to be busy in work , and they you prefer a proactive approach to your duties. Job of a secretary often encompasses more than the job description explains, and you should be ready to take care of a variety of duties.
Try to mention some details. Instead of saying just yes or no, you should tell them how long you have been working with the software, and how it has helped you in your work.
If you have experience with other software packages (other than Microsoft), tell them about it. Show them that you understand the importance of your computer skills, and are constantly trying to improve on them.
And if you have little experience, you can refer to your computer intelligence , ensuring the hiring managers that you will quickly learn to work with any software solution they have in place in the company. Show them that you always try to improve your skills and learn new things–that’s the attitude they seek in the best job candidates.
Special Tip: To know how to answer a question, and to come up with a great and unique answer on a big day are two different things. If you experience anxiety , do not know how to answer the questions, or want to gain a competitive edge in your secretary interview, have a look at our Interview Success Package . Multiple brilliant answers to all questions you may face in your Secretary interview (including the dreaded scenario-based questions) will make your life much easier on the big day. Check the sample answers on product page and see for yourself…
If your interviewers enjoy the time they spend with you in the office , above-average interview answers may suffice you to succeed.
Oppositely, if they do not feel good with you, if they can’t imagine talking to you on a daily basis , or sharing their office space with you, your exceptional knowledge of MS Office, or your high productivity, not to say your excellent interviewing skills, may not help you get the job.
Bearing it in mind, you should try your best to be a nice companion in the interview, a good listener. You should also show enthusiasm for the job offer , and for their business–the products or services they sell, the community they serve. Good research you do prior to the start of your interview is pivotal in this case. Learn something about their organization, and use the information to connect with the interviewers .
Interview for a job of a secretary belongs to difficult job interviews , for a simple reason– competition . In order to choose the best job candidate, hiring managers may ask you plethora of scenario-based and tricky questions , such as “ Tell us about a time when you showed initiative at work ” or “ Tell us one thing about yourself you wouldn’t want us to know “.
If you want to make sure that you have a great answer ready for each of these questions , have a look at our Interview Success Package . Up to 10 sample answers to all questions you may realistically face in your job interview will help you stand out, and get the job.
Thank you for checking it out, and I wish you good luck in your interview!
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Secretary Interview Questions
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Questions
Why do you want to become a secretary?
Where do you see yourself in five years time?
Can you tell me a little about your working experience?
How do you imagine a typical day in work?
Can you work with MS Office?
What are your strengths and weaknesses?
Would you mind accompanying your boss on a business trip?
Do you have any questions?
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Home Questions — Why do you want to become a secretary? — Where do you see yourself in five years time? — Can you tell me a little about your working experience? — How do you imagine a typical day in work? — Can you work with MS Office? — What are your strengths and weaknesses? — Would you mind accompanying your boss on a business trip? — Do you have any questions? Brilliant Interview Answers – eBook Contact About us
Secretary belongs to the most popular jobs among women . That means one thing for you – you will face a tough competition in your interview.
Do you wonder what questions the interviewers will ask? Or how you can make a good impression on them? And do you know what decides the winner at the end of the interviews?
I will try to answers all these questions. My name is Jacob Gates , I have been working in recruitment for twenty years, and today I will try to help you to get a job. Welcome!
Typical secretary interview can hardly be compared to any other job interview. Personal preferences play a much more important role than they usually do , especially if we speak about interviews in small and middle sized companies.
Some people call it unfair, or even a discrimination, but I would not call it that way. Every position has some specifics, and some requirements for the job candidates.
Think about a flight attendant position–a bad looking person, or obese one, will hardly get the job. Looking good (or at least charismatic) is definitely one of the job requirements for flight attendants.
And secretaries, they simply spend a lot of time with their bosses. This relationship just won’t work if there is not a right connection between the two, the right chemistry.
You do not need a modeling experience, however, to have a chance to succeed in this interview. It is more about your personality, about a smile you bring to the office –and that has nothing to do with physical beauty, but everything with your attitude to work and to other people.
Having said that, the times when nice smile and deep neckline sufficed to get a job are long gone.
You will deal with some tough questions , and you will have to demonstrate your listening skills, social skills, and understanding for the job.
On the top of that, interviewers will ask you several behavioral questions , trying to foresee your behavior in various work relates situations. See the questions and simple hints on how to answer them below ( click on a question to see an in-depth analysis and sample answers to a particular question ):
Interviewers want to hear that you apply for the job not because it is good for you, but because you believe it would be good for them to hire you…
Managers want to hire loyal secretaries, women who will stay with them for a long time , and who will be happy with their daily job.
Therefor you should not talk about promotion, or another job you want to have in five years time. Oppositely, try to convince them that you will be happy to work as their secretary, once the years fly by…
Needless to say, you do not need to stay with them for a long time – you can stay a month, a year, or ten years. But once they interview you for a job, try to convince them that you want to stay…
Interviewers observe a lot of things while you answer each of their questions. Asking you to tell them a little about your experience, “a little” is exactly what they want to hear. Do you have good listening skills? Do you talk to the point? What matters the most for you in your professional career and life?
Your answer to this simple question helps us to understand all of these things. Try to talk about your achievements from past jobs, the value they brought to your past employers , important lessons you learned along the way, etc.
Your answer to this question reflects what you expect from the job, what you are willing to do. You should actually think about it for a couple of minutes, trying to understand what the company expects from you, and write down duties a secretary should carry out in her daily job.
Try to show them that you can organize your day, that you like to be busy in work , that you always have something to do (and now I do not talk about checking your Instagram account :)).
A good applicant for this job should have at least some knowledge of MS Office (or of similar software administrative workers typically use in your country). Tell them how long you have been working with the software, how it helps you in your daily work (or how it has helped you with your studies, if you are applying for your very first job).
On the other hand, try to be humble in your self-assessment . Interviewers can always give you a practical test, asking you to retype a page of text to MS Word, or to do some simple operations with MS Excel. An over-confident assessment of your computer skills can easily backfire in such a case…
Modern HR managers should recognize your strengths and weaknesses without inquiring about them . On the other hand, the person leading your interview does not have to be an HR professional.
Many small-business owners, or managers, have no real experience with hiring secretaries, or any employees for that matter (secretary, or administrative assistant, is often the second employee of a small company , right after the owner).
One way or another, you should mention strengths that are highly relevant for the job , and weaknesses that are not essential for the position of a secretary…
When we were interviewing women for secretary positions, we gave them this question every single time–doesn’t matter if there were any business trips planned.
If the candidate got very excited about the proposition of traveling, in most cases we would not hire them (they would just not be happy in their daily job).
Your answer to this question says a lot about your flexibility. If you can not go for the trips becasue you need to be at home at four each day, it is a clear sign of your inflexibility–which can be a problem, but it does not necessarily have to be a problem (everything depends on the offer and the specifications of the job).
Everything considered, I suggest you to pick a neutral answer. Do not get too excited about the proposition of traveling. Just say that you would not mind accompanying boss on trips, if it was a part of your job…
You should always ask some questions, and you will always get a chance to ask them in a secretary interview. Try to focus on relevant things, such as the working environment, the schedule, next steps of recruitment process, or anything that relates to their business (their products, values, reputations, etc.)
But I would not suggest to inquire about salary. First of all, if they consider hiring you, they will start to talk about money. And it leaves a bad impression anyway…
To talk about doing a job is one thing , to really do it another one . Interviewers can ask you to work with an office software, or with a scheduling software.
For example they may give you a printed page with specific layout, and ask you to retype the text, and format it in the software.
Doing this, they can easily see how fast you can type, and how well you work with the software. A simple yet effective way of assessing your computer skills.
If it happens, if you have to deal with a practical test, try to stay calm. Do it as you would do it back home (or in your previous office job). Position the paper on the right place, adjust the computer screen, and concentrate on the task.
If you are interviewed in an agency, you can encounter a simple personality test, or even an IQ test. While it is possible to prepare for the personality test in advance, you can hardly prepare for an IQ test .
Sometimes, if there are many applicants for the job, the employer may invite you for a group interview . Nothing changes for you in this case, however–success is always about brilliant answers to interview questions, about making a good impression, and about building a good connection with your interviewers .
Whether they interview you online, on the phone, in the group, or alone–it doesn’t make a big difference for this particular role.
It is not easy to succeed in an interview, and enjoy a great job of a secretary . It is difficult becasue the job is popular, and you will sometimes compete with as many as twenty other job seekers in your interview.
Your task is not only to do well. Your task is to do better than the other applicants who compete with you for the job .
If you want to be sure you did your very best to get this job in an interview , you should have a look at my eBook, the Secretary Interview Guide . Brilliant answers to difficult interview questions and winning interview strategies will represent an ace in your sleeve, your unfair advantage …
Jacob Gates, Your Personal Interview Coach
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