This interview profile for a secretary job gives you an idea of what to look for in candidates and a range of good interview questions.
Former Community Manager at Workable specialized in employee experience, talent brands and our event series, Workable Ideas.
Landing a job as a secretarial assistant takes more than just administrative skills. You need to demonstrate excellence in organization, communication, problem-solving and handling pressure. That’s why the interview is so crucial.
This comprehensive guide will equip you to shine in your secretarial interview and snag the job Let’s dive into the top 30 questions employers ask for this role, and examples of strong answers
1. How do you prioritize and manage your daily tasks as a secretary?
Employers want to know that you can juggle multiple priorities without dropping the ball Show them your skills
“I always start my day by making a detailed to-do list and categorizing tasks based on urgency and importance. For example I tackle time-sensitive items like scheduling first. Simultaneously I work on longer term projects during any downtime. I also use productivity tools like Trello to organize my workload visually in one place. This approach helps me stay focused, meet deadlines, and ensure all responsibilities are completed efficiently.”
2. What’s your experience with scheduling appointments and meetings?
This reveals your organizational chops and ability to coordinate multiple schedules:
“Throughout my career, I’ve scheduled countless meetings and appointments using tools like Outlook calendar. I’m extremely detail-oriented in managing invites and reminders to avoid any mixups. I also keep open lines of communication to seamlessly handle rescheduling when needed. In one role, I successfully coordinated 5+ complex executive schedules comprising 25+ meetings weekly. This experience has honed my organizational skills to keep all events running smoothly.”
3. How do you handle confidential information in a secretarial role?
They want to ensure you understand discretion:
“Maintaining confidentiality is of utmost importance in this role. I adhere to company privacy policies, never discuss sensitive information outside work channels, and only access confidential documents for authorized purposes. For digital data, I use secure credentials and follow cyber security best practices. If I ever have concerns about handling confidential data, I immediately consult the legal/compliance team to guarantee I don’t breach policies.”
4. What’s your approach to managing office supplies/equipment?
This covers your ability to keep the office running seamlessly:
“I excel at proactively managing office supplies and equipment. I maintain detailed inventories of stock and track usage levels. When replenishment is needed, I promptly place orders with approved vendors. For equipment, I handle troubleshooting minor technical issues and schedule maintenance to avoid disruptions. I also research latest gadgets and propose procurement if they drive productivity. My goal is optimizing efficiency through a well-equipped office.”
5. How do you handle difficult clients or colleagues?
They want to know you can diffuse tense situations with professionalism:
“When handling difficult clients, I first listen attentively to understand their concerns. Then, I apologize for any issues and assure them I’ll find a resolution. If needed, I involve my manager, but own seeing the complaint through to a satisfactory outcome based on company policy. Maintaining my composure and empathizing with their frustration is key to turning difficult situations around.”
6. What software/tech are you proficient with?
This reveals your digital literacy and ability to use needed tools:
“I’m highly adept at Microsoft Office, particularly Excel, Outlook, and Teams. I also have experience with virtual meeting software like Zoom, management platforms like Slack/Trello, and CRM systems. I type 80+ WPM with a high degree of accuracy. I stay up-to-date on the latest administrative software and learn quickly. These skills allow me to fully leverage technology to enhance productivity and efficiency.”
7. How do you stay organized while multi-tasking?
Show your skills in keeping focused amidst the whirlwind:
“Organization and focus are key when multitasking. I use productivity tools to keep track of multiple priorities and assign deadlines to avoid dropping the ball. Segmenting complex projects into tasks with milestones helps progress stay on track too. No matter how hectic things get, I remain calm and avoid mental clutter. Staying on top of my responsibilities amidst shifting priorities comes down to efficiency in planning, time management and communication.”
8. How do you ensure accuracy in your work?
Prove your eye for detail:
“I always adhere to the motto: check, then double check when it comes to accuracy. For instance, I carefully proofread every document I produce, looking for any errors I may have missed initially. I also leverage tools like Grammarly as an extra line of defense against typos or inconsistencies. When managing data, I verify figures across different sources for redundancies that catch mistakes. I’m vigilant in my work, knowing that oversights can have major consequences in this role.”
9. Tell me about a time you successfully managed a project from start to finish.
This showcases your ability to plan, lead execution, and deliver results:
“As an assistant in my last company, I coordinated a streamlined supplier onboarding process from initial concept to rollout. I managed the project timeline, assigned tasks to different team members based on strengths, and oversaw execution regularly to spot any roadblocks. My proactive communication ensured alignment throughout the process. In the end, we completed the project 2 weeks ahead of schedule, and the automated system reduced supplier onboarding time by 25%.”
10. How do you stay up-to-date on administrative best practices and technologies?
Reveal your commitment to continuous learning:
“To stay current in my field, I subscribe to industry publications, take eLearning courses on new software, and attend virtual conferences and seminars. I network with peers to learn practical tips on enhancing efficiency too. Reading about organizational methods like Agile helps me implement better workflows as well. I’m passionate about constantly sharpening my skills and innovating processes through new technologies or best practices.”
11. How do you determine priorities when juggling multiple tasks?
Demonstrate your time management savvy:
“When faced with multiple tasks, I assess urgency, importance and effort required to determine priorities. For example, I address urgent client requests first before moving to more time-intensive projects. If there are conflicting priorities, I consult with my manager and negotiate deadlines or resources needed accordingly. At all times, I keep the end goal in mind to focus my efforts on meaningful work that furthers business objectives.”
12. What qualities make you an excellent secretarial assistant?
Sell your top strengths for the role:
“First and foremost, I’m extremely detail-oriented. I believe this accuracy and eye for nuance is so important in administrative work. Secondly, I’m a proactive self-starter. I don’t just wait for instructions but anticipate needs and handle issues before they escalate. Thirdly, I’m a solutions-focused team player. I’ll jump in to help colleagues and collaborate to drive outcomes rather than just passing the buck.”
13. How do you handle last-minute or ambiguous assignments?
Show you can deliver under uncertainty:
“With last-minute tasks, I try to get clarification on expectations and deadlines right away. This allows me to prioritize and plan despite the tight turnaround. If details are initially ambiguous, I make logical assumptions to get started but reconfirm with the assigner as I go. Asking questions is key so I can complete the task properly. Timely follow-up prevents delays or rework. I also don’t hesitate to speak up if the deadline seems unrealistic.”
14. Can you describe a difficult work situation and how you handled it?
Prove you can navigate challenges with maturity. For example:
“When our office relocated, the moving coordination was a nightmare. Suppliers kept delaying deliveries past agreed timelines. Rather than panicking, I immediately contacted the vendors firmly but professionally to reinforce our agreements. For items arriving late, I mobilized my team to help unpack after hours to get set up. It was stressful, but we ended up settling into our new office with minimal productivity loss thanks to coordination, tenacity and teamwork.
15. How do you respond to feedback or criticism from colleagues?
Show your growth mindset:
“I appreciate constructive feedback, seeing it as invaluable for my professional development. Whenever I receive criticism or suggestions for improvement, I listen openly without getting defensive. I ask clarifying questions to fully understand the feedback. Then in a timely manner, I create an action plan for improvement based on the insights received. Following up with the person who gave feedback allows me to show progress and my commitment to growth.”
16. Why do you want to be a Secretary?
Share your passion:
“I’m excited to utilize my organizational skills in a dynamic role where no two days are the same. As an ambitious self-starter, I love the diversity of responsibilities and ability to directly impact company productivity and operations. Most importantly, supporting managers and staff by taking work off their plates aligns with my service-focused work ethic.”
17. How do you determine which tasks should be delegated vs handled personally?
Demonstrate your judgment:
“I delegate routine administrative tasks like scheduling, documentation or expense reporting to free up my time for strategic priorities. However, I remain closely involved in managing key executive relationships and business-critical functions.
How does your previous experience relate to this job?
This question assesses how well the candidate’s past experience prepares them for the role at hand.
“My previous role as an administrative assistant involved similar responsibilities—managing schedules, handling communications, and coordinating meetings. I believe this experience has prepared me well for the role of a secretary. ”.
What kinds of documents or correspondence have you prepared?
This question evaluates the candidate’s experience in preparing professional documents.
“I have prepared various types of documents, including memos, reports, and presentations. I always ensure they are well-organized and free of errors. ”.
SECRETARY INTERVIEW QUESTIONS & ANSWERS! (How To PASS a Secretarial Interview!)
FAQ
What is your greatest strength for secretary?
Why should we hire you as a secretary?
What are the key contributions you can bring to this role as secretary?
What are the strengths of a secretary?
How do I prepare for a secretary interview?
Be ready for the secretary interview questions that explore your competency and motivation for the job. Prepare your own winning answers using the sample answers. The job interview is a two way process – you will be expected to ask questions throughout.
What questions should you ask in a secretarial interview?
However, this is a good sample of the interview questions that are most commonly asked in secretarial recruitment. Expect questions that explore key secretarial skills including: 1. Describe how your work experience relates to this job. Look at this from the employer’s point of view.
What does a secretary do in an interview?
The secretary is responsible for managing documents and maintaining filing systems, so the interviewer will want to know if the candidate has any prior experience with the processes involved.
What should a secretary and administrative assistant do during a job interview?
Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone. During a job interview, the hiring manager wants to discuss several things. Think of your:
