10 good secretary interview questions
- How does your previous experience relate to this job?
- What interests you about being a secretary at this company?
- If you report to multiple supervisors, how do you prioritize your work?
- How do you keep your managers updated on their work schedule?
- At your previous position, what inquiries did you typically respond to?
- What software tools do you use on a daily basis?
- How would you rate your computer skills?
- What kinds of documents or correspondence have you prepared?
- Describe in detail the steps you would take to plan a meeting for ten people.
- Describe a complex project that you worked on with a group. What was the goal, and how did you work with others to accomplish that goal?
Here are 10 essential interview questions and sample answers to help identify the best candidates for this role.
1. 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.
Sample answer:
“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.”
2. What interests you about being a secretary at this company?
This question aims to gauge the candidate’s motivation and alignment with the company’s culture.
Sample answer:
“I’ve always admired this company’s commitment to innovation and teamwork. I believe my skills in organization and communication would make me a valuable asset as a secretary here.”
3. If you report to multiple supervisors, how do you prioritize your work?
This question evaluates the candidate’s ability to manage tasks from multiple sources effectively.
Sample answer:
“I usually prioritize tasks based on their urgency and importance. I also communicate openly with my supervisors to ensure that everyone’s needs are met.”
4. How do you keep your managers updated on their work schedule?
This question assesses the candidate’s proactive communication skills.
Sample answer:
“I make it a point to update my managers every morning about their schedule for the day. I also send reminders for important meetings or deadlines.”
5. At your previous position, what inquiries did you typically respond to?
This question helps to understand the candidate’s experience in handling various types of inquiries.
Sample answer:
“At my previous job, I handled inquiries ranging from scheduling meetings to providing information about our services. I always aimed to respond promptly and accurately.”
6. What software tools do you use on a daily basis?
This question gauges the candidate’s familiarity with essential software tools.
Sample answer:
“I regularly use Microsoft Office Suite for document preparation and Google Calendar for scheduling. I’m also proficient in using Slack for team communication.”
7. How would you rate your computer skills?
This question assesses the candidate’s self-perception of their technical skills.
Sample answer:
“I would rate my computer skills as advanced. I’m comfortable using a variety of software tools and can troubleshoot common issues.”
8. What kinds of documents or correspondence have you prepared?
This question evaluates the candidate’s experience in preparing professional documents.
Sample answer:
“I have prepared various types of documents, including memos, reports, and presentations. I always ensure they are well-organized and free of errors.”
9. Describe in detail the steps you would take to plan a meeting for ten people.
This question tests the candidate’s organizational skills.
Sample answer:
“First, I would find a suitable time and venue. Then, I’d send out calendar invites and prepare an agenda. I’d also coordinate any required materials or equipment.”
10. Describe a complex project that you worked on with a group. What was the goal, and how did you work with others to accomplish that goal?
This question assesses the candidate’s teamwork and project management skills.
Sample answer:
“We had to organize a large conference within a month. I was responsible for logistics. I coordinated closely with team members to ensure everything ran smoothly, and we successfully hosted the event.”
What Does a Good Secretary Candidate Look Like?
A good secretary candidate is highly organized, possesses excellent communication skills, and is adept at multitasking. They should also be proficient in using various software tools and have a proactive approach to problem-solving.
Secretary Interview Questions
Secretaries lighten the load for the executives they support by taking on a wide range of clerical and administrative tasks. Their job responsibilities are similar to those of Administrative Assistants and Executive Assistants. They field calls, manage calendars, coordinate meetings, and maintain filing systems and databases. They often carry lots of responsibility as the spokesperson and gatekeeper for access to their managers.
The best secretaries are seasoned office administrators familiar with all the tools and processes of the contemporary workplace. They’re detail-oriented, organized, and articulate written and verbal communicators. If there are specific qualifications that you need, such as expertise with travel, or knowledge of your industry, be sure to add questions about that to the list below.
To hire the right secretary for your organization, ask open-ended, process-based questions. These types of questions are best for evaluating their experience and interpersonal skills. Promising candidates will have researched your company and will ask prepared and spontaneous questions of their own.
Let’s summarize some of the questions and add a few more divided into specific types.
Operational and Situational questions
- How does your previous experience relate to this job?
- What interests you about being a secretary at this company?
- If you report to multiple supervisors, how do you prioritize your work?
- How do you keep your managers updated on their work schedule?
- At your previous position, what inquiries did you typically respond to?
- What software tools do you use on a daily basis?
- How would you rate your computer skills?
- What kinds of documents or correspondence have you prepared?
- Describe in detail the steps you would take to plan a meeting for ten people.
- Describe a complex project that you worked on with a group. What was the goal, and how did you work with others to accomplish that goal?
- What cash-handling or expense reporting have you done? Can you describe the process you use to record expenses?
- What steps do you take to protect confidential information?
- Who is the most challenging external or internal customer that you have? What is the most effective way to work with this person?