Executive Secretary

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“Executive Secretary Frequently Asked Questions in various Executive Secretary job interviews by interviewer. The set of questions are here to ensures that you offer a perfect answer posed to you. So get preparation for your new job interview”



54 Executive Secretary Questions And Answers

21⟩ Tell me how would you handle a person who called repeatedly demanding to speak to your boss, when you knew your boss wanted to avoid that person?

One of the main roles of an executive assistant is that of gatekeeper. Controlling access to the boss is an extremely powerful role, and your potential employer wants to know that you can handle it. A good answer would be something like this, “First, I’d try to understand the situation so I can know why that person is trying to reach you and why you’re trying to avoid it. Then I’d see if there’s any way I could help that person myself. If not, I’d just continue to politely take messages without making any promises on when you’d be available to respond.”

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22⟩ Tell me would You Mind Accompanying Your Boss on Business Trips?

Well, this is a really tricky question. Before you start to think about an answer, you should ask yourself the following question: Will there be any business trips in this job?

When I was interviewing women for positions of secretaries, we used this question all the time, doesn’t matter if accompanying on business trips was a part of a job, or not. If it wasn’t and candidate got too excited about a question, saying how she would love to travel and enjoy such a part of a job, the decision was clear- we did not choose her.

Why did we do so? Well, she would not be happy about her job. She would expect something more than the position could offer… Some other applicants got offended with the question. They imagined everything that one can imagine, when I mentioned “accompanying boss on business trips”. Needless to say, these candidates were also not hired, doesn’t matter if there was need to do such trips or not. It is a common thing to accompany a boss on a business trip and it’s work – nothing else, nothing more, nothing a job applicant should get offended with.

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23⟩ Explain me about the type of financial transactions you conducted on the company’s behalf?

The purpose of this question is to find out the degree to which your boss trusted you with access to the company’s funds. Be ready to describe every type of transaction you made, including whether you did them autonomously or had to get approval each time. Examples could include using credit cards to book travel, writing checks for expenses, or managing a petty cash fund.

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24⟩ Explain me what have been your specific duties as an executive secretary in the past?

As an executive secretary, I have been actively involved in maintaining executives’ calendars, by planning appointments, board meetings and conferences. Furthermore, I was required to attend meetings and take and record minutes, and prioritize all outgoing and incoming correspondence, including letters, emails and packages.

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25⟩ Explain me what are the most satisfying and the most frustrating aspects of your present job?

The most satisfying aspect of my role is being able to help the executives make informed decisions that affect the rest of the Company. I enjoy working with and supporting successful people at the top-level of their career. The most frustrating aspect is the slow pace in the office and it can be difficult to get things done on occasions.

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26⟩ Tell me what qualities do you consider the most important in a Secretarial or Administrative Professional job?

Secretaries today are increasingly taking on the roles of information and communication managers. Secretary interview questions will explore key qualities that include planning and organizing ability, oral and written communication skills, initiative, confidentiality, adaptability, integrity, reliability, accuracy and attention to detail.

Look at the key tasks of the position in the job posting and see which qualities would be essential for performing these tasks - for example if "scheduling" is a key activity then the secretary would need to be organized and able to plan and prioritize effectively.

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27⟩ Tell me how Do You Imagine a Typical Day in Work if We Choose You for This Position?

This is a tricky question. It reflects what you expect from the job of a secretary, as well as what you are willing to do. You should actually think about this question at least for couple of minutes. Think about the needs of the company and try to write down a list of duties a secretary carries out on the daily basis.

Average secretaries often believe that the work is only about making coffee and answering phone calls. However, this should not be your case in the interview. There is much more you can do for your boss, of course on a professional level. You should try to mention as many working duties as possible, and not hesitate to stress that you like to be busy in work. It is an answer employers desire to hear from a perfect candidate. To such tasks belong:

☛ administrative work

☛ organizing the schedule of one or more employees

☛ answering phone calls

☛ greeting visitors

☛ operational cleaning of the office

☛ building good atmosphere on the workplace

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28⟩ Tell me how would you handle a situation where other executives come to you to find to out what the boss is thinking?

A lot of people try to get information out of executive assistants so they can be better able to impress the boss. A good answer could be something like this: “I would see my job as helping you do your job. So, first, I’d find out how you wanted me to handle it. If you wanted me to stay out of it, then I’d politely tell people they’d have to talk to you. If you wanted me to work behind the scenes, I could release information that would help steer things the way you wanted them to go.”

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29⟩ Explain me about the most stressful or awkward situation you had to handle as an executive assistant?

With this question, your interviewer is trying to find whether – and how well – you can maintain your composure under pressure. This is a good one to plan ahead of time, so you’ll be able to identify a situation and portray your actions in the best light. Possibilities include: a major incident (like an industrial accident), an environmental mishap, criminal charges against a senior executive, a plummeting stock price, or an angry spouse showing up and causing a scene.

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30⟩ Explain me as far as inter-departmental relationships are concerned, what has been your role as an executive secretary in the past?

I have been extensively involved in inter-departmental work and have efficiently created and maintained effective relationships between key members of each department. Ascertaining that communication channels are open and that all information flows in a professional manner has been my focus.

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31⟩ Top 30 Executive Secretary Job Interview Questions

☛ 1. Do you consider yourself a patient person?

☛ 2. Are you an introvert or an extrovert? Are you more outgoing or a private person?

☛ 3. How do you describe your personality? Bubbly? Upbeat? Reserved?

☛ 4. Do you speak any other languages?

☛ 5. Are you able to multitask? Provide me with an example of what you might be juggling on an average day.

☛ 6. What office equipment are you able to use?

☛ 7. With your current employer, what has been your attendance record?

☛ 8. How are you with understanding accents and working with individuals who are foreign nationals?

☛ 9. How do you handle stressful situations?

☛ 10. How many phone lines are you comfortable handling?

☛ 11. Are you capable of handling multiple inquiries simultaneously; staff, front door, customers, phone?

☛ 12. What software are you comfortable using?

☛ 13. Are you comfortable placing cold calls to leads and existing clients?

☛ 14. Do you have experience making national and international travel arrangements?

☛ 15. Are you willing/capable of traveling should we require you to accompany a manager or executive on a business trip?

☛ 16. Would you be able to comply with our company’s dress code?

☛ 17. How are you at handling as-needed projects? Do you mind unexpected tasks?

☛ 18. Do you consider yourself a brisk worker, or one who is slower paced yet persistent and consistent?

☛ 19. Outline the types of people or teams that you have supported over the years.

☛ 20. Do you have experience managing an executive calendar and scheduling appointments? What software?

☛ 21. Tell me about your customer service experience.

☛ 22. Provide me with an example of a recent challenge you’ve faced with a visiting sales rep, vendor, customer. What happened and how did you handle?

☛ 23. Tell me about your experiences working with your current manager. What do you find the most challenging?

☛ 24. Provide me with a quick list of the last few projects you’ve worked on through the last 2-3 years.

☛ 25. Do you like taking on ad-hoc projects? Or are you someone who prefers a set day-to-day schedule?

☛ 26. If asked, what would your current employers say about you?

☛ 27. Have you had any involvement with introducing new systems or technologies to help improve performance within the company?

☛ 28. Any professional involvement with social media and online networking, including Facebook, Twitter, LinkedIn?

☛ 29. Do you help your current manager with maintaining his online presence?

☛ 30. Lastly, do you like working on the front lines of a company? What do you think that is?

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32⟩ Behavioral Executive Secretary Job Interview Questions

☛ Have you ever made a mistake while handling files? How did you correct it?

☛ Recall a time when you had to complete multiple projects with tight deadlines. How did you prioritize your tasks?

☛ 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?

☛ Tell me about a time you had to make a difficult decision in the absence of your boss

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33⟩ Basic Executive Secretary Job Interview Questions

☛ Why do you want to become a secretary?

☛ Why do you want to be an assistant here (at our school, in our office, etc.), and not somewhere else?

☛ What do you want to accomplish on this position?

☛ Where do you see yourself in five years time?

☛ Can you tell me a little bit about your past working experience?

☛ What makes from you a better personal assistant than other applicants?

☛ How do you imagine a typical day in work if we choose you for this position?

☛ Tell me about a situation when you needed to work under pressure. How did you handle that?

☛ Can you work with MS Office? How would you rate your skills with typical Office software components?

☛ What are your strengths and weaknesses?

☛ Would you mind working overtime?

☛ Would you mind accompanying your boss on business trips?

☛ How would you cope with an angry customer or business partner?

☛ Have you ever prepared a weekly schedule for someone?

☛ Do you have experience with preparing letters, reports, bulletins, handbooks, etc.?

☛ When are you able to start?

☛ Do you have any questions?

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34⟩ Operational and Situational Executive Secretary Job Interview Questions

☛ How do you ensure confidentiality?

☛ Imagine your executive has to travel to a city they’ve never been before. How would you go about making travel arrangements?

☛ How do you ensure lower level support staff are performing their duties effectively?

☛ If a high level executive asked you about your boss’s plans regarding a specific matter, what would you say?

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36⟩ Tell me five groups of people you have regular contact with as an executive assistant and how you relate to each?

This question is designed to find out how adaptable you are. The idea is to show that people are different and that you’re most effective if you treat people in a way that’s appropriate for them. Your answer could go something like this: “Well, first is your spouse and anybody else you want me to put through right away. Another important group is your direct reports. They’ll be trying to impress you, so it’s important for me to know who’s who so that I can sort things out. Another group consists of executives at the same level as you. This one is very much about politics. There’s a lot of jostling going on at that level to see who’s next in line for succession. There is also a lot of political maneuvering to see who’s on whose side. Finally, there are the customers. I need to know how you relate to customers so that I’ll know how to handle those calls when you get them.”

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38⟩ Tell us why do you want to be a secretary?

I really enjoy talking to people, making company and being responsible for organizing and scheduling things. I have been doing this for years and have a good skills in it, so I believe I can be a pretty good secretary. I can see myself doing a good job here and enjoying it. That is the main reason for my job preferences.

From my point of view, secretary is a very important element in the office. She keeps the boss informed about important things, takes care of the schedule and represents a first line of contact for the guests. What more, a good secretary should do her best to keep the atmosphere in an office positive and motivating, what I always try to do. I would really love to carry out these duties and that’s why I want to get this position. However, it is up to you to consider if I am a right candidate, or not.

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39⟩ Tell me what did you like best about your last secretary job and what did you enjoy least?

The interviewer is trying to assess your fit with the job so try and make your answers relevant to the requirements of the position. Appropriate general answers about what you enjoyed can include meeting new challenges, dealing with diverse people, learning new skills, meeting daily and weekly goals.

Your dislikes should not relate to the characteristics of the job you are interviewing for.

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40⟩ Tell us what is your reason for leaving your current/former employer?

Be as honest as you can here. If your company has relocated, say so. If you were downsized, right-sized, or outsourced, just say so. But say so in a positive light. Remember, NEVER, EVER say anything negative about your former employer or former co-workers!! If you were terminated, practice your response carefully. You might respond in the following manner:

☛ "Things at ABC Company did not work out well for me. It was not a good match, and I decided to move on/switch gears/etc.".

☛ "ABC Company was experiencing financial difficulties and, as a result, laid off 20% of its workforce. My position was eliminated."

☛ "ABC is a small company with limited opportunities for advancement. While I have thoroughly enjoyed my work there, I decided it was time to move on in order to advance."

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