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Secretary skills for your resume and career

Updated January 8, 2025

4 min read

Quoted experts

Dr. Mike Peterson Ph.D.,

Allison White

Below we've compiled a list of the most critical secretary skills. We ranked the top skills for secretaries based on the percentage of resumes they appeared on. For example, 14.8% of secretary resumes contained customer service as a skill. Continue reading to find out what skills a secretary needs to be successful in the workplace.

15 secretary skills for your resume and career

1. Customer Service

Customer service is the process of offering assistance to all the current and potential customers -- answering questions, fixing problems, and providing excellent service. The main goal of customer service is to build a strong relationship with the customers so that they keep coming back for more business.

Here's how secretaries use customer service:

Scheduled appointments and provided quality customer service to customers, clients, inspectors, and effectively communicated with staff and management.
Perform new-hire operator training and support activities including customer service operator mentoring, ongoing training, and floor supervision.

2. Telephone Calls

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Here's how secretaries use telephone calls:

Performed secretarial duties including processing and filing of paperwork, responding to telephone calls and completing financial reports through electronic database.
Managed incoming telephone calls, guaranteeing calls were directed to appropriate location and messages were documented and delivered.

3. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how secretaries use payroll:

Provided support to management with budget preparation, supplying payroll information as requested.
Utilized excel processing payroll and financial records across companies.

4. Scheduling Appointments

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Here's how secretaries use scheduling appointments:

Conducted clerical and administrative functions such as organizing paper and electronic files, generating correspondence, scheduling appointments and answering telephones.
Provided secretarial support to department of Radiation/Oncology and physicians, including answering telephones, scheduling appointments, greeting and directing patients.

5. Word Processing

Here's how secretaries use word processing:

Assist litigation/bankruptcy departments and word processing department with document design and production on evenings and weekends.
Composed and prepared correspondence, reports and statistical information utilizing word processing and spreadsheet software.

6. Office Equipment

Here's how secretaries use office equipment:

Typed correspondence, reports and other documents Maintained office files Opened and distributed the mail Coordinated repairs to office equipment Distributed payroll
Maintained all office equipment tracking and replacement along with basic maintenance preformed on minor repairs as needed office equipment.

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7. Travel Arrangements

Here's how secretaries use travel arrangements:

Coordinated and scheduled appointments, meetings and conferences including reserving conference rooms, preparing agendas and making travel arrangements.
General secretarial responsibilities included coordination of monthly client billing, maintaining client files, and making travel arrangements.

8. PowerPoint

Here's how secretaries use powerpoint:

Utilized Microsoft PowerPoint to create presentations used by Assistant Superintendent to acquire grants for enhancement of student education.
Developed innovative PowerPoint presentation used by the office to market executive support to all employed.

9. Meeting Minutes

Here's how secretaries use meeting minutes:

Streamlined daily operations by preparing correspondence, transcribing meeting minutes, and managing files/records/documents.
Participate 401K Advisory/Investment committee meetings took meeting minutes, participate in Department Audits.

10. Financial Statements

A financial statement is a report of an individual or a company that includes all the information about the declared assets, the use of money, income, and also the contribution of shareholders over a certain period.

Here's how secretaries use financial statements:

Input data into tax preparation software Assembled tax returns Greeted clients Answered Phones Preparation of monthly financial statements General clerical duties
Compiled and prepared monthly and annual financial statements and bank reconciliation for internal accounts and maintained fund balances.

11. Front Desk

Here's how secretaries use front desk:

Worked as front desk receptionist/secretary interacting with patients and students daily.
Utilized standards and procedures to ensure front desk efficiency and organization.

12. Purchase Orders

Here's how secretaries use purchase orders:

Created and maintained purchase orders using PeopleSoft/Oracle in compliance with state funding requirements while keeping documentation current and accurate.
Tracked financial accounts/budgets, generated reports, processed purchase orders/warehouse requests on District/State of Alaska MIS system.

13. Clerical Support

Clerical support performs activities that must be done in every workplace in order to support the company going forward. These duties, which come within the category of clerical support, are typically delegated to entry-level employees since they are simple and easy to learn. Even though clerical duties like printing and filing are easy, they require time and in many instances, other workers are preoccupied with other activities and unable to keep up with all that needs to be accomplished. As a result, many businesses employ clerical support staff who are solely responsible for these duties.

Here's how secretaries use clerical support:

Provide clerical support to District Administrative positions, District Supervisor, Administrative Assistant, Counselor Consultant and Grant Specialist.
Provided office and clerical support in various company locations, in addition to receptionist and customer service representative coverage.

14. Secretarial Support

Here's how secretaries use secretarial support:

Provided temporary secretarial support (Secretary to Aviation Department Manager; Information Management Division Secretary; School Superintendent Secretary).
Worked closely with Area Managers and Local Managers coordinating daily schedules and provided administrative and secretarial support to nine supervisors.

15. Office Procedures

Office procedures are the protocols and standards which define how the staff works together. The office procedures can be a set of rules and regulations which guide the employees and help them run the office operations smoothly. Paperwork, customer interaction, taking messages, handling calls in and out all fall under the office procedures.

Here's how secretaries use office procedures:

Coordinated and streamlined office procedures with management and personnel, generated expense reports, quarterly reports and presentations.
Developed and implemented office procedures related to coordination of interoffice communication, records and systems.

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What skills help Secretaries find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on secretary resumes?

Dr. Mike Peterson Ph.D.

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What soft skills should all secretarys possess?

Allison White

Associate Professor, Ohio University

Employers have told me repeatedly that soft skills are often the most important. They will ask for my reference after I've gotten to know a student and been able to identify their communication, problem-solving, and interpersonal skills. They want someone to take the initiative yet know when to ask questions. Customer service skills and confidentiality were also voiced by our internship supervisors. Verbal and non-verbal communication is a must. The applicant must be able to write well!!

What hard/technical skills are most important for secretarys?

Allison White

Associate Professor, Ohio University

In addition to production software skills, including MS Outlook, Word, Excel, and PowerPoint, we often taught database skills using MS Access. Every employer has an employee database and a customer/client database that requires input and sometimes maintenance by office personnel. Keyboarding (65+ wpm), basic bookkeeping/accounting, and filing skills are a must.

What secretary skills would you recommend for someone trying to advance their career?

Anne McConnell Ph.D.

Professor, West Virginia State University

I would encourage someone taking a gap year to branch out, seeking work experiences and employment situations that expose them to new skills and allow them to interact with a diverse set of people. Sometimes we find ourselves in a bubble-communicating with the same people, who tend to share the same ideas-and a gap year provides the opportunity to extend beyond that. Employers value employees who have open, flexible minds, and seeking out experiences that demonstrate that openness can be helpful.

What type of skills will young secretarys need?

Angela Robbins Ph.D.

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.

What technical skills for a secretary stand out to employers?

Christi Patton Luks

Professor (NTT) and Associate Chair for Academic Affairs, Missouri University of Science & Technology

I've always felt that the most important thing we teach our students is problem-solving skills. The students who can readily relate the theory to their practical experience to develop new solutions are the most valuable. Engineering students that are active on design teams or took advantage of internships and co-ops are in great position for this.

Do you want to know more?

List of secretary skills to add to your resume

The most important skills for a secretary resume and required skills for a secretary to have include:

Customer Service
Telephone Calls
Payroll
Scheduling Appointments
Word Processing
Office Equipment
Travel Arrangements
PowerPoint
Meeting Minutes
Financial Statements
Front Desk
Purchase Orders

Clerical Support
Secretarial Support
Office Procedures
Direct Calls
Patient Charts
Routine Correspondence
Provides Administrative Support
Computer System
HR
Office Machines
Fax Machines
Administrative Tasks

Expense Reports
QuickBooks
Administrative Functions
Windows
Multi-Line Phone System
Bank Deposits
Database Management
Office Operations
Patient Appointments
Travel Vouchers
Financial Reports

Updated January 8, 2025

Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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