Secretary

As the Damla Consulting family, we have been providing services in the Human Resources sector since 2000. During this time, we have found numerous employees for our clients to work in their homes and workplaces, and they were satisfied – we were satisfied. We would be happy to assist you with your personnel needs such as chauffeur, executive assistant, secretary, physiotherapist, caregiver, and cleaning staff.

In order for us to introduce you to suitable candidates as soon as possible, you need to specify what kind of secretary you need. We have many secretary profiles with different characteristics in our CV portfolio, and it will not take long for us to scan these profiles and identify the ideal ones for you.

Do you need a secretary who will answer the phones and serve refreshments to you and your guests? Would you like to work with a secretary who speaks a foreign language? Should your secretary also have knowledge of basic accounting? What age group do you prefer for your secretary? After you inform us of such details, we will act immediately to find a secretary that meets your criteria without wasting any time.

The secretary candidates in our CV portfolio are individuals who can provide references, are educated, care about their appearance and attire, have good diction, and possess communication skills.

On the internet, companies, businesses, and institutions frequently post ads stating “Secretary wanted.” A secretary is a type of employee that every workplace of all sizes needs, managing general office tasks.

Who is a Secretary?

A secretary is an office worker who is proficient in communication, correspondence, filing, paperwork, meeting organization, and welcoming and hosting visitors.

What Does a Secretary Do?

The duties of a secretary vary depending on the size and needs of the workplace. In businesses with multiple secretaries, each secretary may be directed to a specific task. However, there are general topics and skills that every secretary should be familiar with.

*Establishes connections with relevant organizations and clients.

*Manages correspondence.

*Answers calls and takes messages.

*Records expenses and invoices, and if responsible for accounting, processes them.

*Welcomes clients and visitors, directs them to the necessary places, and ensures they are hosted appropriately if they need to wait.

*Schedules appointments.

*Prepares the daily work program and ensures its implementation.

*Organizes meeting dates and reminds relevant individuals.

*Handles filing tasks.

*Uses office automation systems when necessary.

*Keeps daily work reports.

*Maintains an inventory of office supplies, tracks stock status, and ensures that frequently needed materials are procured before they run out.

*Ensures the work environment is orderly.

*Takes notes during meetings.

*Arranges travel plans for managers.

*Implements new procedures and changes in the administrative system.

*Prepares, organizes, and presents office documents such as correspondence, drafts, notes, reports, and e-mails to the relevant manager.

What Qualities Should a Good Secretary Have?

*Should know how to use office automation systems.

*Must be very proficient in using Turkish in both spoken and written forms.

*Should know correspondence, reporting, and filing techniques.

*Must be familiar with protocol rules.

*Should be polite and friendly towards bosses, colleagues, clients, and visitors to the workplace.

*There can always be situations that lead to stress and tension in a workplace, and unexpected events may occur. To cope with such situations, one must remain calm.

*Should have good communication skills with people.

*Must be a good listener.

*Should seek solutions calmly without panicking or losing politeness when a problem arises in the office environment.

*Should create a dress style that is appropriate for the workplace's principles. Must always be clean and well-groomed.

*Must have self-confidence and represent the company and personal position in the best way.

*Should coordinate workload and tasks correctly, distinguishing between priority and less urgent tasks.

*Must be someone who uses time well and does not overlook details.

*Should have planning skills. Especially before busy workdays, they should plan the next day's schedule a day in advance.

*Should establish respectful and good relationships with colleagues.

*Should not gossip in the workplace and should not share what happens at work outside.

What Should You Pay Attention to When Looking for a Secretary?

Before posting an ad saying “I am looking for a secretary” or contacting a Human Resources firm to request a secretary with the desired characteristics, you should create a complete list of the desired qualities. This is the first thing to do when there is any personnel need. If you take some time to think about this, your list will at least not miss important items, and you will not waste time interviewing candidates who are not suitable for you.

You should pay attention to whether the candidates you interview know how to dress, sit, and stand properly, and whether they speak with a clear expression. This is especially important if your secretary will be interacting with your clients and guests.

You should inquire whether the candidates know how to use the office programs and basic office equipment necessary for your business.

If you want your secretary to also handle accounting tasks, you should ensure they are knowledgeable in this area.

You should ask whether the candidate you interviewed will regularly adhere to working hours and whether they can adapt to flexible working hours if necessary.

You should ensure that the candidates are suitable for the job both physically and mentally.

Secretary Who Speaks a Foreign Language

Some companies prefer secretary candidates who speak foreign languages. While candidates who speak English are mostly sought after, individuals who speak languages such as Russian, Chinese, German, and French are also in demand.

University Graduate Secretary

High school graduates can also find many jobs among secretary ads. However, some companies prefer to hire university graduate secretaries who have higher education in fields such as business, accounting, office management, and computer science.

Executive Assistant

The differences between a secretary and an executive assistant can sometimes be a topic of discussion. Some people claim that these two jobs are the same, but in reality, they are not. An executive assistant must possess additional qualities beyond the tasks performed by a secretary. For example, they are expected to speak multiple foreign languages and communicate with the manager's foreign guests, prepare impressive presentations for meetings in a short time, and represent the company perfectly in any organization with their appearance, behavior, and speech.

A good executive assistant must always be elegant and well-groomed. They should take the initiative and be able to make decisions on behalf of the manager when necessary. They should remind the manager of everything from job interviews and meetings to special days like anniversaries. They should at least facilitate the tasks that the manager cannot find time for or concentrate on.

Especially top executives of large companies prefer to work with executive assistants who have been trained in basic accounting, public relations, and sometimes psychology. Executive assistantship is a high-responsibility and stressful job. The performance and success of the manager are linked to the performance of the assistant.

Finding a Secretary / Executive Assistant with Damla Consulting

As a company with a reputable 25-year history in the Human Resources sector, we are happy to identify and connect you with the most suitable candidates for your company's office staff needs.

If you are looking for an executive assistant or secretary, please contact us and explain what qualities you want the candidate to have. What office programs should they know? If they need to speak a foreign language, what is that language? What should the age range be? If you inform us about these and similar topics, we will find a candidate from our portfolio that meets your criteria as soon as possible and arrange a meeting to connect you.

A good secretary should be disciplined, organized, have high communication skills, possess problem-solving abilities, and value confidentiality. Additionally, time management and the ability to use office software are also important criteria.

Managing phone and email traffic, organizing appointments, filing and tracking documents, arranging meetings, and assisting the manager are among the basic duties of a secretary.

Experience, organizational skills, professional demeanor, and communication ability should be evaluated. Additionally, computer usage knowledge and the ability to make correct decisions in crisis situations should also be taken into account.

Working hours can be determined as full-time or part-time according to the company's needs. Working hours and overtime situations should be clarified in the employment contract.

They should be able to effectively use basic office programs, email systems, and meeting management tools. They are also expected to have sufficient knowledge in reporting and data management.

For companies working with international clients, knowledge of a foreign language provides an advantage. Knowing a second language, especially English, can facilitate communication.

Companies in management, health, law, education, finance, and consulting sectors need secretaries. The job description may vary depending on the field of work.

Time management, organizational skills, written and verbal communication, problem-solving ability, and confidentiality are among the most important competencies.

A secretary is an important position that facilitates the manager's work, maintains the order of the company, and manages the flow of communication. An effective secretary accelerates business processes and increases productivity.

Working hours, salary, leave rights, and responsibilities should be specified in writing. The contract formalizes the employment relationship while protecting the rights of both parties.