Top 25
Secretary Interview Questions
1. What is your best skill as an office assistant?
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A secretary is a person whose work consists of maintaining files, operating telephones, typing letters and other clerical functions. These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one such. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members and organizes official meetings and events.
wikipedia.org/wiki/Secretary
Secretary Interview Questions
2 of 29
Describe a time when you had really felt good about a performance in your job.
 
User Submitted Interview Answers
1.
Taking over a position I had no training for and keeping things running smoothly in the office.
 
2.
When my company is trying to win Kenya Airways insurance policy as their broker. I try as much as possible to make sure I follow up on same. I make sure all the typing words are in order and create all the design used in the policy and at last, we got the business.
 
3.
I used to have screen savers of my dogs and wolves that I sponsor on my computer. One of the autistic students noticed them and would ask me about them. This lead to a conversation about him joining the Canine Club that I lead. He did join and I was surprised to later learn from his mother that he had been afraid of dogs and changed his feelings and attitude about them.
 
4.
When I first started working in a high school, I found that I wasn’t as naturally organized as I wanted to be. Without a system to keep track of everything I was falsifying. So now I make a list religiously and I check it every morning, so before I leave for the day, I make sure that nothing has slip through the cracks and all my priorities are correct. I now know that without them, my natural state is a less organized one.
 
5.
I try and ensure that I put in all my efforts to deal with the daily work order effeciently and provide deliverables on time. Performance is an onging process and demands consistent efforts hence being appreciated for your work makes you feel good.
 
Question
3 of 29
A secretary needs to be very organized. Describe your organization characteristics.
 
User Submitted Interview Answers
1.
Experience of basic office/paperwork duties.
 
2.
Please outline your experience of handling cash.
 
3.
Please outline your experience of accurately undertaking basic office/paperwork duties.
 
4.
I have very strong organization characteristics including punctuality, making and sticking to a schedule, and balancing my activities of the day.
 
5.
Punctual, good oral and written communicator, prioritisation, diarising and taking notes.
 
Question
4 of 29
What is your greatest weakness? What are you doing to improve it?
 
User Submitted Interview Answers
1.
Lease outline your experience of accurately undertaking basic office/paperwork dutie.
 
2.
Please outline your experience of accurately undertaking basic office/paperwork duties *
 
3.
Outline your experience of accurately undertaking basic office/paperwork duties.
 
4.
Reluctance to say no. ..I am learning to become firmer when asked to do things.
 
5.
Procrastination. I am improving this by keeping a diary where I list my things to do and tick them every evening.
 
Question
5 of 29
Customers can have a nasty attitude for no reason. What techniques do you employ to calm down customers when they are irritated?
 
User Submitted Interview Answers
1.
I think the best way to handle irritated customers is to speak politely back to them and to let them know they and their complaint are being heard.
 
2.
Listening to them and showing interest in their complaint. Following up on the complaint after ensuring that it followed the right channels.
 
3.
Speak politely and apologize.
 
4.
Certainly calm myself and sd oak calmly never shout or be confrontational be firm but calm.
 
5.
Be persuasive and at the same time be a good listener.
 
Question
6 of 29
Tell me about your cash handling experience.
 
User Submitted Interview Answers
1.
I have had experience handling petty cash for the office.
 
2.
I deal with petty cash as well as scrap sales.
 
3.
I have a good listening to able to assist customer with purchases and transactions using scanners, cash registers, and calculate the price of items that customers buy.
 
4.
In my department all students must pay to register to HPCSA and I am responsible for keeping their proof of payments and I also responsible for ordering stationery, refreshments I have access to view the departmental budget.
 
5.
I am in charge of all school monies that goes on the safe and send it over to the district after keeping a record of what and when cash goes out.
 
Question
7 of 29
Have you ever coordinated an event? How did it go?
 
User Submitted Interview Answers
1.
Organised on house graduation ceremony went very well.
 
2.
Yes, end of year party. It went on well although we forgot to include PA system.
 
3.
I have coordinated tc meeting and the event was successful.
 
4.
Yes, I coordinated staff meetings for teachers and administration. I made sure each had paperwork needed and that snacks were provided in accordance with instructions given. The event was a success.
 
5.
Yes. I have coordinated many events. To start with I coordinated a training. I had to make sure that 75-100 people could fit in the room. I also worked with another agency and communicated what they needed and fulfilled those needs. The event day came and we had a great day of training.
 
Question
8 of 29
Why do you want to work for this office?
 
User Submitted Interview Answers
1.
I am looking forward to working for high profile individual and understand the position is demanding. I am ready for the challenge.
 
2.
I have found that my strengths and attributes fit well. I have worked with programs and the STAT program I feel will be no problem for me to get into and understand. I have had to really dive into programs before such as a picture link program we use for employee IDs. I have had to set up on the back end of a program new ID badges for people when they find that they would like their county agency to have an ID badge.
 
3.
Because it will be a good challenge and to learn new things.
 
4.
To learn more and get experience so that I can improve my carreer.
 
5.
My goal when taking the receptionist job a Wiederstein was to learn all that I could and eventually seek out a position at the highschool level. When I read the job description for this opening, it seemed to be a job along the lines of what I am doing now, with an opportunity to learn new skills and work in the highschool environment.
 
Question
9 of 29
Why did you leave your last job?
 
User Submitted Interview Answers
1.
I am looking for a challenging position after 10 years of same routine work.
 
2.
Why did you leave your last job?
 
3.
I want to get more experience in different fields.
 
4.
I would like to grow as a person and in my work environment. I loved it there, but there wasn't any promotional positions available.
 
5.
Financial problems.
 
Question
10 of 29
Tell me about a time when you missed some important details for a report. What happened?
 
User Submitted Interview Answers
1.
Just as my activator strength shows impatience there maybe a time where I have made a plan and after following through someone else may have had a better idea. I had a task where I was to prepare a document and it needed to be done before a meeting and it got brought to me two hours before it needed to be done. The information had to be compiled fast and the data had to be made into a pie chart in Excel. I was able to get it done but for me I feel I could have had a better presentation for the meeting if I would have had more time given to me.
 
2.
Tel me about a time when you missed some important details about a report, what happened?
 
3.
I sent my receipts to the wrong person. I apologized and wrote a note to whom what receipts goes to as a reminder for next time.
 
4.
First confused then I called the other part and tell the details which are missing so the can add.
 
5.
I give my work to another co- worker, and fox on this problem only, and keep myself quiet, search everywhere and try my best to remember any thing belongs to that report. Usually everything become OK at the end, because I am very careful about my documents.
 
Question
11 of 29
Walk me through a typical day for you at your last office.
 
User Submitted Interview Answers
1.
Faxing, scanning, making copies for attorneys, answering multi-phone lines and transferring to the appropriate place, filing pleading, creating memos and sending out letters, track and log correspondence, schedule court calls and e-file with superior courts, train new employees, update written procedures.
 
2.
Day starts at 8.30 with reading of newspapers. I then check email and action on urgent ones. I then sort out mail and dispatch any documents that need to go with the rider. From there I handle tasks for the day. By evening I tick what has been done and prepare a new to do list.
 
3.
I get to work, access my desk and the work load that my have been placed on my desk during the evening hours. I then organize that paperwork and head into my emails to be sure that nothing is urgent. If there is something urgent to respond to or handle I reprioritize. I have an idea of what I am doing in the day and get to it. If something comes up where I need to help with something else and it needs to be done in different correlation before another task, that tasks just get realigned.
 
4.
1. Write down a list of persons attending the meeting, gather together their contact information.2. Find a date and time in the calendar that works well for the meeting.3. Send out a notification of meeting time and date.
 
5.
Start at 7:00 am, quick look to my office, if everything is OK ( computer, printer, photocopy, phone) working and in a good condition. office supplies are available or not. check documents from other day. talk to my manager about new things. get signatures on some documents if needed. sent files to another departments. typing and word processing. answering phone calls and taking notes. deal with other employees. check emails.
 
Question
12 of 29
How many years of office work have you had?
 
User Submitted Interview Answers
1.
I started my internship in 2004. I then started with the law office and moved to the County in 2007. So have a total of 11 years experience.
 
Question
13 of 29
Please outline your experience of accurately undertaking basic office/paperwork duties.
 
User Submitted Interview Answers
1.
I ensure documents are well filed.
 
2.
Please outline your experience of accurately undertaking basic office/paperwork duties.
 
Question
14 of 29
What is your ideal company?
 
User Submitted Interview Answers
1.
Someplace that I can promote and where they like to promote people. Long term and goal oriented.
 
2.
A company that will help me learn and grow as an individual as I give my best to the company.
 
3.
Happy place to work, enjoyable, do not feel hard work, we enjoy doing our work, we always cheer up and have a laugh.
 
4.
Spilt of female and male. Quite gender diverse. Looks over the river. I like looking at water it relaxes me or scenary. Have a lovely place to have lunch so canteen. Part of the company pension after 3 months. Good staff discount- 30%-50% discount.
 
5.
My ideal company would be somewhere I felt comfortable, part of a team, and could grow as a person and advance in the company.
 
Question
15 of 29
Tell me about yourself.
 
User Submitted Interview Answers
1.
I am passionate about helping others and enjoy organizing high profile bosses.
 
2.
I am organizer and a multi-tasker with 2 children.
 
3.
I've been with the state 9 years, I came from Sierra Vista that closed down; and came to HQ as a office assistant, then promoted to a senior legal typist.
 
4.
Im christine, 25 years old, single, im living now at new salata with my sister and her family, i want a new change in my life right now and i like to do sports, especially swimming and badminton and i spend my free time with my family.
 
5.
My name is karen murphy I'm a honest, have good organisational skills, in my previous positon I worked as a switchboard operator my main priority keeping clients happy with fast and accurate service. Within a year I was offered a high position within the company I'm hardworking and a fast learner.
 
Question
16 of 29
Describe a situation when you were given a large amount of data, had a purpose to analyze it, and gave an outcome regarding this data. Explain the process you took forth in each stage of that process.
 
User Submitted Interview Answers
1.
I have been doing tenders whereby I would be required to type out the technical specifications to be able to send out to Suppliers. They would then give us their feedback on compliance and pricing. I would in the meantime be preparing paper work as required. After getting offers from Suppliers, I would sit my seniors to get the best pricing and finish compiling the whole document. It has been responsibility to make sure that the document is submitted well in advance before deadline.
 
2.
First I would organize the data I received so it will be easier to input. I would then input the data into a table or database. After all the information was inputted I would then analyze it and find the outcome of the data presented to me.
 
3.
Describe to me a situation when you were given a large amount of data, had a purpose to analyze it, and gave an outcome regarding this data, explain to me the process you took forth in each stage of that process.
 
4.
Describe to me a situation when you were given a large amount of data, had a purpose to analyze it, and gave an outcome regarding this data, explain to me the process you took forth in each stage of that process.
 
5.
Describe to me a situation when you were given a large amount of data, had a purpose to analyze it, and gave an outcome regarding this data, explain to me the process you took forth in each stage of that process.
 
Question
17 of 29
Describe a bad customer service experience you have had in the past and how you handled it?
 
User Submitted Interview Answers
1.
I had a client who complained about a colleague and did not want to deal with her. I apologized to the client and assured her that the Company will assign another sales cordinator and they were happy.
 
2.
Describe a bad customer service experience you have had in the past and how you handled it?
 
3.
I had a gal once tell me that she was not happy with the way one of our employees handled a situation. All employees reflect on another employee weather they did the something that this customer is upset about. We had a protocol set up and I followed it per policy and this person was happy to know that their voice was going to be heard.
 
4.
I always do good experiences. I never had the experience. I always find a way to make it work.
 
5.
Sometimes a customer does not understand how a business works. I need to understand their point of view first. Know the differences between what we are doing. Speak to them with their point of view.
 
Question
18 of 29
What signs of trust have you demonstrated in the past while working?
 
User Submitted Interview Answers
1.
I keep all information confidential.
 
2.
If someone needs something done they know they can come to me. They can trust me by knowing that they gave me a job and it will get done in a timely manner and correctly.
 
3.
The fact that I trained people that they trained people. I was entrusted to pass it on to other co workers.
 
4.
Well I am a reliable worker and my bosses can depend on me. They know I will show up to work sick before I call in.
 
5.
I keep my word when I say I will get back to people, I am honest when I am not sure on how to do new things.
 
Question
19 of 29
Tell me about the most difficult supervisor you have ever worked with, and how you went about working with him or her?
 
User Submitted Interview Answers
1.
My current boss is very disorganized, he makes his travel arrangements the last minute, misses out on important meetings by over 2 hours and am forced to apologize every time.
 
2.
Tell me about the most difficult supervisor you have ever worked with, and how you went about working with him or her?
 
3.
No because I like them all. But the past manager I worked for was very fussy. I do prefer men managers to female managers. Men seem a little more on ball.
 
4.
Sometimes the supervisor can be quite loaded. I am doing my own things at the same time. They might end up giving me extra work to reduce their work load. I would say I understand all of this. I understand that we should proirtize and ask if this is okay.
 
5.
No one I have had conflict with. Honestly I have never had a major problem with a superior.
 
Question
20 of 29
Can you multi-task? What experience do you have that represents to me how well you multi-task?
 
User Submitted Interview Answers
1.
I can do 10 things at once. Doing a copy job and answering phones; transferring to appropriate office, directing people who come in for meetings to our law library, sending faxes or scanning information to an attorney.
 
2.
I handled tenders and sales enquiries, arrange travel, sort out administration issues.
 
3.
Can you multi-task? What experiences have you done that represent to me how well you multi-task?
 
4.
When you have many duties to do a in day you have to be able to organize first and then if someone comes to you during the day to do a job for them here comes some multi-tasking. Currently I back up a job and some days that job has a lot of work come in for it. If the person I help out comes to me and says she needs help I do drop what I am working on and do that job because it bring revenue into our office. This is not a hard task for me. Time management is really key in multi-tasking as well.
 
5.
Its a normal thing for me. I deal with a variety of different tasks. Keep your eye on it.
 
Question
21 of 29
Give an example of a time you procrastinated and it led to a very difficult situation. Explain whether it required you to work more in the end or turned a report into a disaster.
 
User Submitted Interview Answers
1.
I am not a procrastinator, I get things done promptly and efficiently.
 
2.
Give me an example of when you procrastinated and it led to a very difficult situation? Whether requiring you more work in the end or turned a report into a disaster?
 
3.
Give me an example of when you procrastinated and it led to a very difficult situation? Whether requiring you more work in the end or turned a report into a disaster?
 
4.
I have to say that I am not much of a procrastinator. I actually hate procrastination. I would use the word of not being organizing but then I run my life off of being organized and making sure I am on time.
 
5.
It was during tax season and I had not gathered all the information needed.
 
Question
22 of 29
You have been asked to set up a meeting. Quickly go over the steps you take to make this meeting happen.
 
User Submitted Interview Answers
1.
Please tell me the time, day and whose attending this meeting along with what the meeting is for.
 
2.
I first call all the attendees to confirm their availability. I then send out an invite on email with reminders. A day before the meeting, I send out reminders. I also organize for refreshments and meals should they be required and ensure the venue is well prepared.
 
3.
I had a time where I needed to get a room for a meeting of 10 people. We did not have a meeting space available in our building and I knew of a location where a meeting could be held. I called the facilitator and it ended up that that day that location was available for that two hour meeting. If it would not have been available we would have found a location that worked. PHone calls were made and they all showed up right at 10:00 for the meeting.
 
4.
A lot of the day to day activities- customers are very busy and have to deal with things there as. You might have people booked but there could be people coming in. Making sure the room was available to take them to the side to an ad hoc appointment.
 
5.
Please help
 
Question
23 of 29
Why do you want to be an office administrator?
 
User Submitted Interview Answers
1.
I like the fast paced work environment, I like assisting attorneys that need help with formatting or creating documents, I like being able to work as a team with different people and learning new things.
 
2.
I am well trained in the position and believe I can offer the best.
 
3.
As I have discussed the strengths I posses I feel fit in perfect for this job. I have the ambition and the knowhow from my past jobs that have lead me to be able to apply for this position and be rightly suited for it.
 
Question
24 of 29
How proficient are you with Microsoft Excel?
 
User Submitted Interview Answers
1.
In our office we rarely use it, but I have taken a few classes on it and can figure it out.
 
2.
I work with computers very well.
 
3.
Microsoft Excel is one of my favorite programs. Like I said earlier I had to gather that data for the meeting and then make a pie chart out of the information gathered. I felt really happy with the amount of little time I was given. Excel is something that is used a lot by myself for report purposes. If I have a report where I need to sort information in my current job I either copy and past it into excel from another program or save and open it in Excel. Excel is just a really great program for many different job duties.
 
4.
Excel- intermiate. Link worksheets. Run calenders through excel in expereince.
 
5.
Excel and word are the biggest system tools we used.
 
Question
25 of 29
Tell me a time when you had to handle something drastic, but no one was around to help you. How did you do it?
 
User Submitted Interview Answers
1.
When the legal secretary quit, I had no idea what she did or how she did it. an urgent billing issue came up and I had to figure out who to call; call them and then create a document to get it paid. I researched this and called the vendor who needed this to be paid as soon as possible.
 
2.
First I identified the problem and the possible solutions to take. Then I looked at which solution would produce the best repsonse.
 
3.
I consulted with the concerned people on phone.
 
4.
A meeting wasnt canceled. Someone rang me saying a another wasnt in that they wasnt well. My ex employee thought he had cancelled his whole day. He had a situation where he had to stay up all night. He didnt cancel a supplier. I got a phone call from reception. A client was waiting for my ex employer. I told reception to say sorry and investigated the situation. I rang his duty to see if he can handle the situation he couldnt help and I explained the situation to the cilent. I rang reception and asked them for the client to be able to put on the phone. I rang him at a little stage to make the appointment. I said sorry and the cilent said its fine these things happen.
 
5.
I would say this is extreme but it comes to mind; it was the end of the day, a mentally strained man appeared at our counter and the window was closed so I walked out into the hallway to help him. He started yelling about something I had no idea what he was talking about and after we communicated what it was he needed, I was able to provide him with the help he needed,
 
Question
26 of 29
What is your greatest strength?
 
User Submitted Interview Answers
1.
My greatest strength is being honest and caring about what I do. I am a great team player, I have a good work ethic and I am self motivated.
 
2.
I give my best to everything that I do.
 
3.
I would have to say my analytical strength.
 
Question
27 of 29
How well would you say you supervise people?
 
User Submitted Interview Answers
1.
Well unless they need me or my help I don't supervise anyone, I am too busy and have my own work load to worry about.
 
2.
Think of solutions. General people are happy with the way I supervise.
 
Question
28 of 29
Why are you the best candidate for us?
 
User Submitted Interview Answers
1.
I believe I got what you are looking for and you will not be disappointed. I am a self started, do not need supervision and highly motivated by my work.
 
2.
Because I am a team player, dependable, I love a challenge and a fast learner.
 
Question
29 of 29
Explain your greeting and how you handled phone calls at your previous employment.
 
User Submitted Interview Answers
1.
Hi how are you this is Christina from dept. Of legal affairs how can I help you.
 
2.
Thank you for calling Crown Healthcare, Juliet on the line how may I help you.
 
3.
I would answer in a cheerful voice. Let the customer come first.
 
4.
I used to answer the phone with a smile cause I am the first person they get in touch with at the company.
 
5.
Customer first. My greetings are cheerful and always with the will to help.
 
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