Executive Secretary Interview Questions

"I tend to prioritise tasks by using an online tool that helps me create to-do lists with a calendar and specific deadlines for each task. This tool is something I also use for my everyday personal tasks, and it served me well in my last two positions as an executive secretary. My to-do lists aren't rigid, and I can also adapt to new tasks that come without prior notice and change my priorities".

"I understand that conflicts may arise in the workplace due to personality clashes, as it's normal if you work inside a team or in any organisation. I tend to practise active listening to understand people's concerns because I may be mistaken in my judgment. Also, I let them know that I'm willing to reach a common ground. In my last position, we avoided a significant escalation of an issue just by improving our communication".

"In my last position, an important client had some difficulties attending a product presentation that we needed to launch together in three days. I had to reschedule my superior's plan quickly so he could travel to meet them in person, booking an urgent flight and the hotel room. I tried to prioritise this new situation above everything else and delegate other tasks".

"I've been using Microsoft Office for years. I recently took a course on advanced Microsoft Excel to use complex formulas, macros, and diagrams. I have experience using QuickBooks and Salesforce, and I'm willing to continue learning new software that helps me increase productivity in my job".

"I recall a time when my superior was travelling on a very long flight for business and he forgot to take some important unsigned contracts with him. I couldn't wait for him to land, so I called the clients myself to see if they could sign them electronically. Thankfully, they were able to send the signed contracts before my superior landed, and I sent them to his email."

"I understand the importance of sensitive information in any organisation. For this reason, I wouldn't disclose confidential information that my CEO gave me to any other top-level executive, even if they insist. I would politely decline and explain to them that I can't disclose anything without the CEO's authorization and that they should contact them if they need it."

"In my last position, I had to write an extensive report for a company's executive. I contacted a group of five people to compile and condense all the data and the research needed for the report. I communicated with my team at every step of the project to discuss progress and make corrections if necessary. In the end, we turned in the assignment on time."

"As an executive secretary, I understand I need to be approachable by customers and coworkers alike. In this case, I would politely answer that the executive isn't available and offer to take the message or guide the person to speak to someone that could resolve the issue. If the person insists, I would do anything possible to personally help them and contact my superior if they stay disgruntled."

"An executive secretary is vital for the company's well-being. Assistants and secretaries help employers and employee's daily lives run more efficiently, and they keep the company well-organised so it can focus on making better decisions. They're also the voice of top-level executives, and that's why I always try to take care of issues and to excel at my job."

"Executive secretaries should have an excellent typing speed to be able to run daily tasks and operations more smoothly so the top-level executives get all the information, appointments, and bookings they need. I have a typing speed of more than 80 words per minute, which grants me the necessary skills to use word processors, send emails, and make appointments efficiently."

"I would say that executive secretaries should have strong communication skills so their messages via phone, email, or one-to-one interaction pass on correctly. organisation skills are essential to meet the executive's needs on time. They should also have the capacity to work under pressure because they need to complete many tasks every day."

"Executives normally schedule a regular number of meetings monthly, or even weekly, to help them know everything relevant to the organisation. My job as an executive secretary comprises planning all the meetings with different tools, such as Zoom, Skype, Hangouts, and Calendly. In my previous positions, I wrote a summary of every meeting and sent it to participants, to-do lists included."

"In my last position, we had to travel a lot to meet with clients. I wouldn't mind travelling for work if you need help with them. In any case, I have broad experience arranging and planning business trips for executives, and I can be of assistance in any circumstance."

"In my previous experience, I conducted large transactions in the buying-selling processes of many real state properties. My superiors trusted me to access the company's main bank account for this kind of operation, and I made sure that all data remained safe and protected".

"I'll be attending phone calls, greeting visitors, organizing the schedules of my superiors, booking appointments, and doing administrative work. Your company operates mainly in foreign markets, so I imagine I would be attending many online meetings. I can also multitask when needed, but I would prioritise the most urgent and important tasks for the day."