How to Become a Secretary? Qualifications, Skills, Best Courses

The role of a secretary has evolved significantly over the years. Once seen as a purely administrative position, today’s secretaries play a pivotal part in ensuring the smooth functioning of modern offices. Whether working in government, corporate settings, legal environments, or educational institutions, secretaries are now expected to possess a range of technical, communication, and organizational skills.

If you’re considering a career as a secretary and wondering how to begin, what qualifications are required, or which course is best for secretaries, this guide will walk you through everything you need to know. We will also address queries like “How do I get started as a secretary?”, “Which degree is best for secretary?”, and “What skills are needed for a secretary?” ensuring that you receive a comprehensive understanding of the field.

What Qualifications Do I Need to Be a Secretary?

To start your journey as a secretary, the minimum academic qualification is typically a high school diploma or equivalent. However, the actual requirements can vary depending on the industry and the level of responsibility in the role.

For entry-level positions, employers may accept candidates who have demonstrated strong administrative abilities and communication skills, even without formal education beyond secondary school. However, if you’re aiming for roles like executive secretary, office manager, or legal secretary, additional qualifications may be necessary.

Key academic qualifications may include:

• High School Diploma or GED – A basic requirement for most secretarial roles.
• Associate or Bachelor’s Degree – While not mandatory, degrees in Business Administration, Office Management, or Secretarial Studies are preferred by many employers.
• Professional Certifications – These boost your profile and show that you are serious about the role. Certifications such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) can add significant value.

What Are the Qualifications for a Secretary?

The qualifications for a secretary go beyond just academic credentials. They encompass a blend of education, training, and soft skills. Here are the three main types of qualifications you’ll need:

1. Educational Qualifications

• As noted earlier, a high school diploma is the foundation.
• College degrees in office-related fields are an added advantage.
• Computer literacy and proficiency in office software (especially Microsoft Office Suite) are essential.

2. Professional Training

• Training courses in document management, organizational behavior, or business communication improve efficiency and confidence.
• Specialized training for sectors such as legal or medical secretarial roles is available and sometimes required.

3. Soft Skills and Work Experience

• Experience in administrative support roles is often considered a qualification in itself.
• Strong verbal and written communication, organization, and interpersonal skills play a huge role in qualifying you for the job.

How Do I Get Started as a Secretary?

Embarking on a career as a secretary involves more than simply applying for jobs. It’s a structured journey that includes building the right foundation, acquiring the necessary skills, and positioning yourself competitively in the job market. Below are the five key steps to help you get started on the right foot—with detailed insights into each.

Step 1: Gain Basic Education and Computer Skills

The first essential step is obtaining a high school diploma or equivalent qualification. This foundational education demonstrates that you have basic literacy, numeracy, and communication skills—all crucial for handling administrative tasks.

Equally important is your computer literacy. Secretarial work is heavily reliant on digital tools and software. You should be proficient in:

• Microsoft Word for document creation

• Excel for spreadsheets and basic data analysis

• PowerPoint for presentations

• Outlook or Gmail for email communication and calendar management

• Cloud platforms like Google Drive or SharePoint for file sharing

Invest time in mastering keyboard shortcuts, formatting tools, and basic data entry. Online tutorials, free courses, or formal training in these areas can give you a strong edge.

Step 2: Take a Relevant Course

While formal education lays the groundwork, a targeted training course specifically for secretarial or administrative work can provide a competitive advantage. These courses teach specialized skills such as records management, document control, professional communication, and organizational behavior—skills often expected by employers but not taught in traditional academic programs.

For example, a course like Organising and Behavioural Skills for Administrative Professionals helps develop time management, stress control, and prioritization—key skills for anyone managing multiple tasks in a busy office environment.

Training courses also demonstrate your commitment to the profession, showing potential employers that you are well-prepared and career-focused.

Step 3: Build Experience Through Internships or Entry-Level Jobs

Once you’ve built a foundation of knowledge, it’s time to apply it. Begin with internships, part-time roles, or entry-level positions such as:

• Office Assistant
• Receptionist
• Administrative Clerk
• Junior Secretary

These roles expose you to real-world office procedures, such as handling correspondence, managing appointments, and interacting with different departments. You’ll also become familiar with office hierarchies and communication protocols.

Even unpaid internships can be incredibly valuable at the beginning, as they allow you to develop professional references, learn company-specific systems, and observe best practices firsthand. This experience becomes a vital part of your resume and can serve as a launchpad for better opportunities.

Step 4: Craft a Professional Resume

A compelling resume is your first impression—it should clearly reflect your administrative capabilities, training, and soft skills. Tailor it to the secretary role by emphasizing:

• Your organizational and multitasking skills
• Any secretarial training courses you’ve completed
• Relevant software or office systems you are proficient in
• Experience handling confidential data or client communication
• Achievements such as process improvements or cost/time savings in past roles

In today’s job market, a professional online presence can also help. Update your LinkedIn profile with relevant courses, experiences, and a concise summary showcasing your administrative strengths. Joining professional groups or forums related to office administration can help expand your network and visibility.

Step 5: Prepare for Interviews

Once your resume lands you an interview, preparation becomes key. Employers often assess both technical and interpersonal capabilities during the interview process.

You should be prepared to:

• Demonstrate your software skills, possibly through a live typing or formatting test.
• Answer scenario-based questions, such as how you would handle a scheduling conflict, prioritize tasks under pressure, or respond to an urgent request from a manager.
• Highlight your soft skills, including discretion, time management, and attention to detail.
• It’s also wise to research the company in advance and come prepared with questions that show your interest in the role and your long-term commitment.

Practicing mock interviews, reading job descriptions closely, and familiarizing yourself with the job’s technical expectations will help you walk into any interview with confidence.

Which Degree Is Best for Secretary?

While you don’t necessarily need a degree to become a secretary, certain degrees can enhance your employability and offer more growth opportunities.

Recommended Degrees:

• Bachelor’s in Office Administration – Offers in-depth knowledge of business and administrative processes.
• Associate Degree in Secretarial Science – Focuses on practical office management skills.
• Bachelor’s in Business Administration – Broader scope that prepares you for more strategic roles.
• Diploma in Executive Assistance or Personal Assistance – Suitable for high-level executive secretarial positions.

For those aiming to progress to executive assistant or office manager roles, a degree in management or business can open the door to mid-level management paths.

What Makes You Qualified to Be a Secretary?

If you’re wondering, “What makes me qualified to be a secretary?”, think of it as a combination of:

• Education: A solid academic foundation and relevant certifications.
• Experience: Any previous administrative or office-related experience counts.
• Skills: Mastery of office tools, excellent communication, and high attention to detail.
• Professionalism: The ability to handle sensitive information and work independently.

Even without a formal degree, someone with strong organizational skills, a proactive mindset, and professional training can be well-qualified for a secretarial role.

Which Course Is Best for Secretary?

Choosing the right course can greatly influence your confidence and effectiveness in a secretarial role. Here are some of the most impactful courses for aspiring secretaries:

1. Advanced Documents and Records Management Compliance

This course equips you with critical knowledge in managing office documents and complying with international documentation standards. It’s perfect for those dealing with sensitive records and compliance protocols.

2. Organising and Behavioural Skills for Administrative Professionals, Executive Secretaries & PAs

Ideal for those looking to enhance productivity, time management, and organizational behavior. It also focuses on improving interpersonal skills—crucial for interacting with executives and clients.

3. E-Library Management Techniques

For secretaries handling knowledge management or working in academic or corporate environments where information access is vital, this course provides strong foundational training.

4. Documents and Records Management Compliance & Document Control Specialist

This course offers specialized training in document lifecycle management, ideal for those aiming to work in roles requiring high-level document control and compliance knowledge.

Each of these training courses delivers specific competencies that are essential in modern secretarial functions, making them excellent choices for professional development.

What Skills Are Needed for a Secretary?

A successful secretary is someone who can manage multiple tasks efficiently while maintaining professionalism and discretion. The most important skills needed include:

1. Communication Skills

• Clear verbal and written communication is essential.
• Secretaries often act as the first point of contact and need to relay messages accurately.

2. Organizational and Time Management Skills

• Secretaries handle schedules, meetings, and filing systems.
• Prioritization and planning skills are critical to managing workload effectively.

3. Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Email management and basic troubleshooting of office equipment.

4. Attention to Detail

• From booking appointments to proofreading documents, accuracy matters.
• Small errors can lead to bigger problems in scheduling or documentation.

5. Discretion and Confidentiality

• Handling sensitive information requires professionalism and integrity.

6. Interpersonal and Teamwork Skills

• Secretaries often interact with internal departments and external stakeholders.
• The ability to work well in a team environment is essential.

7. Problem-Solving Abilities

• Issues often arise spontaneously—being resourceful and quick-thinking is a must.

Final Thoughts

Becoming a secretary in today’s professional landscape involves more than just typing speed and filing paperwork. It’s about being a reliable organizer, an efficient communicator, and a detail-oriented professional who supports key operations in a business environment.

If you’re asking yourself “How do I get started as a secretary?” or “What qualifications do I need to be a secretary?”, the answer lies in a mix of education, the right training courses, practical experience, and the development of essential soft skills.

Investing in specialized training courses like those offered by EuroMaTech is a smart way to gain competitive advantage and build a fulfilling career. Whether you’re just starting out or looking to advance, there’s a clear path to becoming a successful secretary—and it begins with the right knowledge and commitment.