Do you struggle to complete your to-do list every day at work? Do you feel like you always have a million, seemingly unimportant, tasks to complete?
If so, you aren’t alone. Many business owners struggle to find the time to get true work done because they are too busy with daily tasks associated with running their business.
As a result, your potential for growth is limited, and you become too busy to actually enjoy the reason you started a company in the first place. If this feels like you, it’s time to research the different types of secretaries to see if you can find one that will save you from yourself.
You’ll experience very quickly that the benefits of secretaries are far greater than the cost to pay them or the time to train them. Wondering what the different types of secretaries are, and how to hire a secretary? Keep reading to find out now.
Why Hire Business Secretaries
There comes a time when a business owner or manager simply can’t do everything. Often, when people start companies, they do as much as they can on their own in an effort to save money and build momentum.
The problem, though, is that when they start making enough money to pay others, they still try doing it all on their own. Whether they are perfectionists who don’t trust others to get the job done, or just a little bit crazy, we’ll never know.
But if you’d like to have more time to spend on high-value activities, such as growing your business, finding new revenue streams, and building systems, then you need to stop answering the phone.
You need to stop responding to every single email. And you need to stop running to the store to buy more coffee for the office.
You need a secretary.
A secretary is someone who will perform many of the time-consuming daily tasks associated with daily business. And as a result, you’ll have more time to do the work that you were meant to do.
This means greater impact, greater revenue potential, and a lot more fun.
What Do Secretaries Do?
Most secretary types perform a similar range of duties. The most common include answering incoming phone calls. They can then field calls to the appropriate person, or help the customer on their own.
They can also manage the general email inbox for your company, where most incoming messages are arriving. The dreaded email inbox is one of the most time-consuming devices in the business world, so having someone dedicated to handling that is a win for any business owner.
Secretaries also act as administrators. That means they can complete lots of basic tasks that include data entry, scheduling, office inventory management, and much more. Specialized secretaries may require additional training in order to complete specific, complex tasks.
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Types of Secretaries
While the role of the secretary is very similar across industries, there are still many different types. Here are some of the most common distinctions you’ll find when hiring a secretary.
Office
An office or general secretary is likely an individual without specialized training. They may or may not have a college degree but have at least graduated high school.
This is the type of secretary that will generally work at the front of your office. Not only will they field calls and emails, but they can meet customers, contractors, and couriers at the front door and guide them where to go.
Although this is often one of the lower-paid roles in many offices, since it doesn’t require a specialized degree or training program, the work they do is vital for the success of the entire office.
Executive
An executive assistant is someone who works exclusively for a high-profile individual in a large organization. This might be the CEO of a company or the head of a particular department.
They will work very closely with the executive and help manage their daily workflow. Executive secretaries can manage the schedule of the executive, field phone calls, manage the email inbox, and provide clerical and office support.
They may be responsible for making travel arrangements, setting up meetings and interviews, and much more. They work as the right-hand person of busy executives. Due to increased responsibility, salaries for these types of secretaries, if often much higher than a general secretary.
Medical and Legal
Secretaries working in the medical or legal field typically require a college degree and advanced training.
When working in the legal field, they may be required to do advanced research, fact-checking, and preparation of legal documents. They typically work under the direct supervision of an attorney.
Medical secretaries are those who work in hospitals, doctor offices, and other medical environments, such as labs. Much of their workload involves scheduling patients, handling billing and insurance claims, and forwarding information to other providers. They generally work alongside an entire team of other secretaries rather than in an individual role.
Virtual Assistant
Virtual assistants essentially act as virtual secretaries. For businesses that operate remotely, or for a company just looking to hire an affordable, part-time secretary, this can be a good option.
Virtual assistants are generally hired for very specific tasks, though they can also be generalized assistants. Common reasons to hire a virtual assistant could be to manage social media accounts, update spreadsheets and data entry, scheduling, help managing email, and so forth.
As a freelancer, you won’t have to provide these individuals with equipment, pay employment taxes, or pay for the office space or desk needed to employ them in-house.
They can also scale up or down as needed. So if you only need someone for a few hours a week, you can find someone. But if the role grows, and you need someone 20 or 30 hours a week, they can typically grow into these types of roles with ease.
Free Up Your Time
Now that you know about many different types of secretaries, you have no excuses. It’s time to hire someone who can free up your time so you can focus on growing your business.
If you don’t know where to start or are concerned about cash flow, you can always start with a part-time virtual assistant. As the weeks and months go by, if things are working out, you can delegate more and more responsibility.
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