Timestamp
NAME
1. Executive secretaries have access to
confidential information and you need to
make sure that they understand the
importance of discretion. How would you
deal with a person asking you to divulge
private information that the supervisor told
you?
2. Explain the importance of maintaining
accurate and organized records in an
administrative role. How would you handle
sensitive or confidential information while
managing records and documents?
3. How you prioritize and manage multiple
tasks and requests from different divisions
within the organization? What strategies
would you employ to ensure effective
communication within the office and with
external stakeholders?
4. Describe the process you would follow to Tracking a certain document and retrieving it is a process.
track and retrieve important documents
efficiently?
8/30/2023 9:32:29
Rosemarie Vizcarra Laxina
As an executive secretary, I represent not only the office I
am working in but also myself with a credible personality.
Therefore, I should know when to disclose certain or
private information to someone else or any other
supervisor. But if a directive did not come directly from my
boss to disclose as such then I will not do it.
The importance of maintaining accurate and organized
records is like keeping these records in a safe place to
maintain the data accuracy and privacy of each document
and record.
Handling sensitive or confidential information is the same
as "what you see, what you hear, leave it here". In this
case, whatever information that I have read must be kept
within me only, unless there is a directive to dish out
needed information, then let it be.
Prioritizing and managing multiple tasks and requests from
different divisions within the organization needs a lot of
concentration and time management (knowing which is the
first priority to be solved).
During this kind of situation, it is important for me to apply
the character of diligence. Diligence goes hand-in-hand
with concentration and with a certain goal to achieve within
a certain hour, day, week, etc. Therefore, it is important to
check which requests from these divisions need to be
settled first (the ones that most need to be solved), then
make sure that the requests must be addressed first and
continue to the next priority until I can address them to the
least priority.
I need to use a certain logbook or application to check on
"who" received it, "what" time, and "when" that person
received the document.
5. How would you handle phone calls and In handling phone calls and inquiries from both internal
inquiries from both internal and external
stakeholders professionally and effectively? are:
6. How do you plan and organize your daily
tasks to ensure you meet deadlines and
priorities? What tools or techniques do you
use to manage these tasks efficiently?
7. How would you handle a situation where
there's a break down in office equipment or
technology, and urgent work needs to be
completed?
8. Give examples of how you would
facilitate coordination among different
departments or teams within the
organization.
9. How would you handle situations where
there are conflicting demands from various
stakeholders?
10. Describe a challenging situation you've The most challenging situation that I have faced in my
faced in a previous administrative role and previous administrative role was doing a certain
how did you resolve it?
and external stakeholders professionally and effectively
1. be alert
2. voice must be "welcoming" which means making them
feel that you are there to help.
3. be attentive to what they are telling me, so that I would
be able to address their concern properly.
4. maintain a "welcoming" voice no matter what the
situation is.
5. appreciate their time and effort in calling.
In planning and organizing my daily tasks to ensure I meet
my deadline, I usually write a note into my
workstation/laptop/reminders.
In this case, I usually write the "most" task/work that needs
to be addressed immediately and able to submit it on time.
Then it follows the next to be solved and goes on. Once I
am done with a certain task, I usually put a remark on it
such as done with the date and time.
It is important for me to be resourceful and look for an
alternative way to finish the urgent work. As for the office
equipment, I will ask for the help of the right person who
could help us fix it.
Coordination for me is asking for the necessary data that
needs to be shared in informing the other staff or teams
within the organization
Handling situations that involve more than one side of
demands, usually causes conflicts. It is important to listen.
I will let them explain or share their demands one at a time
so that I would be able to check on the situation and be
able to make a solution to those conflicts.
directive/task from one of my colleagues and explaining
the instruction that came from our immediate supervisor.
In this case, there was a miscommunication and a conflict
in instruction (explained) to me.
Talking and asking questions to clarify certain things is
really important. Therefore, I was able to give the output
they were asking for on time by clarifying certain
instructions from both of them.