Independent Secretary: What You Absolutely Need to Know

The administrative support market is undergoing major changes. More and more companies across all industries are choosing to outsource their administrative tasks. Hiring an independent secretary is a real asset for a business, offering both time savings and reduced costs. It is a profession with strong potential and a promising future.

Thanks to modern digital tools, independent secretaries can now handle a wide range of tasks. Some are simple and repetitive, while others require greater expertise. These tasks can be performed remotely via the cloud, a dedicated CRM, or onsite.

Here’s an overview of the most common responsibilities of an independent secretary.

Call handling and customer service

Virtual secretaries often manage incoming calls for after-sales service or technical support. They become the voice of the company, so knowing the product or service is essential to provide accurate, helpful answers.

Appointment scheduling

A classic task, but one that requires composure, patience and adaptability when dealing with demanding customers. It also requires agility to propose alternative solutions quickly.

Invoicing and overdue payment follow-up

This is particularly requested by start-ups and small companies. With limited time and resources, outsourced billing follow-up becomes a key asset.

HR support

This can include screening résumés, contacting candidates for interviews, sending interview briefs, or communicating responses to candidates.

This list is a snapshot of what independent secretaries can offer. Tasks vary depending on their skills and specializations.

The term “hard skills” refers to technical abilities typically listed in the skills section of a CV. Becoming an independent secretary technically requires no formal diploma. However, candidates can validate prior experience (VAE) to reassure potential clients.

Training in administrative management and secretarial work is strongly recommended to strengthen credibility and demonstrate real expertise.

Key expected skills include

• Mastery of office software
• Strong telephone and in-person reception skills
• Ability to manage emergencies
• Ability to report on completed tasks

Soft skills refer to behavioral competencies often developed outside formal education. Independent secretaries must demonstrate:

Flexibility and versatility

Given the variety of tasks, adaptability is essential. Topics and contexts can change from one moment to the next.

Strong organizational skills

Good organization improves stress management, respects deadlines and ensures clear communication.

Excellent interpersonal skills

You must know how to adjust tone, vocabulary and communication style depending on the person you’re speaking to. Remember that you represent your client’s business.

Autonomy

Being independent means solving problems without constantly relying on others. This is crucial for efficiency and stress management.

Contrary to common belief, becoming an independent secretary is not entirely free of investment. While costs are reasonable, certain equipment is essential:

A computer

Preferably a laptop if you plan to work onsite occasionally. The required performance depends on the software you use.

A comfortable office chair

It prevents long-term health issues. (We wrote an ergonomic guide about this!)

High-speed internet

Call quality relies heavily on your connection.

A good microphone and headset

Since you’ll spend hours on calls, comfort is crucial. A wireless headset is ideal to allow movement and note-taking.

USB keys or external drives

To save and secure your data.

The primary criterion when choosing call center software is how well it fits your needs. More advanced than a standard business telephony system, a call-handling platform allows you to manage inbound and outbound calls, schedule appointments and optimize productivity.

An instant messaging channel streamlines internal communication and information transfer. It may also include light file sharing.

A complete analytics module allows you to dive into detailed call data and performance metrics. You can filter by user or call group and generate custom reports.
A supervision interface provides a real-time overview of all key indicators.

All statistics can be exported to justify activity to clients.

Retrieve detailed information about the caller before picking up. This feature helps personalize the call and improve customer satisfaction.