• Sunday 01st February 2026
• 15

Office Manager Skills Course

Is the job of an office manager or secretary right for you? If you are a person who is organized and skilled in performing office work and are not looking for very specialized work, the job of a secretary or office manager is right for you. A secretary literally means a creator, creator, and innovator. However, in business and everyday literature, an office manager is a person who is employed by a person or organization who has the ability to perform tasks such as setting the manager's daily schedule, organizing meetings, writing letters, preparing various reports of various activities, working with computers and the Internet, and typing Persian and English texts.

In some companies, we see that the role of the secretary or office manager is more colorful and, in addition to performing the previous tasks, they also manage the company's internal affairs, coordinate employees internally, and respond to telephone and in-person clients.

In this job, a good office manager must have very good writing and speaking skills and have the necessary ability to work with a computer and type. And as you know, an office manager must pay attention to details and be able to handle a lot of work pressure. Most secretaries work full-time in office environments and private offices.

Secretary's work (office manager)

Maintaining paper and electronic documents and messages

Arranging and recording appointments and meetings for managers

Receiving and handling emails received in the company's general email account

Responding to letters and emails referred by management and other employees

Answering phones

Working with fax machines, telephone and video conferencing systems and other office equipment

Typing letters and correcting their grammatical and spelling errors

Working with computer programs such as Excel, Word, Access and other office software programs

And other general and office tasks tailored to the needs of each company and even the taste of management

Why does a manager need a secretary or office manager?

Given the limited time and volume of tasks and responsibilities of managers, it is necessary to monitor the activities of the units under their supervision and respond to employee requests and other related matters. These tasks should be carried out according to a regular and correct plan so that there is enough time for management and to avoid wasting time on current matters.

So, is it acceptable for a busy manager to succeed in his work without having a strong, trained and organized office manager, and is the office manager a regular employee, planner or reliable confidant? Managers' time is usually limited and they have multiple tasks, which is why these tasks must be carried out according to a plan.

Office Manager Characteristics

Personality and Behavioral Characteristics of an Office Manager

Administrative Characteristics and Information Related to Work in the Organization

Getting Clients' Work Done

The personality and behavioral characteristics of an office manager include positivity, alertness, presence of mind, self-confidence, confidentiality, conscientiousness, decision-making power, initiative, composure, compassion, a sense of responsibility, and most importantly, considering the problems of others as one's own, and this is the secret to the success of an organization and, beyond that, a society.

Getting clients' work done:

While observing ethical principles in relation to clients' work, speed, accuracy, punctuality, and respect for clients are taken into account, and clients are brought to the desired and legal result of the work in the shortest possible time.

An office manager must deal with office affairs intelligently in such a way that no damage is done to the office system and its management. No point or movement is hidden from the sharp-sighted view of the office manager. The office manager's awareness of the situation in various areas of work; That is, the direct knowledge of the senior manager of that unit.

One of the sensitive and important duties of the office manager is to establish proper communication and appropriate treatment with colleagues, especially clients. Proper and disciplined treatment gives value and credibility to the person in charge of the office.

Sorting letters that the supervisor must read, consider or sign and returning them to colleagues in the relevant units. - Arranging the times of meetings held in the office of the director and deputy.

Contacting clients, employees and heads of other departments.

Informing employees, experts and legal consultants of management orders.

The list of the above points should be recorded and recorded in a special notebook.

Maintaining and maintaining confidential information. - Arranging administrative letters according to the order of the superior.

Observing the client honoring plan, responding to clients and guiding and arranging client meetings and ensuring the smooth flow of affairs.

Sending notes and reminding the date of meetings.

Following up on tasks assigned by management until results are achieved.

Every office, depending on the position of its senior manager, whether in the organization or in the external environment, has various inquiries every day, whether by phone, correspondence or in person. The most important part of the responsibility of an office manager is to do accurate and timely work in this department. Prioritizing matters plays a significant role in the timely effectiveness and most efficient working method of the office manager.

Maintaining Company Secrets

The office manager is, if not definitely, aware of 80% of the company's secrets! How is that possible? Yes, just consider the number of letters that come in and out during the day, the typing that he does, the documents that he scans, the phones that he answers! Yes, it's that easy! If you tell company secrets that should not be disclosed, you have caused irreparable consequences for yourself and the organization. Always try to ensure that no one knows your system password except yourself and the relevant administrator. Try to maintain some privacy when typing and reading emails. There are often people who try to easily extract your information from your desk. That's why I say avoid sticking sticky notes or paper on your desk.

What is the difference between an office manager and a secretary?

Despite the many similarities between these two jobs, it can be said that an office manager has a heavier responsibility than a secretary because he or she can also be responsible for the duties of an office manager and an office manager who can control subordinate employees and is, in a way, an advisor to his or her manager.