Secretary Job Description

A secretary is an administrative professional who assists with tasks such as answering phone calls, scheduling appointments, and typing documents. They play an essential role in the smooth operation of an office or organization and often act as the face of the company, interacting with clients and visitors. Their responsibilities may also include managing files, preparing reports, and handling correspondence. A secretary must have excellent organizational and communication skills, be detail-oriented, and able to work independently or as part of a team.

Alternate job titles:

Administrative Assistant, Executive Assistant, Office Manager, Personal Assistant, Receptionist, Office Coordinator, Administrative Coordinator

Common Job Duties - Secretary

Statements of Responsibility

– Answering phone calls and responding to emails
– Scheduling appointments and meetings
– Maintaining and updating calendars
– Preparing and distributing memos, letters, and reports
– Organizing and maintaining files and records
– Arranging travel and accommodations
– Greeting visitors and directing them to the appropriate person or department
– Ordering office supplies and maintaining inventory
– Managing and coordinating projects
– Taking meeting minutes and distributing them to attendees
– Coordinating and scheduling conference calls
– Handling incoming and outgoing mail
– Ensuring office equipment is in working order
– Coordinating social events or office celebrations
– Managing databases and contact lists
– Performing data entry and basic bookkeeping tasks
– Conducting research and compiling information for reports
– Proofreading and editing documents
– Assisting with the preparation of presentations
– Providing administrative support to executives and senior managers
– Handling confidential and sensitive information with discretion
– Coordinating catering for meetings and events
– Troubleshooting technical issues with office equipment
– Performing basic office maintenance tasks
– Liaising with other departments within the organization.

Common Job Skills - Secretary Job Description

Statements of Expertise

– Excellent communication skills, both written and verbal
– Strong organizational skills
– Ability to prioritize and manage multiple tasks simultaneously
– Proficient in computer software programs such as Microsoft Office Suite
– Attention to detail and accuracy
– Ability to maintain confidentiality and discretion
– Professionalism and strong work ethic
– Knowledge of office equipment such as printers, scanners, and fax machines
– Strong problem-solving and decision-making skills
– Ability to work independently and as part of a team
– Flexibility and adaptability to changing situations
– Time management skills to meet deadlines
– Customer service and interpersonal skills
– Knowledge of office procedures and protocols
– Ability to take minutes during meetings and prepare reports.

Secretary Job Requirements

Experience Required

– Performing administrative and clerical duties such as scheduling appointments, managing emails and phone calls, and organizing files and documents.
– Communicating effectively with clients, colleagues, and superiors through written and verbal correspondence.
– Utilizing computer software and office equipment to complete tasks efficiently and accurately.
– Maintaining confidentiality and professionalism in all aspects of the job.
– Possessing a college degree, preferably in business administration or a related field, and having at least 2-3 years of experience in a similar role.

Secretary Jobs - Who Employs?

Description of Company

A Personal Assistant can be employed by various types of companies including corporate businesses, small businesses, startups, entrepreneurs, celebrities, and high net worth individuals. They may also be hired by individuals or families for personal support or household management.