Administrative Secretary Job Description [Updated for 2025]

In the dynamic world of office management, the role of an Administrative Secretary has never been more vital.

As businesses evolve, the demand for skilled individuals who can organize, streamline, and safeguard our administrative processes grows.

But let’s delve deeper: What’s truly expected from an Administrative Secretary?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager drafting the perfect candidate profile,
• Or simply curious about the intricate duties of an Administrative Secretary,

You’re in the right place.

Today, we present a customizable Administrative Secretary job description template, designed for effortless posting on job boards or career sites.

Let’s get started.

Administrative Secretary Duties and Responsibilities

Administrative Secretaries often serve as a point of contact for a company or organization, managing various tasks to ensure efficient operation.

They typically provide administrative support to a team or individual.

The common duties and responsibilities of an Administrative Secretary include:

• Answering and routing phone calls
• Processing correspondence, including letters, emails and memos
• Scheduling appointments and maintaining calendars for superiors
• Organizing and filing documents
• Preparing and distributing meeting agendas and minutes
• Managing office supplies and placing orders when necessary
• Assisting with the preparation of reports and presentations
• Maintaining and updating databases and tracking systems
• Facilitating communication between various departments and personnel
• Handling confidential information with discretion
• Providing excellent customer service, handling queries and complaints
• Conducting research as required

 

Administrative Secretary Job Description Template

Job Brief

We are searching for a highly organized and dedicated Administrative Secretary to join our team.

The Administrative Secretary will be responsible for managing office operations, maintaining business files, preparing reports, taking minutes of meetings, and liaising with staff members and the public.

The ideal candidate has excellent multitasking skills, is punctual and reliable, and has a demonstrated ability to manage administrative tasks efficiently.

 

Responsibilities

• Manage and maintain executive’s schedules, appointments and travel arrangements
• Prepare and edit communications, presentations, and reports
• Handle incoming and outgoing communications including emails, faxes, and post
• Coordinate and organize meetings, conferences, and team events
• Prepare and distribute minutes of meetings
• Manage and maintain files, records, and databases
• Assist with budget preparation and expense tracking
• Provide general administrative and clerical support

 

Qualifications

• Proven work experience as an Administrative Secretary or similar role
• Proficiency in MS Office applications (MS Word, MS Excel, MS PowerPoint)
• Excellent written and verbal communication skills
• Good organizational and multitasking abilities
• Ability to maintain a high level of confidentiality
• Knowledge of office management systems and procedures
• High School Diploma; additional qualification as an Administrative assistant or Secretary will be a plus

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Administrative Secretary
• Work Environment: Office setting with standard office equipment. Some travel may be required for meetings or conferences.
• Reporting Structure: Reports to the Office Manager or designated supervisor.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $55,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Administrative Secretary Do?

Administrative Secretaries perform a variety of administrative and clerical duties that are essential to keeping an organization running effectively.

They primarily work in offices across various industries where they answer phone calls, schedule meetings, and support other staff.

Their duties include preparing documents, maintaining electronic and physical files, managing projects, conducting research, and presenting information in a clear and concise manner.

They may be responsible for maintaining office supplies, coordinating mail services, and ensuring the functionality of office equipment.

Administrative Secretaries act as a point of contact for the team, interacting with clients, suppliers, and other staff.

In some companies, they also assist in budgeting and financial management.

They must possess excellent organizational skills, strong communication abilities, and knowledge of office procedures and technology.

Often, they are expected to handle sensitive information, thus discretion and confidentiality are crucial.

 

Administrative Secretary Qualifications and Skills

An effective Administrative Secretary should have the skills and qualifications that align with the position’s requirements, such as:

• Strong organizational skills to manage multiple tasks and projects simultaneously, while ensuring high quality and attention to detail
• Excellent written and verbal communication skills to interact with internal teams and external contacts professionally and effectively
• Proficiency in office software, such as Microsoft Office Suite, for creating reports, presentations, spreadsheets, and managing electronic files
• Time-management skills to meet deadlines and handle various projects at the same time efficiently
• Interpersonal skills to foster positive relationships with team members, management, and clients, facilitating smooth office operations
• Customer service skills to deal with inquiries, complaints, or issues in a professional and courteous manner
• Ability to maintain confidentiality, as handling sensitive information is often an essential part of the job
• Problem-solving skills to identify, analyze, and resolve office-related issues that may affect productivity or office environment

 

Administrative Secretary Experience Requirements

Administrative Secretaries typically require a minimum of 1 to 2 years of experience in an administrative or clerical role.

This experience is often gained through entry-level positions such as Administrative Assistant, Receptionist, or Office Assistant.

In such roles, candidates can gain hands-on experience in managing office administrative tasks such as handling phone calls, organizing meetings, managing office supplies, and maintaining office records.

Secretaries with 3 to 4 years of experience often have developed proficiency in advanced administrative tasks such as drafting correspondence, coordinating travel arrangements, preparing reports, and maintaining confidential files.

They have also usually gained experience in utilizing office software applications like Microsoft Office and administrative management systems.

Those with more than 5 years of experience might have held supervisory roles, where they manage and train other office staff, handle sensitive information, and aid in decision-making processes.

At this level, they might be ready for a managerial position or an executive secretary role where they directly support high-level executives.

Regardless of the level of experience, strong organizational skills, excellent communication abilities, and proficiency in office software are essential for an administrative secretary role.

 

Administrative Secretary Education and Training Requirements

Administrative Secretaries generally require a high school diploma or equivalent as a minimum educational qualification.

Many employers, however, prefer candidates with some form of post-secondary education, such as an associate’s degree in business administration, office management or a related field.

In their studies, Administrative Secretaries learn key skills like office management, computer applications, business writing, communication, and data management.

Some roles may require a knowledge of industry-specific software or practices, so relevant experience or training in that industry could be beneficial.

Additionally, certification programs are available, such as the Certified Administrative Professional (CAP) or the Certified Professional Secretary (CPS), which can enhance employability and career progression.

On-the-job training is often provided to help Administrative Secretaries familiarize themselves with company-specific software and procedures.

While not always required, fluency in more than one language can be an added advantage, especially in multinational companies.

Continuous learning and skill development are crucial in this role, as technology and office procedures continually evolve.

 

Administrative Secretary Salary Expectations

An Administrative Secretary makes an average of $39,850 (USD) per year.

The actual earnings may vary depending on factors such as experience, the size and sector of the company, and the geographical location.

 

Administrative Secretary Job Description FAQs

What skills does an Administrative Secretary need?

Administrative Secretaries need to have excellent organizational and multitasking skills to manage multiple tasks at once.

They also need to have good written and oral communication skills, as they will often be the first point of contact for visitors or clients.

Proficiency with office software such as Microsoft Office Suite is also a must.

In addition, they should have good interpersonal skills for dealing with a variety of personalities and situations.

 

Do Administrative Secretaries need a degree?

While a degree is not always a requirement to be an Administrative Secretary, many employers prefer candidates with at least an associate’s degree in business administration or a related field.

However, relevant work experience can often be just as valuable as formal education.

Certain positions may require specific qualifications, such as legal or medical secretarial training.

 

What should you look for in an Administrative Secretary resume?

An Administrative Secretary’s resume should showcase their experience in providing administrative support to a team, managing office equipment, scheduling meetings, and handling correspondence.

Look for skills in office software and any certifications that may be relevant.

Work experience in your particular industry or field can also be beneficial.

 

What qualities make a good Administrative Secretary?

A good Administrative Secretary is highly organized, detail-oriented, and proactive.

They should be able to manage their time efficiently and prioritize tasks effectively.

Good interpersonal skills are also crucial, as they will frequently interact with colleagues, clients, and other external contacts.

They should also maintain a high level of discretion, as they often deal with sensitive or confidential information.

 

Is it difficult to hire Administrative Secretaries?

Hiring an Administrative Secretary can be challenging depending on the specific needs of your organization and the job market.

It’s essential to clearly define the role and responsibilities in the job posting to attract the right candidates.

Offering competitive salaries and benefits can also help in attracting and retaining talented Administrative Secretaries.

 

Conclusion

And that’s a wrap.

Today, we’ve given you an inside look at what it truly entails to be an administrative secretary.

Surprise, surprise?

It’s not all about managing files and answering phone calls.

It’s about shaping the structural backbone of a company, one task at a time.

Armed with our reliable administrative secretary job description template and real-world examples, you’re geared up to make your move.

But why put a limit?

Explore further with our job description generator. It’s your next step in crafting pinpoint-accurate listings or perfecting your resume to immaculate standards.

Keep in mind:

Every task completed is a piece of the grand scheme.

Let’s shape that future. Together.

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