Secretary Job Description [Updated for 2025]

In today’s fast-paced business environment, the role of the secretary has never been more crucial.

As organizations evolve, the demand for proficient individuals who can efficiently manage, organize, and facilitate our everyday operations increases.

But let’s delve deeper: What’s truly expected from a secretary?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager shaping the profile of the ideal candidate,
• Or simply fascinated by the intricate workings of office administration,

You’re in the right place.

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

Let’s dive right in.

Secretary Duties and Responsibilities

Secretaries play a crucial role in any office environment by providing administrative support and ensuring that office operations run smoothly.

They often serve as the first point of contact for clients and visitors, thus requiring excellent customer service skills.

The duties and responsibilities of a Secretary often include:

• Answering and directing phone calls to relevant staff
• Scheduling meetings and appointments
• Taking minutes during meetings
• Organizing and maintaining files and records
• Preparing and editing letters, reports, memos, and emails
• Managing office supplies and ordering new supplies as needed
• Assisting in planning and arranging events, including organizing catering
• Handling incoming and outgoing mail and faxes
• Maintaining general office tidiness
• Liaising with executive and senior administrative assistants to handle requests and queries from senior managers
• Performing basic bookkeeping tasks
• Providing general support to visitors

 

Secretary Job Description Template

Job Brief

We are looking for a reliable and detail-oriented Secretary to manage the day-to-day administrative tasks in our company.

The Secretary’s responsibilities include answering phone calls, scheduling meetings, preparing documentation, maintaining filing systems, and supporting staff with administrative tasks.

Our ideal candidate has experience with office management systems, is proficient in MS Office, and can accurately type at a high speed.

Ultimately, the role of the Secretary is to ensure our office operations run smoothly and efficiently.

 

Responsibilities

• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Submit and reconcile expense reports
• Provide general support to visitors
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

 

Qualifications

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficiency in MS Office
• High school diploma or equivalent; college degree preferred

 

Benefits

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

 

Additional Information

• Job Title: Secretary
• Work Environment: Office setting. Some travel may be required for events or meetings.
• Reporting Structure: Reports to the Office Manager or Department Head.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $50,000 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 a Secretary Do?

Secretaries, also known as administrative professionals, often work in office environments across a range of industries, including businesses, schools, hospitals, and government agencies.

They primarily act as intermediaries between executives and employees or between an organization and the public.

They manage the flow of information in, out, and within their organization.

A secretary’s day-to-day tasks may involve answering phone calls, taking messages, scheduling appointments and meetings, and maintaining files.

They may also be responsible for drafting and editing correspondence such as emails and letters, and managing mail both incoming and outgoing.

Secretaries often greet visitors and direct them to the appropriate person or department.

They also maintain the orderliness and professionalism of the office area.

In some cases, secretaries may also handle more complex tasks like data processing, report preparation, and basic bookkeeping.

They may also coordinate travel arrangements and maintain the office’s supplies inventory.

Secretaries must be proficient in a variety of office software such as spreadsheets, databases, word processing, and presentation software.

They must also have strong communication skills, both written and verbal, as they interact with a wide range of people in their role.

 

Secretary Qualifications and Skills

A competent secretary should possess the following qualifications and skills:

• Excellent organizational skills to handle administrative tasks such as arranging meetings, managing calendars, and filing documents
• Exceptional written and verbal communication skills for drafting correspondence, taking meeting minutes, and interacting with staff and clients
• Detail-oriented with the ability to multitask and prioritize tasks effectively to meet deadlines
• Proficiency in using office software like MS Office Suite (Word, Excel, PowerPoint) and scheduling applications
• Strong interpersonal skills to build relationships with team members, clients, and stakeholders
• Problem-solving skills to handle office-related issues and challenges
• Discretion and confidentiality to handle sensitive information appropriately
• Customer service skills to address queries and provide information to clients and visitors

 

Secretary Experience Requirements

Secretaries typically require at least 1 to 2 years of relevant experience, often gained through internships or part-time administrative roles.

They can also acquire experience in similar roles such as administrative assistant, receptionist, or customer service representative.

Entry-level secretaries usually have basic office and computer skills, including proficiency in Microsoft Office Suite and other relevant software.

Experience with office equipment such as printers, fax machines, and photocopiers is also often required.

Candidates with 3 to 5 years of experience usually have advanced organizational and communication skills.

They are expected to efficiently handle multiple tasks, from scheduling appointments and meetings to preparing reports and maintaining files.

Those with more than 5 years of experience often possess skills in higher-level administrative tasks such as managing office budgets, negotiating with vendors, and maintaining office policies and procedures.

They may also have experience with project management and leadership, which can prepare them for roles such as executive secretary or administrative manager.

 

Secretary Education and Training Requirements

Secretaries, also known as administrative assistants, typically require a high school diploma or equivalent.

Many secretaries gain their skills through job-specific training, which may be offered by high schools, vocational schools, or community colleges.

Courses in computer science, English, and business are particularly beneficial.

Familiarity with office equipment, word processing software, and spreadsheets is also often required.

Although not always necessary, many secretaries find it advantageous to pursue an associate’s or bachelor’s degree in business administration or a related field.

Secretaries in certain industries, such as legal or medical, may need specialized training and education.

For example, legal secretaries must have a solid understanding of legal terminology and procedures, while medical secretaries need to be familiar with medical terms and health insurance policies.

Certification is not typically required, but some secretaries may choose to become certified in order to demonstrate proficiency in their field.

For instance, the International Association of Administrative Professionals, IAAP, offers the Certified Administrative Professional (CAP) certification, which validates one’s expertise in office and administrative procedures.

Continuing education and training throughout their career can help secretaries keep up with advancements in office technology and organization methods.

 

Secretary Salary Expectations

The average salary for a Secretary is $38,880 (USD) per year.

The actual salary a secretary earns can fluctuate based on factors such as experience, qualifications, the size of the company, and the geographical location.

 

Secretary Job Description FAQs

What skills does a secretary need?

Secretaries need excellent organizational skills and time management capabilities to keep an office running smoothly.

They should also be proficient in computer software such as word processing, spreadsheets, and database management.

Strong communication skills are crucial, as secretaries often interact with clients, staff, and other key stakeholders.

They also need to have high attention to detail, as they often handle sensitive and confidential information.

 

Do secretaries need a degree?

While some secretarial roles require a bachelor’s degree, many secretaries have a high school diploma or equivalent and receive on-the-job training.

However, a degree in business administration or a related field can be advantageous.

Certification programs are also available and can enhance job prospects.

 

What should you look for in a secretary resume?

When reviewing a secretary resume, check for experiences in administrative roles, or tasks involving organization and communication.

Look for proficiency in office software and any additional technical skills that may be relevant to your specific office setup.

Certifications or degrees can also be advantageous.

The resume should also show ability to handle multiple tasks and work under pressure.

 

What qualities make a good secretary?

A good secretary is highly organized and able to manage multiple tasks at once.

They have excellent communication skills, both written and verbal, and can handle sensitive information with discretion.

They are also proficient in relevant software and tools, and are able to adapt to new technologies quickly.

Being proactive, problem-solving, and having a high degree of professionalism are also important qualities in a secretary.

 

Is it difficult to hire a secretary?

Hiring a secretary can be challenging because it requires finding a candidate with a specific set of skills including organization, communication, technical proficiency, and the ability to handle sensitive information.

However, the role can also be very rewarding, as a good secretary can significantly improve the efficiency and effectiveness of an office.

You need to ensure you provide a supportive work environment and competitive compensation to attract top candidates.

 

Conclusion

And there we have it.

Today, we’ve unveiled the true essence of being a secretary.

Surprise, surprise?

It’s not just about taking notes or scheduling appointments.

It’s about orchestrating the seamless operations of an office, one task at a time.

With our definitive secretary job description template and real-life examples, you’re all primed to take the next step.

But why settle just yet?

Delve further with our job description generator. It’s your ultimate guide to creating razor-sharp job listings or refining your resume to absolute perfection.

Bear in mind:

Every task completed is a step towards organizational success.

Let’s shape that success. Together.

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