Secretary Job Description Template
Use this Secretary job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Job Brief
As a Secretary you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office.
You will assist colleagues and executives by supporting them with planning and distributing information.
You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.
Responsibilities
- Answer phone calls and redirect them when necessary
- Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
- Prepare and disseminate correspondence, memos and forms
- File and update contact information of employees, customers, suppliers and external partners
- Support and facilitate the completion of regular reports
- Develop and maintain a filing system
- Check frequently the levels of office supplies and place appropriate orders
- Make travel arrangements
- Document expenses and hand in reports
- Undertake occasional receptionist duties
Requirements
- Proven work experience as a Secretary or Administrative Assistant
- Familiarity with office organization and optimization techniques
- High degree of multi-tasking and time management capability
- Excellent written and verbal communication skills
- Integrity and professionalism
- Proficiency in MS Office
- High school diploma
What does Secretary do?
A secretary's day-to-day responsibilities can vary depending on the organization they work for, but here are some common tasks:
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Answering phone calls and assisting with inquiries: A secretary often acts as the first point of contact for people calling the organization and provides information or routes calls to the appropriate person.
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Managing schedules and appointments: Secretaries often maintain calendars, schedule meetings, and coordinate appointments for executives or other team members.
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Organizing and maintaining files and records: Keeping documents organized, both physically and digitally, is an essential part of a secretary's role. This includes filing paperwork, creating and updating databases, and retrieving information when needed.
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Drafting and formatting documents: Secretaries are often responsible for drafting and editing emails, letters, memos, reports, and other documents. They may also ensure consistent formatting and adherence to company standards.
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Coordinating travel arrangements: When necessary, secretaries make travel arrangements for executives or employees, including booking flights, hotels, and transportation. They may also prepare itineraries and handle necessary documentation.
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Assisting with meetings and events: Secretaries may help prepare meeting agendas, take minutes during meetings, and coordinate logistics for events such as conferences or seminars.
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Managing office supplies and equipment: Keeping track of office supplies, ordering new ones when needed, and ensuring that office equipment is functioning properly are typical responsibilities for a secretary.
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Greeting and assisting visitors: Secretaries often welcome guests, sign them in, and provide any necessary assistance, whether it's directing them to the appropriate person or providing them with relevant information.
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Basic financial tasks: Some secretaries may be responsible for processing invoices, expenses, or payroll-related paperwork. This can include preparing checks, verifying receipts, and liaising with the finance department.
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Assisting with general administrative tasks: Depending on the organization, secretaries may be asked to perform additional tasks such as data entry, maintaining databases, coordinating office maintenance, or assisting with the onboarding process for new employees.
It's worth noting that the role of a secretary can vary based on the organization's size, industry, and specific needs.