In this article, we will show you the detailed and updated Secretary job description. Here you will also find the duties of a Secretary, responsibilities, qualifications, skills, and estimated annual salary.
This Secretary job description template provides critical duties and responsibilities for the Secretary. It’s ready to post on various job sites to assist you to recruit and hire talented persons who will deal with correspondence, new member admission, and official meetings. As a job seeker, you can use this information to make a very rich resume and as well get yourself prepared for an interview.
Secretary Job Description
A secretary is a professional who works behind the scenes for a company. Their responsibilities include file organization, document preparation, inventory management, and appointment scheduling.
Secretaries conduct general secretarial responsibilities on behalf of an organization’s leader. A secretary’s day-to-day responsibilities include arranging many calendars, accepting phone calls and messages, sending emails, preparing for large meetings and presentations, taking notes in meetings, and a variety of other related chores. Secretary Job Description
Secretaries are often extroverted and personable individuals who work well with a wide range of leadership personalities. Strong secretaries thrive at the organization, managing numerous people’s time and expectations, and are self-starters who complete tasks before others see the necessity. People who excel in this profession typically advance to supporting higher-level leaders (sometimes becoming an Executive Assistant), managing other secretaries, or working as office managers.
Duties of a Secretary (secretary Job Duties)
- Answering phone calls and redirecting them as needed
- Managing the daily, weekly, and monthly agendas, as well as scheduling new meetings and appointments
- Prepare and distribute correspondence, memos, and forms.
- Meeting minutes of organizations are taken down by the secretary
- Keeping records of previous minutes and reports.
- Informing attendees about the next meeting’s date, location, and topic.
- Assisting in the preparation of agendas for meetings with the Chairperson.
- Letters written and received on behalf of the group
- Keeping members informed of all correspondence sent and received.
- Keeping a membership record.
- Maintaining a list of vital phone numbers.
Secretary Job Responsibilities
- Enhances effectiveness by providing information management support.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Organizes work by reading and routing correspondence; collecting information, and initiating telecommunications.
- Manages department schedule by maintaining calendars for department personnel and arranging meetings, conferences, teleconferences, and travel.
- Completes requests by greeting customers, in person or on the telephone, and answering or referring inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Prepares reports by collecting information.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
- Keeps equipment operational by following manufacturer instructions and established procedures.
- Secures information by completing database backups.
- Provides historical reference by utilizing filing and retrieval systems.
- Maintains technical knowledge by attending educational workshops and reading secretarial publications.
- Contributes to team effort by accomplishing related results as needed.
- Welcome visitors and lead them to the proper departments or people.
- Answer phone calls and react to questions by phone or email.
- Set up conference calls, book meeting venues, and take messages and minutes during meetings.
- Perform administrative duties such as filing and photocopying.
- Send emails, memos, and letters.
- Implement and/or create office processes and record-keeping systems.
- Manage database entries as well as client files.
- Order and have supplies on hand
- Organize and disseminate messages Document financial information
- Make and confirm travel plans
- Outgoing letters should be prepared and mailed.
- Keep department files and records private.
- Carry out standard bookkeeping duties
- Assist with reports and presentations
- Return phone calls and reroute them as needed.
Manage the daily, weekly, and monthly agendas, as well as schedule new meetings and appointments.
- Correspondence, memos, and forms must be prepared and distributed.
- Keep track of and update contact information for employees, customers, suppliers, and outside partners.
- Regular reporting should be supported and made easier to complete.
- Create and keep a filing system.
- Check the status of office supplies on a regular basis and schedule necessary orders.
- Make your trip plans.
- Record expenses and submit reports
- Perform sporadic receptionist responsibilities
Qualifications for Secretary (secretary job qualifications)
- Work experience as a Secretary or Administrative Assistant is required.
- Knowledge of office organization and optimization strategies
- High level of multitasking and time management skills
- Outstanding writing and verbal communication abilities
- Professionalism and integrity
- Diploma from a high school
- Requires a high school diploma or a general education degree (GED). A business administration associate’s degree is preferred.
- 2-3 years of experience in clerical, secretarial, or office work
- Computer proficiency, especially Microsoft Office
- Excellent oral and written communication abilities
- Comfortable with constantly changing demands
- Exceptional attention to detail
- Experience in data entry
- General office equipment knowledge is required.
Secretary Job Skills
- Administration writing abilities
- Reporting abilities
- Inventory control Scheduling Microsoft Office abilities
- Professionalism, discretion, and organization
- Travel arrangements
- Verbal Communication through Typing
Ability to multitask
Integrity and professionalism
Based on 181 salaries, an entry-level Secretary with less than one year of experience can expect to earn an average total compensation (tips, bonus, and overtime pay) of $12.50. Based on 1,096 salaries, an early career Secretary with 1-4 years of experience receives an average total salary of $13.72. Based on 648 salaries, a mid-career Secretary with 5-9 years of experience earns an average total compensation of $14.79. Based on 854 salaries, an experienced Secretary with 10-19 years of experience earns an average total compensation of $15.11. Employees in their late career (20 years or higher) earn an average total compensation of $16.
In summary, Secretaries are frequently the first people who interact with consumers and clients. They collaborate with other office personnel and typically report directly to an Office Manager.
They may also be in charge of negotiating prices for products such as office furnishings. Other responsibilities include reporting, onboarding new team members, data input, and running errands.