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Secretary job description

A Secretary is a professional who provides behind-the-scenes work for an office. Their tasks include organizing files, preparing documents, managing office supply inventory and scheduling appointments.

 

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Secretary responsibilities include:

  • Answering phone calls and redirect them when necessary
  • Managing the daily/weekly/monthly agenda and arrange new meetings and appointments
  • Preparing and disseminating correspondence, memos and forms

secretary job description

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 and skills

  • 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

Frequently asked questions

What does a Secretary do?

Secretaries do an incredible amount of work to keep a company running. They perform routine administrative functions such as drafting correspondences, scheduling appointments, organizing files and providing information to callers.

What are the duties and responsibilities of a Secretary?

They play a vital role in helping their employer manage the day-to-day operations by answering phones, sending emails, organizing meetings and taking minutes for important discussions. They may also be responsible for helping negotiate prices on various items such as office furniture. Other duties include creating reports, onboarding new team members, data entry and running errands.

What makes a good Secretary?

Good Secretaries are always on top of their game with an ability to multitask, stay organized and be friendly at the same time. They also need excellent communication skills, which include professional phone mannerisms. Secretaries sometimes deal with sensitive information; thus, they need to be discrete and respect confidentiality.

Who does a Secretary work with?

Secretaries are often the first to interact with customers and clients. They work with other office staff and usually report directly to an Office Manager.

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