Secretary Job Description

The secretary job description provides a list of the key tasks, duties and responsibilities associated with the secretarial job.

The secretary role will vary depending on the sector, the size of the employer and the level of the job. However almost all secretarial jobs will involve an element of each of these typical work tasks and duties and will demand core secretarial competencies and skills.

Adapt the sample secretarial job description to meet the requirements of the job you are specifying.

SECRETARY

General Purpose

Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling information.

Main Job Tasks, Duties and Responsibilities

prepare and manage correspondence, reports and documents
organize and coordinate meetings, conferences, travel arrangements
take,type and distribute minutes of meetings
implement and maintain office systems
maintain schedules and calendars
arrange and confirm appointments
organize internal and external events
handle incoming emails, mail and other material
set up and maintain document management systems
set up work procedures
collate information
maintain databases
communicate verbally and in writing to answer inquiries and provide information
liaison with internal and external contacts
coordinate the flow of information both internally and externally
operate office equipment
manage office supplies

Education and Experience

relevant training or qualification
knowledge and experience of relevant software applications including spreadsheets and database management
knowledge of administrative and clerical procedures
knowledge of business principles
proficient in spelling, punctuation, grammar and other English language skills
proven experience of producing correspondence and documents
proven experience in information and communication management
required typing speed

Key Competencies

verbal and written communication skills
attention to detail
confidentiality
planning and organizing
time management
interpersonal skills
customer-service orientation
initiative
reliability
stress tolerance

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What are the skills and qualities of a good secretary?

Employers have identified these top 5 skills as essential to secretarial job success.

excellent communication skills including the ability to listen properly in order to clearly understand and to express oneself in a professional and effective manner. Good written communication skills include using appropriate grammar and vocabulary and organizing information in a clear format.
work management skills including efficient planning and scheduling of work tasks and the ability to prioritize and meet deadlines
initiative and self-management including being proactive and solving problems without being asked
accuracy and attention to detail including close checking and monitoring of all work tasks and processes
commitment to maintaining confidentiality and adhering to company ethical norms