Sample secretary job description

At [Company X], secretaries help keep our business operations running efficiently, and we currently need someone to take on this challenging role. We’re seeking an exceptionally detail-oriented and personable secretary to work full-time in our fast-paced office. The ideal candidate will bring resourcefulness, organization, and superb communication skills to the role. This person should have experience working in an office, supporting coworkers and clients in various administrative tasks. With a knack for keeping cool under pressure and juggling complex schedules and projects, the secretary will be relied on to help grow our business.

Objectives of this role

  • Optimize business operations and oversee office supplies, equipment, and processes
  • Ensure successful workflows, schedules, communications, and office environment on a daily basis
  • Manage external vendors and resources, nurture client relationships, and ensure that best practices are upheld
  • Perform a variety of clerical duties, such as responding to calls, emails, and requests
  • Determine which issues require immediate attention, and communicate to leadership any deviations from standard operating procedures


  • Open the office daily, greet visitors, answer and redirect phone calls, and manage email, regular mail, shipments, photocopying, and fax correspondence
  • Prepare letters, reports, memoranda, tables, financial data, meeting minutes, forms, and similar material based on dictation, rough draft, and plain or corrected copy; review materials for accuracy and formatting; initiate non-disclosure agreements (NDAs)
  • Assist staff members with coordination of schedules, appointments, daily operational tasks, and travel arrangements
  • Establish and maintain record-keeping system for files, contacts, and employee directory
  • Oversee office equipment and supplies, and initiate requisitions to replenish inventory
  • Assist junior staff members with onboarding

Required skills and qualifications

  • Proven success in a secretarial role
  • Exceptional written and verbal communication skills
  • Ability to multitask and manage time wisely
  • High school diploma or equivalent

Preferred skills and qualifications

  • Bachelor’s degree or equivalent
  • Experience in an administrative role
  • Ability to effectively handle budgets and expenses
  • Experience in refining and developing processes