Sample Secretary Job Description

Job Description

At [CompanyX], we count on our secretaries for efficient business operations, and we currently need a new person to take on the challenge. We’re seeking an exceptionally detail-oriented and personable secretary for a full-time work in our fast-paced office. The best fit will bring resourcefulness, organization, and superb communication skills to the desk. He/she should have proven experience working in an office, supporting coworkers and clients with varied administrative tasks. With a knack for keeping cool under pressure and juggling complex schedules and projects, our secretary will be relied on to help us grow our business.

Objectives of this Role

  • Optimize business operations, overseeing office supplies, equipment, and processes
  • Ensure successful workflows, schedules, communications, and office setting on a daily basis
  • Manage external vendors and resources, nurturing relationships and ensuring best practices are upheld
  • Perform a variety of clerical duties as the face of the office, responding to calls, email requests, and questions
  • Distinguish issues requiring immediate attention from routine, and communicate to operational leadership any changes from standard operation

Daily and Monthly Responsibilities

  • Open the office daily, greet visitors, answer/direct phone calls, manage email, mail, and shipments, copying, and fax correspondence
  • Type letters, reports, memoranda, tables, financial data, meeting minutes, forms, and similar material from dictation, rough drafts, and plain or corrected copy; review materials for accuracy and format; initiate Non-Disclosure Agreements (NDAs)
  • Assist staff with coordination of schedules, appointments, daily operational tasks, and travel arrangements
  • Establish and maintain record-keeping system for files, contacts, and employee directory
  • Oversee and order office equipment/supplies, and initiate requisitions to replenish
  • May assist, provide guidance, and/or train less-senior staff with completing onboarding-related duties

Skills and Qualifications

  • Proven secretarial experience
  • Exceptional written and verbal communication skills
  • Ability to multitask and manage time wisely
  • Working knowledge of Microsoft Office
  • High school diploma or equivalent

Preferred Qualifications

  • Bachelor’s degree
  • Previous success in administrative role
  • Comfortable handling budgets and expenses
  • Experience refining and developing processes