Secretary Job Description: Duties and Responsabilities

The secretary job description encompasses a wide range of duties and responsibilities that are essential for keeping the workplace organized and efficient. From managing communications to coordinating schedules, secretaries are key contributors to the success of their teams.

Table of Contents

What is a Secretary?

A secretary is a professional who provides administrative support to ensure that daily operations of a business run efficiently. They are often the first point of contact for clients and visitors, playing a key role in shaping the organization’s image. Secretaries are responsible for managing correspondence, scheduling appointments, maintaining records, and coordinating meetings. Their organizational skills and attention to detail are crucial in helping executives and teams focus on their primary tasks

Secretary Jobs Hiring in NYC

What Does a Secretary Do?

A secretary’s role is multifaceted, encompassing a variety of tasks that keep the office running. Here’s a list of common duties and responsibilities that define the secretary job description:

Managing Correspondence: Secretaries handle incoming and outgoing communications, including emails, phone calls, and letters, ensuring timely responses and appropriate routing.
Scheduling Appointments: They manage calendars for executives and teams, scheduling meetings and coordinating appointments.
Maintaining Records: Secretaries organize and maintain filing systems, both physical and digital, to ensure easy access to important documents.
Coordinating Meetings: They prepare agendas, book meeting spaces, and take minutes during meetings, ensuring that all necessary information is documented.
Handling Office Supplies: Secretaries manage inventory and order office supplies as needed, keeping the workspace well-stocked and organized.
Assisting with Reports: They may assist in preparing reports, presentations, and other documentation required for internal and external communications.
Customer Service: Acting as the first point of contact, secretaries greet visitors and clients, addressing inquiries and directing them to the appropriate personnel.
Supporting Other Staff: Secretaries provide administrative support to various team members, ensuring that everyone has the resources they need to perform their duties effectively.

Secretary Skills and Qualifications

Whether you’re a job seeker searching for secretary positions or an employer aiming to hire staff, these skills and qualifications should be integral to the job profile.

Communication Skills: Strong written and verbal abilities for managing correspondence and interactions.
Organizational Skills: Ability to manage files, schedules, and prioritize tasks effectively.
Attention to Detail: Ensures accuracy in documentation and task completion.
Time Management: Juggling multiple tasks efficiently and meeting deadlines.
Proficiency in Technology: Familiarity with office software (e.g., MS Office) and office equipment.
Problem-Solving Skills: Capability to resolve issues quickly as they arise.
Educational Background: High school diploma or equivalent; office administration certification is a plus.

Secretary Job Description

When outlining a secretary job description, it’s essential to highlight the key responsibilities, skills, and qualifications necessary for success in this role. Here’s a job description template that reflects the typical expectations for a secretary position.

Secretary Job Description Template

Looking to hire? Here’s a secretary job description template ready to use!

Job Summary:
We’re looking for a Secretary to join our team at [location]. This person will provide administrative support to ensure a good operation of our office. This role involves managing communications, organizing schedules, and maintaining records to facilitate the efficient functioning of the team. The ideal candidate will be organized, detail-oriented, and possess excellent communication skills, enabling them to interact effectively with staff and clients alike.

Key Responsibilities:

Manage correspondence, including emails, phone calls, and mail.
Schedule appointments and maintain calendars for executives.
Organize and maintain filing systems for easy access to information.
Coordinate meetings, prepare agendas, and take meeting minutes.
Assist in the preparation of reports and presentations.
Manage office supplies inventory and place orders as necessary.
Greet visitors and clients, providing exceptional customer service.
Provide administrative support to other team members as needed.

Qualifications:

High school diploma or equivalent; additional certification in office administration is a plus.
Proven experience as a secretary or in a similar administrative role.
Proficiency in MS Office (Word, Excel, PowerPoint) and office equipment.
Strong organizational skills and attention to detail.
Excellent written and verbal communication abilities.
Ability to multitask and prioritize effectively.

Real Examples of Secretary Job Description

We have gathered some examples of secretary job descriptions posted on Job Today! Check them out!

Example 1

Company: PJ Grant

Salary: $17-$19 per hour

Location: Brooklyn, New York City

Job Summary:
We are seeking a skilled Secretary to join our team. The ideal candidate will be organized, detail-oriented and possess excellent communication skills. As a secretary, you will play a crucial role in ensuring the smooth operation of our office.

Responsibilities:

Perform data entry tasks with accuracy and efficiency
Utilize computerized systems for maintaining records
Provide administrative support to staff as needed
Handle incoming and outgoing correspondence and additional administrative duties

Qualifications:

Proficiency in Google Suite and Microsoft Office applications
Ability to prioritize and multitask
Excellent written and verbal communication skills
Strong attention to detail and organizational skills
Ability to proof-read documents for accuracy

See Jobs Available at PJ Grant

Example 2

Company: MAURICE ALWAYA MD

Salary: Not available

Location: Brooklyn, New York City

MAURICE ALWAYA MD is a hospital & health care company based out of 3131 KINGS HWY, Brooklyn, New York, United States.

Role Description:

This is a part-time on-site role for a Medical Secretary at MAURICE ALWAYA MD in Brooklyn, NY. The Medical Secretary will be responsible for appointment scheduling, clerical tasks, medical terminology, and medical office duties.

Qualifications

Appointment Scheduling and Clerical Skills
Knowledge of Medical Terminology and Medical Office procedures
Strong Typing proficiency
Excellent organizational and communication skills
Ability to maintain confidentiality and professionalism
Experience in a healthcare setting is a plus
Certification in Medical Office Administration is beneficial

See Jobs Available at Maurice Alway

If you’re ready to take the next step in your career or find the perfect candidate for your team, Job Today is here to help! Explore exciting secretary job opportunities or post your job openings now!