Secretary Job Description

The secretary job description provides a list of the common key tasks, activities 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.

 

    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 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 mail and other material
• set up and maintain filing 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 space

Education and Experience

• relevant training or qualification
• knowledge and experience of relevant software applications - spreadsheets, word processing, 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