Secretary Job Description

An effective job description is essential when recruiting new staff, and it helps doing a preselection of the right job candidates. This will save you effort and time. By using this sample job description template, you do not need to start from scratch. This will give you a head start.

How do you write a job description for a Secretary?

Secretaries are administrative professionals who play an essential role in ensuring the daily operations of the business run smoothly. They maintain, coordinate, and organize clerical tasks and administrative duties. A secretary is responsible for a range of tasks including answering and directing phone calls, scheduling meetings, disseminating information and correspondence, and maintaining and organizing documents and files. This sample Job description explainer offers guidance on key sections that are important to include for clarity, as well as suggestions for promoting the position. It provides a list of duties, responsibilities, tasks, requirements, demands for setting job expectations and the employee's ability to perform the work as described. However, it’s often not construed as an exhaustive list of all functions, responsibilities, skills and abilities. The following is included in job descriptions:

• Job title: highlight the accurate job title;
• Brief description: provide a brief summary or introduction that provides an overview of the job;
• Responsibilities: specify the relevant job duties and responsibilities that are necessary for this position;
• Company mission or company introduction;
  
• Requirements: demands that are important to do the job successfully;
• Qualifications; List essential qualifications;
• Compensation; Total funds and benefits that are provided to the employee in exchange for the work.

Further:

• Be clear and concise;
• Have someone proofread it;
• Make sure that HR and the hiring manager will sign off before publishing it;
• Define what success looks like in the position after 30 days, the first quarter, and the first year;
• Provide direct contact details of the manager or HR department who will follow up on the candidates;
• Publish it via several social media platforms, or offline media, so you are sure that in-house employees also can get easy access to it.

Responsibilities:

• Answer phone calls and redirect them when necessary.
  
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments. 
  
• Prepare and disseminate correspondence, memos and forms.
  
• File and update contact information of employees, customers, suppliers and external partners.
  
• Support and facilitate the completion of regular reports.
• Develop and maintain a filing system.
• Check frequently the levels of office supplies and place appropriate orders.
• Make travel arrangements.
• Document expenses and hand in reports.
• Undertake occasional receptionist duties.
  

Qualifications:

• Proven work experience as a Secretary or Administrative Assistant.
  
• Familiarity with office organization and optimization techniques.
  
• High degree of multi-tasking and time management capability.
  
• Excellent written and verbal communication skills.
  
• Integrity and professionalism.
  
• Proficiency in MS Office.
  
• High school diploma.

By using this Secretary job description sample, modifying it to your needs, and then posting it, you will soon start receiving Resumes and Cover letter from suitable candidates.

Get this printable file now and personalize it according to your needs. Just download this ready-made Secretary job description template in Google Docs, MS Word or Apple Pages format and you are ready to go!