Secretary Duties

Secretary Duties

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A Secretary is a professional who provides behind-the-scenes work for an office. Their tasks include organizing files, preparing documents, managing office supply inventory and scheduling appointments.
This Secretary job description template is optimized for posting on online job boards or careers pages and is easy to customize for your company.
As a Secretary you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office.
You will assist colleagues and executives by supporting them with planning and distributing information.
You will be the point of reference for all queries, requests or issues and will be an integral part of the company’s workforce.
Secretaries do an incredible amount of work to keep a company running. They perform routine administrative functions such as drafting correspondences, scheduling appointments, organizing files and providing information to callers.
They play a vital role in helping their employer manage the day-to-day operations by answering phones, sending emails, organizing meetings and taking minutes for important discussions.

They may also be responsible for helping negotiate prices on various items such as office furniture. Other duties include creating reports, onboarding new team members, data entry and running errands.

Good Secretaries are always on top of their game with an ability to multitask, stay organized and be friendly at the same time. They also need excellent communication skills, which include professional phone mannerisms. Secretaries sometimes deal with sensitive information; thus, they need to be discrete and respect confidentiality.
Secretaries are often the first to interact with customers and clients. They work with other office staff and usually report directly to an Office Manager.
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Learn about the key requirements, duties, responsibilities, and skills that should be in a secretary job description.
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Also known as an administrative assistant, secretaries are responsible for performing administrative tasks in an office.
Send jobs to 100+ job boards with one submission
We are looking for an organized secretary to perform administrative tasks as well as welcome guests and clients to the office. The secretary is responsible for answering phone calls, responding to emails, and scheduling meetings.
To be successful as a secretary, you must be able to multitask. A good secretary has excellent interpersonal skills as well as administrative experience.

Home / Job Market / Duties And Responsibilities of a Secretary (Too Many!)
A secretary schedules meetings, answers calls, arranges meetings, events, accommodation, etc.
A secretary manages memberships, takes care of the payroll, stocks, and prepares drafts.
A secretary manages her boss's itinerary, assists in decision-making, and attends meetings.
A corporate secretary maintains records, advises seniors, and coordinates meetings.
A corporate secretary has to maintain proper relations with the shareholders.
A corporate secretary has to take care of the legal paperwork and file reports and documents.
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In recent years, the secretarial responsibilities have undergone a vast change. Due to this reason, many people are opting for a career as a secretary. If you are one of them, it is important for you to know the major responsibilities that a secretary has to handle.
In recent years, the secretarial responsibilities have undergone a vast change. Due to this reason, many people are opting for a career as a secretary. If you are one of them, it is important for you to know the major responsibilities that a secretary has to handle.
Earlier, the role of the secretaries was limited to taking notes from their bosses, typing, etc. However, with the advent of technology in companies and offices, these duties have extended to things that were meant for the managerial staff. Nowadays, employers prefer candidates who at least have a college degree. One can also enroll for specialization courses that train people to carry out their duties effectively. Though the role of a secretary differs according to the company, the basic secretarial profile is generally the same in every organization.
A secretary will have to take notes and dictation from the boss for drafting the correspondence or executing the work. She can either record the dictation and transcribe it later or write it down.
She will have to keep a record of appointments and ensure that each one is conducted smoothly and on time. Follow up for attendance, venue booking, arranging notepads, pencils, water bottles, glasses, etc. are also the duties of a secretary.
Many times, she will have to conduct research for the reporting authority and carry out oral and written communication with staff members as well as clients on the behalf of her boss or department.
Handling difficult situations without any assistance is one of the prime duties of a secretary. A secretary might face managerial or administration problems; she has to sort them out on her own without the interference of the senior management.
One of the prime duties of a secretary is to arrange for the travel and boarding requirements of the boss or staff. This needs to be done flawlessly and meticulously especially when foreign travel and hotel bookings are involved. A minute-to-minute itinerary should be prepared for the convenience of the travelers.
Organizing fun employee engagement activities and events for the department is not a secretary’s core activity, but it can definitely help in honing her leadership prowess.
It is the duty of the secretary to maintain the archives of documents and paperwork regarding foreign delegation visits, customer visits, inaugurations, new product launches, activities, events, etc.
A secretary has to ensure timely and accurate delivery, and pick up of important office material. Items to be couriered should be sent on time, tracked and followed up for efficient delivery.
A secretary answers the calls for her boss. She also screens the list of callers and relays the messages to the boss or leaves messages at his desk on the ‘While you were out cards’.
A secretary also undertakes the responsibility of maintaining guest relations. She welcomes the visitors and makes them comfortable by offering refreshments. She might also require to book dinner reservations or accommodation for the guests.
It is the duty of the secretary to manage and renew memberships to various business forums, institutes, societies, etc. She will also have to renew the subscriptions of various publications that the reporting authority has subscribed to.
Keeps a tab on the available stock of office supplies, stationery, office equipment, etc. and makes arrangement for placing a new order.
In a small organization, a secretary might also have to undertake payroll related activities.
A secretary has to maintain a diary to follow the time-bound schedule of her boss and enlist his appointments accordingly. At the end of each day, she has to inform the boss about the next day’s schedule.
A secretary will have to act as a liaison between the department and her boss. She will have to give an accurate report of the departmental activities to the boss.
She may also have to help in the compilation of the MIS report, giving details of the efficiency of the department.
A secretary will have to write, edit and disseminate information through presentations, spreadsheets, letters, mails, minutes of the meetings, memos, itineraries, etc.
A secretary has to schedule, organize meetings and maintain a record of the agenda, minutes and maintain a follow-up of the tasks.
Sometimes, she will also have to assist in the compilation of the financial reports, budgets, plans, etc. of the department.
The secretary has to carry out general office administration duties from time to time.
Many times, special projects like 5S or small CSR activities will be allotted to the secretary. She will have to coordinate with the rest of the staff to make the project a grand success.
A secretary has to sort all the correspondence, prioritize and label it for the boss.
~ Trustworthy ~ Sound work ethics ~ Maintains good correspondence ~ Basic knowledge of computer ~ Business communication ~ Self-motivated ~ Pleasant disposition ~ Presentable personality ~ Multitasking abilities ~ Organizing and Planning skills ~ Initiative ~ Interpersonal skills ~ Tenacity
Though both are two diverse fields, people often get confused between a secretary and a corporate secretary. A secretary is an office administration position while a corporate secretary is a senior managerial position. A corporate secretary ensures that the company meets the statutory and regulatory compliance. She also keeps the board members informed about their legal responsibilities and obligations. You can become a corporate secretary by getting a certificate or an Associate degree in the subject. A course or degree in law will be an added advantage.
Arranging Meetings One of the key responsibilities of a corporate secretary is to organize and schedule meetings according to the State Corporate Laws. This includes board and committee meetings, annual meeting of shareholders, etc.
A corporate secretary has to inform the board of directors and shareholders about meetings and their agenda. He/She has to make a detailed note of the proceedings of the entire meeting, including documenting the activity and the matters discussed during the meetings by writing down the minutes and maintaining a meeting attendance log. Once the meeting is over, she has to file the records properly and convey the decisions of the meeting to the other employees.
A corporate secretary should advice the board members and ensure that they have the right guidance and resources for carrying out their duties towards the shareholders as per the State Law.
A corporate secretary has to act as a point of contact between the company and all the securities markets, where the shares of the organization are listed. She has to check the mandatory requirements of various markets and cater to them accordingly.
A corporate secretary has to maintain accurate and up-to-date records for the various functions, decisions and actions of the company.
She also maintains shareholder relations by responding to their inquiries and escalating their communication to the directors.
A corporate secretary acts as a corporate liaison for transfer and replacement of stock certificates. She maintains a record and documentation of the stock certificates. She is also answerable to the shareholders if they have any doubts regarding the same.
A corporate secretary provides advice on issues related to corporate
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