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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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By Leslie Bloom Updated September 24, 2018
Executive secretaries and executive administrative assistants: $55,860 Legal secretaries: $44,180 Secretaries and administrative assistants not legal, medical or executive: $34,820 Medical secretaries: $33,730
health care social assistance education professional scientific and technical services government and civil religious and similar organizations
general office secretary - 7 percent executive secretary - 17 percent legal secretary - 19 percent
Secretaries perform basic clerical, organizational and office responsibilities for a company, department or executive. Businesses of all sizes employ secretaries to help manage the front office and handle administrative matters. Duties of a secretary are often unseen by the public but can be vital to helping a company stay organized and on track.
The duties of a secretary or administrative assistant vary by industry and employer, but some tasks are common to many work settings.
Reception. In general office positions, secretarial duties involve helping new employees and visitors find their way around. This includes directing visitors to the people they came to meet and showing new employees where to go on their first day. In general, a secretary projects the image of the business by offering a friendly and professional reception to people who come into the office.
Filing. Secretaries often manage customer files and other records in an office. In a doctor's office, for instance, the secretary pulls each patient's file at the time of the appointment for the nurse or doctor. She replaces it when the appointment is over. Keeping files in alphabetical order and using a filing system for easy storage and retrieval are keys to successful file organization.
Correspondence. Secretaries are the common liaison for incoming and outgoing phone and mail correspondence. They receive calls from clients, business partners, workers or community members, and either answer questions or forward the calls. They also make calls on behalf of managers to communicate information to customers, to schedule appointments or to follow up on inquiries. Taking notes from a manager, preparing a memo or letter and screening mail are common duties of a secretary.
Document management. Secretaries copy documents for mailings or for internal distribution. They also must fax documents from the company to clients or customers and receive incoming faxes to pass on to the right person. Some secretaries use email, Word and Excel to create spreadsheets or documents and distribute them to employees or customers. Proofreading documents and drafting emails are other secretarial duties.
Office Tasks. Especially in small offices, the functions of a secretary may include routine clerical tasks and errands to assist others. This may mean canceling or rescheduling appointments, ordering office supplies, taking notes during meetings and getting drinks for guests.
A secretary may enter the profession with only a high school diploma and computer skills. Secretaries learn most of their duties on the job. Some companies, like those in the legal and medical fields, may prefer a secretary who has taken classes specific to the industry, so he is familiar with the terminology and practices. A bachelor’s degree may be required for executive secretaries.
Secretaries and administrative assistants in all fields earn a median salary of $37,230 as of May 2016, which means that half earn more, and half earn less. The top 10 percent of secretaries and administrative assistants earn more than $62,230 . The lowest 10 percent earn less than $22,930 .
When broken down by category, median annual salaries are:
There were about 4 million secretaries and administrative assistants in 2016 employed in every industry.
The largest employers of secretaries are in the following sectors:
The functions of a secretary are performed in an office setting, though secretaries also may work remotely. A career as a secretary is a full-time job that may require overtime and weekends, depending on the company.
A secretary’s salary significantly increases from entry-level to senior-level and can further increase with training in various skills. A secretary who specializes in an industry, such as a medical or legal secretary, may command a much higher salary. Many front-office secretaries work their way up to executive secretaries, reaching higher pay levels along the way.
Job opportunities for all secretaries and administrative assistants is projected to decrease 5 percent over the next decade, except for one category. This is primarily due to modern technologies that can help others prepare documentation and other tasks formerly carried out by secretaries. In the case of executive secretaries, managers are now completing functions of a secretary on their own, or the secretaries can support more than one manager.
The decreases in secretarial categories are as follows:
The one category of secretary expected to have an increase in job growth is a medical secretary. This secretarial field is projected to increase 22 percent over the next decade, much faster than the average for all occupations. This is primarily due to the increasing health care needs of an aging population.
Leslie Bloom is a Los Angeles native who has worked everywhere from new start-ups to established corporate settings. In addition to years of business and management experience, she has more than 20 years of experience writing for a variety of online and print publications. She holds degrees in both journalism and law.
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