Secretary Job Descriptions

Create your own Secretary job description, or find job description examples you can re-use to hire faster.

Secretary Job Description

Secretaries perform clerical tasks on behalf of their manager and the rest of the team. Their jobs free up time for other employees to focus on their priorities. The role of secretary can vary from company to company. However, it typically involves coordinating various calendars, answering and directing calls, sending emails, and preparing for meetings and presentations.

Secretaries will also be asked to greet and direct office visitors appropriately. Succeeding in this role requires strong multitasking skills, an upbeat attitude, and some basic technical competencies. Employees in this position who perform well have a career path as an executive assistant, office manager, or secretary manager.

Secretary Job Description Template

Our office is looking for a skilled secretary to join the team. Applicants should have previous experience in a similar role and an enthusiastic demeanor. As our secretary, you will be asked to handle some of our staff members’ clerical tasks. This can include copying and printing, sending faxes, and managing office supplies.

This position will also involve communicating directly with our clients in several capacities. First, you will answer phone calls and direct them to the appropriate parties. You will also be asked to greet clients as they enter our office and show them where to go. Finally, you may also be asked to send emails and written communications to our clients.

Other tasks may include performing data entry, managing calendars, and more. You will need to have strong multitasking and communication skills to be successful in this position. If your qualifications match what we’re looking for, we’d love to see your application.

Secretary Responsibilities:

  • Answer and direct phone calls to appropriate staff members
  • Manage calendars and make travel arrangements as needed
  • Greet clients as they walk through the door and direct them appropriately
  • Draft and send emails and written communications to clients
  • Maintain office supplies
  • Develop and maintain an excellent filing system
  • Track, document, and file office expenses

Secretary Requirements:

  • Previous experience in a similar role
  • High school diploma or GED
  • Technical proficiency in Microsoft Office products as well as office appliances such as copiers and fax machines
  • Upbeat attitude and professional appearance
  • Strong communication and multitasking skills
  • Formal training in office administration would be advantageous

Secretary FAQ

What tasks does a secretary do?

Secretaries may be asked to complete many different tasks based on the needs of their employers. Their responsibilities include answering phone calls and greeting customers and clients as they walk through the doors. Generally, the secretary’s role is to handle the office’s clerical duties so that other team members are able to focus on their priorities.

What should my secretary help-wanted ads include?

Begin your job posting with a general overview of the position. Use some eye-catching language here to make your ad stand out. After that, create two lists that cover the responsibilities and requirements of the position, respectively. The more specific you can be when creating these the better.

Can I use your secretary job description template as a starting point?

Absolutely! We encourage you to reference what we’ve written here as you begin drafting your ad. That being said, you will want to customize your ad to some degree. Doing so will give you the opportunity to offer applicants more information about the specifics of your secretary position. This can help screen unqualified applicants and attract qualified candidates.

Frequently Asked Questions about hiring a Secretary

What is the best way to find and hire a Secretary near me?
Online job boards are the best place to find qualified Secretary applicants. Employers posting their Secretary job on Indeed get about 13 applications from that board on average.
Which job boards should I post on to find Secretary applicants?
You should post to multiple job boards at once. The most successful job postings for a Secretary are on Indeed – but on average, employers post to 14 boards at the same time, using tools like Workstream. Publishing to multiple job boards at once helps you get your first applicant in 19 hours on average, which is shorter than the national average for Secretary positions.
What's the best way to communicate with applicants looking for a Secretary role?
SMS has 97% open rates which is higher than phone call or Email. Text to hire today!
Is it OK to text Secretary job applicants?
Hourly paid workers, such as Secretaries are actually more engaged when texting about jobs. We have found that text messages are 140% better than email at getting an applicant's response. Have a look at Workstream, which automates the process of texting and uses a phone number specifically assigned to your job post so you don’t have to use your personal phone.
Can I use a different phone number to engage Secretary applicants via text message?
Yes, tools such as Workstream provide custom phone numbers that allow employers to engage with applicants through their tool without having to use a personal or business cell phone.

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