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Key Responsibilities and Required Skills for Secretary

💰 $30,000 - $55,000

AdministrationOffice SupportSecretarial

🎯 Role Definition

A Secretary provides essential administrative and clerical support to ensure efficient operation of an office or executive team. This role handles calendar and travel coordination, correspondence, record keeping, meeting logistics and minute-taking, while maintaining confidentiality and professional client-facing interactions. The Secretary acts as a central point for internal and external communication, supports document management and reporting, and contributes to process improvements that keep daily operations running smoothly. Keywords: Secretary, office administration, executive support, calendar management, minute taking, document control, travel booking, confidentiality.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Receptionist or Front Desk Associate
  • Administrative Assistant or Clerical Assistant
  • Office Clerk / Data Entry Clerk

Advancement To:

  • Executive Assistant / Senior Secretary
  • Office Manager or Administration Supervisor
  • Operations Coordinator or Administrative Team Lead
  • HR Assistant or Records Manager

Lateral Moves:

  • Customer Service Representative
  • Records Clerk / File Coordinator
  • Scheduling Coordinator
  • Legal or Medical Administrative Assistant

Core Responsibilities

Primary Functions

  • Manage complex executive and departmental calendars by scheduling, confirming, and prioritizing appointments and meetings, proactively resolving conflicts and ensuring timely follow-ups and reminders.
  • Screen incoming calls, emails and visitors; triage inquiries and route to the appropriate team member while maintaining a professional and helpful front-line presence.
  • Prepare, proofread and format correspondence, reports, presentations and internal memos using MS Word, Excel and PowerPoint to professional standards and in line with company templates.
  • Coordinate detailed travel arrangements including flight bookings, hotel reservations, ground transportation, itineraries and expense pre-approval while ensuring cost-effectiveness and compliance with travel policy.
  • Organize and support meetings and conferences: reserve rooms, arrange AV equipment, prepare agendas, compile briefing materials and produce accurate minutes with action items and deadlines.
  • Maintain physical and electronic filing systems: create, update and archive records; ensure version control, accessibility and compliance with records retention policies and confidentiality requirements.
  • Manage incoming and outgoing mail and courier services, including tracking, distribution and handling of sensitive or time-critical documents.
  • Process and reconcile expense reports and petty cash claims, follow up on approvals, and liaise with finance for timely reimbursement and accurate ledger entries.
  • Serve as a point of contact for internal stakeholders and external partners, vendors and visitors; build strong professional relationships while representing the organization with discretion.
  • Prepare and distribute regular status reports, attendee lists, and meeting minutes; compile data and coordinate multi-departmental inputs for management reporting.
  • Maintain office supplies inventory, negotiate with vendors, place orders, and track deliveries to ensure uninterrupted office operations and cost control.
  • Perform reception duties when required: greet visitors, manage visitor logs, issue badges and ensure a secure and welcoming office environment.
  • Support onboarding logistics for new hires by preparing workstations, coordinating badge access, scheduling orientation meetings, and assembling welcome materials.
  • Monitor and manage office equipment maintenance and service contracts (printers, copiers, phones), arrange timely repairs, and liaise with IT and facilities to minimize downtime.
  • Handle confidential documents and sensitive information with integrity, applying appropriate security protocols and discretion at all times.
  • Assist with simple bookkeeping tasks such as invoicing, purchase orders, and vendor follow-up to support the accounting team and ensure accurate records.
  • Coordinate cross-functional communications and follow-up on action items to drive project milestones and internal initiatives to completion.
  • Facilitate efficient office workflows by documenting administrative procedures, suggesting improvements and training colleagues on standardized best practices.
  • Support event planning and logistics for company events, town halls and client meetings including catering, attendee registration and on-site coordination.
  • Maintain up-to-date contact databases and CRM entries to ensure accurate stakeholder information and facilitate outreach and reporting.

Secondary Functions

  • Assist with ad-hoc research and basic data compilation to provide background information for reports and presentations.
  • Update and manage internal process documents, templates, and standard operating procedures to improve consistency and reduce administrative errors.
  • Support routine HR and payroll administrative tasks such as collecting timesheets, tracking leave requests and forwarding documents to HR for processing.
  • Coordinate small procurement requests and price comparisons to support team purchasing decisions within budget constraints.
  • Assist with basic digital content updates (intranet, staff notices) and distribute internal communications to ensure team alignment.
  • Support compliance activities by helping prepare documentation for audits and ensuring that administrative records are complete and readily available.
  • Participate in safety and emergency preparedness activities as needed, including maintaining contact lists and supporting evacuation procedures.
  • Provide cover for other administrative roles during absences to ensure continuity of service across the office.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in Microsoft Office Suite (Outlook calendar and email management, Word documents, Excel spreadsheets, PowerPoint presentations).
  • Advanced calendar management and meeting coordination (multi-party scheduling, time zone coordination, video conferencing setup).
  • Minute-taking and meeting documentation with the ability to capture action items, responsibilities and deadlines clearly.
  • Document preparation and formatting to corporate style guides, including proofreading and basic desktop publishing.
  • Travel booking and itinerary management using online booking tools and corporate travel platforms.
  • Electronic filing and records management systems experience; understanding of version control and retention schedules.
  • Basic accounting and expense reconciliation skills (expense reports, purchase order processing, petty cash handling).
  • Familiarity with CRM systems, shared drives, and cloud collaboration tools (Google Workspace, Microsoft Teams, SharePoint, Slack).
  • Typing proficiency and transcription skills; comfortable producing accurate documents from recorded notes.
  • Experience with office equipment troubleshooting (printers, copiers, scanners) and vendor liaison for maintenance.
  • Data entry accuracy and database maintenance to ensure high-quality contact and stakeholder records.
  • Knowledge of confidentiality protocols, data protection basics and sensitive information handling practices.

Soft Skills

  • Excellent written and verbal communication skills with professional phone etiquette and email diplomacy.
  • Strong organizational skills with the ability to prioritize multiple tasks and manage competing deadlines.
  • High attention to detail and accuracy in documentation, scheduling and financial records.
  • Discretion and integrity when handling confidential or sensitive information.
  • Strong customer service orientation and the ability to build rapport with internal and external stakeholders.
  • Problem-solving mindset and resourcefulness to anticipate needs and propose practical solutions.
  • Time management and the ability to work independently with minimal supervision.
  • Flexibility and adaptability to shifting priorities, last-minute requests and fast-paced environments.
  • Team player mentality with collaborative approach and willingness to support colleagues across departments.
  • Initiative and proactiveness to improve processes, streamline workflows and reduce administrative friction.
  • Resilience under pressure and capacity to maintain professionalism during high-demand periods.
  • Cultural sensitivity and professionalism in diverse workplace environments.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Associate degree or Bachelor’s degree in Business Administration, Office Management, Communications, or a related field.

Relevant Fields of Study:

  • Business Administration
  • Office Management / Secretarial Studies
  • Communications
  • Public Administration
  • Human Resources

Experience Requirements

Typical Experience Range:

  • 1–5 years of administrative or secretarial experience supporting teams or executives.

Preferred:

  • 3+ years supporting senior leaders or managing office operations in a medium- to high-volume environment, demonstrated experience with calendar management, minute-taking, travel coordination and confidential record handling.
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