Use this Secretary job description template to attract organized and detail-oriented candidates who can manage administrative tasks, coordinate communication, and support daily office operations.
A Secretary is an administrative professional responsible for managing correspondence, scheduling appointments, organizing files, and supporting office operations. They serve as a key communication link between staff, clients, and management.
A Secretary ensures smooth office operations by handling a wide range of administrative tasks. Their key responsibilities include:
- Answering phone calls, emails, and managing communication efficiently.
- Scheduling meetings, appointments, and maintaining calendars.
- Organizing files, documents, and office records.
- Preparing reports, memos, and correspondence.
- Supporting management and staff with administrative needs.
Secretary Job Description Template
We are looking for a reliable and detail-oriented Secretary to manage daily administrative operations and support our team. The ideal candidate will have excellent communication skills, strong organizational abilities, and the ability to handle multiple tasks efficiently. If you are proactive, professional, and thrive in an office environment, we’d love to meet you!
Roles & Responsibilities
- Answer phone calls, respond to emails, and manage incoming/outgoing communication.
- Schedule appointments, meetings, and maintain calendars for staff or management.
- Prepare and format documents, reports, and presentations.
- Maintain accurate filing systems—both digital and physical.
- Greet visitors and assist with general inquiries.
- Handle office correspondence, mail distribution, and documentation.
- Assist in data entry, record updates, and basic office bookkeeping.
- Coordinate office supplies inventory and place orders when needed.
- Support HR tasks such as onboarding documentation and attendance tracking.
- Ensure the office environment remains clean, organized, and efficient.
Requirements & Skills
- Proven experience as a Secretary, Administrative Assistant, or similar role.
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Proficiency in MS Office (Word, Excel, PowerPoint) and office software.
- Attention to detail and ability to handle confidential information.
- Strong interpersonal skills and a professional attitude.
- Ability to multitask and work under minimal supervision.
- High school diploma required; Associate degree is a plus.
Who do Secretaries report to?
Secretaries typically report to:
- Office Manager
- Administrative Manager
- Department Head
- Executive Director
Post it on job boards and career pages to find professionals skilled in scheduling, documentation, and office management. Similar job titles include Administrative Secretary, Office Secretary, and Executive Secretary.
How to Assess Secretary Skills Effectively
Candidates may list secretarial or administrative experience on their resumes, but assessing their actual ability to manage schedules, handle communication, and support office operations before the interview is crucial. A structured Secretary assessment ensures you hire professionals who can maintain efficiency, accuracy, and smooth workflow in your organization.
Here’s how you can assess Secretary proficiency effectively with WeCP:
- Office Administration & Organization – Test candidates on their ability to manage files, maintain records, schedule meetings, and support daily office tasks.
- Communication & Correspondence – Evaluate their capability to draft emails, handle phone calls, greet visitors, and maintain professional communication.
- Time Management & Multitasking – Assess how well they manage competing tasks, prioritize responsibilities, and meet deadlines.
- Technical & Software Proficiency – Check their skills in using MS Office Suite (Word, Excel, Outlook), spreadsheets, and office management tools.
- Attention to Detail & Confidentiality – Ensure they can handle sensitive information with confidentiality and maintain accuracy in documentation.
With WeCP’s Secretary assessments, you can efficiently filter out underqualified candidates, streamline hiring, and ensure high-quality hires who can keep your office organized, efficient, and professionally managed.
