What Does a Secretary Do?
A secretary provides essential administrative and clerical support to ensure smooth office operations. Their responsibilities often include managing correspondence, answering phone calls, scheduling appointments, preparing reports, and maintaining organized filing systems. Secretaries also assist with meeting coordination by preparing agendas, taking minutes, and ensuring that all necessary documents are available. In many offices, they serve as the first point of contact for clients, visitors, or vendors, making professionalism and strong interpersonal skills vital.
In addition to daily tasks, secretaries play a key role in supporting managers and teams by handling time-sensitive information, maintaining confidentiality, and helping coordinate projects. Their ability to juggle multiple responsibilities, stay organized, and anticipate the needs of those they support makes them critical to the efficiency and productivity of any workplace. Whether in healthcare, education, legal, or corporate settings, a secretary helps keep operations running smoothly and effectively.
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Secretary Core Responsibilities
- Answer phones, greet visitors, and manage incoming correspondence
- Schedule appointments, meetings, and travel arrangements
- Prepare, proofread, and distribute reports, memos, and other documents
- Maintain filing systems, both electronic and physical
- Assist with meeting coordination and take accurate meeting minutes
- Monitor office supplies and place orders when necessary
- Provide administrative support to staff, executives, or departments
- Handle confidential information with discretion
Required Skills and Qualifications
Hard skills
- Proficiency in Microsoft Office Suite and Google Workspace
- Typing, transcription, and data entry skills
- Ability to manage calendars and scheduling software
- Knowledge of filing systems and record management
Soft skills
- Excellent verbal and written communication abilities
- Strong organizational and multitasking skills
- Professionalism and ability to maintain confidentiality
- Time management and attention to detail
- Customer service and interpersonal skills
Education
- High school diploma or associate’s degree required
- Bachelor’s degree in business or a related field preferred for some positions
Certifications
- Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) may be valued
Preferred Qualifications
- 2–4 years of administrative or clerical experience
- Experience supporting executives or department heads
- Familiarity with industry-specific terminology (e.g., medical or legal fields)
- Knowledge of office procedures and best practices
National Average Salary
Secretary salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.
The average national salary for a Secretary is:
$45,251
Sample Job Description Templates for Secretaries
Entry-Level Secretary
Position Overview
We are seeking an entry-level secretary to provide clerical and administrative support to our office staff. This role is well-suited for candidates who are organized, eager to learn, and ready to contribute to daily office operations. You’ll handle routine administrative tasks, interact with visitors, and assist team members with scheduling and documentation.
Responsibilities
- Answer phone calls, route messages, and greet visitors in a professional manner
- Manage incoming and outgoing mail and correspondence
- Schedule appointments and update calendars
- Assist with preparing reports, memos, and presentations
- Maintain filing systems and office records
- Provide general administrative support to staff as needed
Requirements
Hard skills
- Proficiency with Microsoft Office or Google Workspace
- Accurate typing and data entry skills
- Basic knowledge of office equipment such as printers, copiers, and fax machines
- Ability to manage calendars and scheduling tools
Soft skills
- Strong communication and interpersonal abilities
- Attention to detail and organizational skills
- Willingness to learn and take direction
- Professionalism in handling confidential information
Education
- High school diploma or associate’s degree required
Certifications
- Not required; Microsoft Office Specialist (MOS) certification is a plus
Preferred Qualifications
- Prior experience in a clerical, administrative, or customer service role
- Familiarity with office filing systems and recordkeeping
Mid-Level Secretary
Position Overview
We are hiring a mid-level secretary to provide administrative support to management and staff while ensuring efficient daily office operations. This role requires prior secretarial or administrative experience, along with the ability to manage multiple responsibilities independently.
Responsibilities
- Coordinate schedules, book appointments, and arrange meetings
- Prepare and proofread correspondence, reports, and presentations
- Organize and maintain office filing systems, both digital and paper
- Assist with travel arrangements and expense reporting
- Support departmental projects and track deadlines
- Monitor office supplies and submit orders when necessary
Requirements
Hard skills
- Proficiency with Microsoft Office Suite and Google Workspace
- Strong typing, transcription, and document formatting skills
- Knowledge of office procedures and best practices
- Experience with scheduling and travel booking systems
Soft skills
- Excellent organizational and time management skills
- Clear written and verbal communication
- Strong problem-solving abilities
- Ability to work independently and handle multiple tasks
Education
- Associate’s or bachelor’s degree in business administration or related field preferred
Certifications
- Not required; Certified Administrative Professional (CAP) valued
Preferred Qualifications
- 2–4 years of secretarial or administrative experience
- Background supporting managers or department heads
Senior Secretary
Position Overview
We are looking for a senior secretary to manage high-level administrative tasks, support executives, and oversee complex scheduling needs. This position requires advanced secretarial experience, discretion in handling sensitive information, and the ability to provide leadership within the administrative team.
Responsibilities
- Manage executive calendars, schedule meetings, and coordinate events
- Draft, review, and finalize professional correspondence and reports
- Prepare meeting agendas, record minutes, and distribute follow-up actions
- Oversee filing systems and maintain accurate organizational records
- Handle confidential information with professionalism
- Assist with onboarding and training of junior administrative staff
Requirements
Hard skills
- Advanced proficiency with Microsoft Office Suite and scheduling software
- Strong report writing and document preparation skills
- Ability to manage multiple complex calendars simultaneously
- Experience with expense reporting and travel coordination
Soft skills
- Leadership and mentoring abilities
- Strong communication and interpersonal skills
- High degree of discretion and professionalism
- Ability to prioritize and meet deadlines in fast-paced environments
Education
- Bachelor’s degree in business administration or related field preferred
Certifications
- Certified Administrative Professional (CAP) highly valued
Preferred Qualifications
- 5+ years of experience in secretarial or executive support roles
- Prior experience supporting senior leadership teams
Executive Secretary
Position Overview
We are seeking an executive secretary to provide direct administrative support to company executives. This role requires professionalism, discretion, and the ability to manage complex schedules and communications on behalf of senior leadership.
Responsibilities
- Serve as the primary point of contact for executive communications
- Manage executive calendars, schedule meetings, and prioritize appointments
- Prepare executive-level reports, presentations, and correspondence
- Coordinate travel arrangements and detailed itineraries
- Organize board meetings and take accurate meeting minutes
- Handle confidential and sensitive information with absolute discretion
Requirements
Hard skills
- Mastery of Microsoft Office Suite, Google Workspace, and scheduling platforms
- Experience preparing executive-level reports and presentations
- Strong organizational and project management skills
- Ability to manage high-level communications with professionalism
Soft skills
- Excellent interpersonal and relationship-building abilities
- Strong judgment and decision-making skills
- Exceptional written and verbal communication
- Ability to anticipate needs and act proactively
Education
- Bachelor’s degree in business administration or related field preferred
Certifications
- Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) preferred
Preferred Qualifications
- 7+ years of secretarial or administrative experience, with at least 3 years supporting executives
- Proven ability to manage fast-paced, high-pressure executive environments