A Secretary is one of the most important roles in an organization as the job requires someone who can manage a diverse set of administrative tasks. These tasks are generally of clerical and organizational in nature and also involve undertaking office responsibilities for an entire organization or a department.
Although the duties of a secretary vary from industry to industry or from employer to employer, there are some tasks that are common to numerous work settings. To help you attract and hire the best talent for this crucial role, here’s a simple and effective Secretary job description sample for your reference:
Job Brief of a Secretary
Working in the capacity of a Secretary in the organization, you will be responsible for providing administrative and clerical support to enhance the already existing as well as introducing newer workflow processes in the office.
Being an integral part of the company’s workforce, you will majorly be involved in:
– Assisting employees across levels
– Planning and distribution of relevant information
– Answering all queries and requests as well as resolving issues
Job Responsibilities of a Secretary
The major responsibilities are as follows:
– Answering phone calls and redirecting them to the correct person as and when required
– Managing the daily/weekly/monthly agendas
– Arranging meetings and managing appointments
– Preparing and distributing correspondence, memos, and forms
Job Duties of a Secretary
As a Secretary, your duties at work will include, but not be limited to:
– Taking calls & messages and managing correspondence
– Arranging meetings and appointments
– Setting agendas and taking minutes of the meetings
– Typing, preparing and assembling reports
– Prioritizing work
– Developing and maintaining a filing system
– Managing databases
– Implementing new procedures & administrative systems and improving the existing ones
– Teaming up with important organizations and clients
– Meeting and greeting client
– Processing bills and monitoring expenses
Note: If you are hiring for a senior position, the job duties of a secretary may also include recruiting, training and supervising junior staff
Skills & Qualifications of a Secretary
An ideal candidate for this position must have:
– A graduate degree in a relevant field of academics
– 2+ years’ of clerical experience
– Proficiency in bookkeeping, accounting and data processing
– Knowledge of Word, Excel, and SAP will be preferred
– Excellent communication and organizational skills
– Experience in maintaining and prioritizing a boss’s calendar
– The ability to work independently
– A friendly yet professional attitude
Also Read: Administrative Assistant Job Description Sample
While drafting requirements for your company, you can take help from this sample of a secretary job description. Hope this helps.
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