Secretary Job Description

A secretary is someone who ensures the smooth operation of an office by managing a variety of administrative and organizational tasks. From scheduling meetings and handling correspondence to maintaining records and supporting internal communication, their role is essential to keeping the workplace efficient and well-coordinated. 

While often working behind the scenes, a secretary plays a vital part in ensuring that everything runs seamlessly day to day.

Responsibilities

The role of a secretary is vast and naturally depends on the organization or business. However, there are a few jobs that always stand out, these include:

• Schedule meetings, appointments, and travel arrangements for supervisors or teams
• Maintain and update calendars to avoid scheduling conflicts
• Monitor incoming and outgoing correspondence including emails, letters, and faxes
• Edit and respond to documents and messages appropriately
• Screen and prioritize communications for efficiency
• Plan and organize meetings and events, including venue setup and agenda preparation
• Take and distribute meeting minutes in a timely manner
• Maintain accurate and organized records, both in digital and physical formats
• Create and manage filing systems and databases for easy information access
• Greet and assist visitors professionally at the front desk
• Answer and direct phone calls and inquiries
• Order and manage office supplies and stationery inventory
• Coordinate travel bookings such as flights, trains, and hotel accommodations
• Assist with general clerical tasks and administrative duties as needed

Requirement and Skills

In order to be the ideal secretary, a person must have some proven skills and qualifications:

• Communication Skills: Secretaries must be adept at clear and concise communication, both written and verbal.
• Organizational Skills: Exceptional organizational skills are essential for secretaries, allowing them to efficiently manage a multitude of tasks and deadlines.
• Technological Capability: Secretaries should be adequately skilled with various types of software and technologies needed within the organization to manage the work without hassles.
• Attention to Detail: One of the main features of a secretary is outstanding attention to detail, securing accuracy and precision.
• Discretion and Confidentiality: Sometimes, certain dealings require a secretary to be very discreet and confidential.
• Customer Service: Exceptional customer service and the ability to build strong relationships are essential skills for secretaries, enabling them to foster a positive impression.
• Teamwork: Secretaries have to work effectively with personnel from other departments.
• Assertiveness: Secretaries should always be assertive, particularly in difficult situations.
• Proactiveness: Proactiveness and initiatives are vital attributes for secretaries, who should actively pursue and embrace tasks without awaiting guidance.

Requirements:

• Proven experience as an administrative assistant or a secretary.
• Must be proficient in Microsoft Office Suite and other related software employed by the organization.
• Excellent abilities in organization and bookkeeping.
• Exceptional written and verbal communication abilities.
• Able to work independently.
• A high level of attention to detail and the capacity to multitask.
• Demonstrated ability to prioritize and manage a calendar.

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Job Descriptions Examples

Sample 1

Job Title: Corporate Secretary
Location: Jakarta, Indonesia

Job Brief:

We are looking for a highly organized Corporate Secretary to support the executive leadership team in a dynamic corporate setting. The ideal candidate will be proactive, discreet, and capable of handling confidential matters with professionalism.

Responsibilities:

• Manage scheduling for C-level executives, including meetings, travel, and appointments
• Draft, proofread, and distribute internal memos and external correspondence
• Maintain legal documents, board resolutions, and company records in compliance with regulations
• Coordinate and document board meetings, prepare agendas and take minutes
• Serve as the liaison between executives and internal departments or external stakeholders

Requirements:

• Bachelor’s degree in Business Administration, Law, or a related field
• Minimum 3 years of experience in a corporate or legal administrative setting
• Excellent communication and documentation skills in Bahasa Indonesia and English
• Strong organizational skills and meticulous attention to detail
• Familiarity with corporate governance and regulatory frameworks

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Sample 2

Job Title: Legal Secretary
Location: Surabaya, Indonesia

Job Brief:

We are hiring a Legal Secretary to provide high-level administrative support to our legal team. This role involves managing sensitive legal documents, maintaining confidentiality, and ensuring smooth office operations.

Responsibilities:

• Prepare, proofread, and file legal documents, including contracts, pleadings, and affidavits
• Schedule court dates, client meetings, and internal legal reviews
• Maintain case files and track deadlines using legal case management software
• Liaise with clients, courts, and external counsel on behalf of attorneys
• Handle billing processes, timekeeping, and expense reports

Requirements:

• Diploma or degree in Law, Legal Administration, or related field
• Minimum 2 years experience in a legal firm or corporate legal department
• Excellent command of legal terminology and formatting
• Discreet and professional handling of sensitive and confidential materials
• Proficient in Microsoft Word, Excel, and legal software systems

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Sample 3

Job Title: Medical Secretary
Location: Bandung, Indonesia

Job Brief:

We are seeking a Medical Secretary to join our growing healthcare facility. The ideal candidate will ensure the smooth flow of patient records, appointments, and correspondence while maintaining a professional and welcoming environment.

Responsibilities:

• Schedule patient appointments and manage doctors’ calendars
• Maintain accurate and up-to-date patient records (physical and electronic)
• Handle incoming calls and direct them to appropriate departments
• Assist with insurance documentation and billing
• Coordinate referrals and lab test reports with external medical providers

Requirements:

• Diploma in Health Administration, Medical Office Management, or related field
• Prior experience in a hospital or clinic setting is highly preferred
• Strong interpersonal and communication skills
• Proficiency in using health record systems and office software
• Ability to handle confidential information with integrity and sensitivity

Difference with Personal Assistant

While the responsibilities of a secretary and a personal assistant seem to coincide, there are obvious differences:

• Service Description: A secretary normally works with a team or department in facilitating matters concerning administration, while a personal assistant supports one designated person, usually an executive.
• Level of Responsibility: A personal assistant usually deals with more complex and personal matters, such as personal finances or management of personal chores, while secretaries deal primarily with simple administrative functions.
• Skillset: Personal assistants may also be made to perform other supporting roles, such as event organization or social networking, depending on the requirements of their supervisors. Generally, secretaries are assigned only elementary office work and administrative skills.

In essence, while both professions involve providing support and help, the secretary's job description focuses on general administrative activities, whereas the personal assistant's function includes a broader variety of obligations, including personal and confidential issues.

Frequently Asked Questions (FAQ)

1. What does a secretary do on a daily basis?

A secretary’s daily tasks typically include answering and directing phone calls, organizing and distributing messages, maintaining company schedules, managing documents and files, greeting clients and guests, documenting financial information, ordering office supplies, scheduling meetings, assisting executives with projects, supervising staff, coordinating with other organizations, and implementing administrative procedures. Their role is crucial in ensuring smooth office operations and effective communication within the organization.

2. Is a secretary the same as a receptionist?

While both secretaries and receptionists perform administrative duties, their roles differ significantly. A receptionist primarily serves as the first point of contact for clients and visitors, handling front desk operations and customer inquiries. In contrast, a secretary focuses more on internal office support, such as managing schedules, organizing documents, and coordinating meetings, often working in a less public-facing role

3. What qualifications do you need to become a secretary?

The minimum educational requirement for a secretary is typically a high school diploma or equivalent. Some employers may prefer candidates with an associate degree or technical certificate in office administration or a related field. Secretaries also benefit from proficiency in word processing, spreadsheet, and office management software, with additional training available for specialized roles like legal or medical secretary.

4. What are the working hours for a secretary?

Secretaries usually work full-time during regular business hours, Monday through Friday, with typical schedules ranging from 35 to 40 hours per week. However, depending on the employer and workload, they may sometimes be required to work overtime, evenings, weekends, or holidays.

5. Can secretaries work remotely?

Yes, secretaries can work remotely. Many tasks, like scheduling, managing emails, and organizing digital files can be done online using tools like video calls and cloud storage. However, some roles, especially in industries like healthcare or law, may still require on-site presence.

6. What industries employ secretaries?

Secretaries are employed across a wide range of industries, including healthcare, education, government, legal, finance, nonprofits, and religious organizations. Their administrative skills are in demand wherever efficient office operations and organizational support are needed.

7. What is the difference between a secretary and a personal assistant?

A secretary primarily manages administrative tasks such as scheduling, correspondence, and document organization to support office operations. A personal assistant, on the other hand, provides more personalized and adaptable support to an individual, often handling both professional and personal tasks, requiring greater flexibility and discretion.

8. Are certifications required for secretaries?

Certifications are not strictly required for most secretary positions, but obtaining credentials such as the Certified Administrative Professional (CAP) can enhance job prospects and demonstrate advanced skills. Some fields, like legal or medical secretarial work, may require additional specialized training or certification.

9. How much does a secretary typically earn?

The median annual salary for secretaries and administrative assistants in the United States is around $47,460, though this can vary by region, industry, and experience. Hourly wages average about $18.89, with salaries ranging from approximately $29,000 to over $57,000 depending on the specific role and location.

10. What are the career progression opportunities?

Secretaries have several career advancement options, including moving into roles such as Executive Assistant, Office Manager, Administrative Manager, or even transitioning into specialized fields like legal or medical administration. Some may also pursue further education or certifications to open up additional opportunities in management or related disciplines.

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