All Job descriptions Secretary
copy job description

Secretary

We are looking for a secretary to join our organization to help increase the efficiency of the workflow in the office. You will need to support the management and administration with tasks that will help this goal. Your tasks will include keeping track of documents, communicating with customers and colleagues, attending to the management’s requests and be an active member of the office.


Administration Industry

Administration focuses on aiding business growth by running different operational processes in an organization. It is responsible for providing a productive workspace and comprises of facilities, human resources, legal team, etc.


What to expect from the role

  • Hands-on experience with marketing superiors with various administrative tasks and clerical duties.
  • Learning how to organize and multitask multiple deadlines and projects.
  • Learn on the job about the best practices in the industry.
  • Exposure to the industry and working with experts.


Responsibilities

  • Supports the management and administration with tasks and clerical duties to increase the efficiency of the office workflow.
  • Help in providing information to employees and colleagues by sharing the required text, data, and graphics.
  • Help edit, copy, transcribe, format, retrieve and transmit data, text, and graphics.
  • Answer phone calls and take messages for the management or colleagues.
  • Maintain the daily, weekly and monthly agenda to keep track of the workflow in office.
  • Set up for meetings, appointments, and interviews.
  • Keep track of employee information and maintain a database.
  • Prepare and distribute memos, forms, and reports.
  • Maintain a filing system and do regular checks of the documents.
  • Restock the office supplies as needed and maintain an inventory.
  • Make arrangements for travel.
  • Secure information by regularly backing it up.
  • Take on tasks like greeting customers in-person or on call, answering and referring inquiries.
  • Uphold the values and ethics of company rules and policies.


Requirements

  • Must at least be a high school graduate, added advantage if the candidate has a bachelor's degree.
  • Prior work experience in as a secretary or assistant.
  • Knowledge of computers and basic software like MS Office.
  • Excellent communication and business writing skills.
  • Good time management skills and ability to multitask.
  • Familiar with organizational structure, office organization, and optimization techniques.
  • Must work with integrity and professionalism.


Average Salary

On average $38,234 per annum.

Source - salary.com

Career Path

Secretary is an entry-level job. It is the role responsible for helping the management and administration with tasks and clerical duties to increase the efficiency of the office workflow. It also includes tasks like answering phone calls, taking messages and maintaining databases. It is a stepping stone if you are looking to make a career in the field of administration. Any bachelors degree will make you eligible to apply for this position and prior job experience is preferred.


Career Progression

With enough experience in this job role and appropriate training (if required) you can advance to other jobs related to this field such as:

  • Personal Assistant
  • Office Manager
  • Legal Secretary
  • Medical Secretary
  • Human Resources Secretary


Sample Questions

Personal

  • Why do you want to become a secretary?

  • How skilled are you with computers?

  • How do you imagine an ideal day on the job will be?

Human Resources

  • How comfortable are you working with different departments across the company?

  • Would you be okay with working overtime?

  • What makes you think you’d be a good fit with our company culture?

Management

  • How would you prioritize work if you had multiple tasks to complete?

  • How would you rate your organizational and time management skills?

  • What are the tasks you had to do in your previous job?

Technical skill and knowledge

  • Describe the steps you would need to follow to plan a meeting for a large group of people?

  • How would you handle confidential information?

  • Describe a time you had to handle a disgruntled customer or client. How did you handle it?