Administrative Secretary Job Description

Review this Administrative Secretary job description for a reference when building your resume. Review the qualifications and requirements listed to get an understanding of what you need to include on your resume for what employers would look for in this field.

SUMMARY:

The Administrative Secretary serves as a pivotal support figure within an organization, responsible for managing administrative tasks, facilitating communication, and ensuring the smooth operation of the office. This role requires strong organizational skills, effective communication, and the ability to handle a range of responsibilities in a professional and efficient manner.

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FUNCTIONAL DUTIES:

1. Office Coordination:
   • Maintain a well-organized office environment, including managing supplies, equipment, and facilities.
   • Oversee office maintenance, coordinating repairs and safety measures as needed.
2. Document Management:
   • Create, format, and proofread documents, correspondence, and reports.
   • Establish and maintain organized physical and digital filing systems, including archiving and retrieval processes.
   • Ensure document version control and access permissions.
3. Communication Management:
   • Act as a central point of contact for internal and external communications, managing phone calls, emails, and inquiries.
   • Screen and direct communications to the appropriate personnel.
   • Draft, edit, and proofread written correspondence on behalf of colleagues.
4. Calendar and Meeting Coordination:
   • Schedule and manage appointments, meetings, and conference calls.
   • Prepare meeting agendas, materials, and presentations.
   • Record meeting minutes and follow up on action items.
5. Travel Arrangements:
   • Assist in organizing travel arrangements for staff, including booking flights, accommodations, and transportation.
   • Create and maintain travel itineraries and ensure compliance with travel policies.
6. Data Entry and Reporting:
   • Accurately input data into databases, spreadsheets, and software systems.
   • Generate, maintain, and update reports, charts, and graphs.
   • Assist in data analysis and presentation preparation.
7. Visitor and Guest Services:
   • Greet and assist visitors, clients, and guests.
   • Ensure a professional and welcoming environment for visitors.
   • Coordinate visitor access and security clearances as required.
8. Administrative Support:
   • Provide administrative support to various departments and teams by assisting with tasks such as document preparation, information distribution, and data collection.
   • Collaborate on special projects and assignments as needed.

REQUIREMENTS:

• High school diploma or equivalent (Associate’s degree or relevant certification is a plus).
• Proven experience as an administrative secretary or in a similar role.
• Proficiency in office software, including Microsoft Office or Google Workspace.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Detail-oriented with a commitment to accuracy.
• Ability to manage multiple tasks and prioritize effectively.
• Professionalism and strong interpersonal skills.
• Familiarity with office equipment and basic IT troubleshooting.
• Knowledge of document management systems and database software is a plus.

Note: This job description is intended to provide a general overview of the position and is not exhaustive. Duties and responsibilities may be adjusted to meet the evolving needs of the organization.

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