What does an administrative secretary do?
An administrative secretary provides essential administrative support in an organisation. They administer office tasks, coordinate schedules, and support executive staff, making them a vital part of the company’s daily operations.
Administrative secretaries are crucial links between different departments, ensuring that information flows seamlessly across the organisation. On a daily basis, they manage correspondence, prepare reports, and organise meetings to ensure smooth business operations. They are also important due to their ability to manage time-sensitive tasks, coordinate complex schedules, and support executives and other staff members. These professionals help ensure office operations by maintaining productivity.
The role of an administrative secretary might overlap with that of an administrative assistant. However, the significant difference is that while the former focuses more on clerical and organisational duties, the latter often have a broader range of responsibilities, including project management and higher-level administrative tasks.
Administrative secretaries are also called executive assistants, secretaries, or office managers.
Job Description: Template
We’re seeking a dynamic administrative secretary to join our team at [Company X].
You will be responsible for providing administrative support to ensure efficient and smooth office operations on a regular basis. You will also support managers and employees through various tasks related to organisation and communication.
If you are an organised and detail-oriented professional, we invite you to apply for the role. The ideal candidate is a proactive and dedicated individual with a passion for administration and communication. We offer competitive compensation, a supportive work environment, and opportunities for professional growth.
Objectives of the role
- Providing administrative support to executives, managers, and team members, including managing calendars, scheduling appointments, and coordinating meetings.
- Handling incoming calls, emails, and correspondence, directing them to appropriate personnel, and responding to inquiries as needed.
- Maintaining organised and up-to-date records, files, and documents, ensuring easy retrieval and confidentiality.
- Preparing, editing, and distributing memos, documents, reports, presentations, and spreadsheets with accuracy and attention to detail.
- Assisting in the planning and executing of company events, meetings, and conferences, including logistical arrangements and coordination.
- Managing office supplies and inventory, placing orders and maintaining stock levels to ensure a well-equipped office environment.
- Supporting the HR department with onboarding new employees, maintaining employee records, and assisting with HR-related tasks.
Your tasks
- Coordinate and schedule meetings, appointments, and travel arrangements for executives and team members.
- Prepare meeting agendas, take minutes, and distribute them to participants, ensuring accurate documentation of discussions and decisions.
- Handle confidential and sensitive information with discretion and professionalism.
- Maintain and update contact lists, databases, and distribution lists to ensure accurate and current information.
- Assist with bookkeeping tasks, such as processing invoices, expense reports, and purchase orders.
- Monitor and respond to office communications, ensuring timely and appropriate responses.
- Support project management activities by tracking deadlines, milestones, and deliverables.
Required skills and qualifications
- Bachelor’s degree in Business Administration, Office Management, or a related field.
- Demonstrable experience as an administrative secretary, executive assistant, or similar role with a minimum of 2 years in administrative support.
- Strong organisational, multitasking, and time management skills, with the ability to prioritise tasks and meet deadlines.
- Excellent written and verbal communication skills, with attention to detail and accuracy.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
- Ability to work independently and collaboratively in a fast-paced and dynamic environment.
- Professional demeanour and strong interpersonal skills, with the ability to interact effectively with all levels of the organisation.
Preferred skills and qualifications
- Certification in office administration or secretarial studies.
- Experience with office management software and tools.
- Knowledge of basic accounting and bookkeeping procedures.
- Familiarity with basic HR functions and processes.
- Multilingual proficiency for communicating with a diverse workforce and clientele.
- Experience in event planning and coordination.
