Secretary job description
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What does a Secretary do?
The Secretary plays a crucial role in ensuring the smooth operation of the office by managing administrative tasks, coordinating schedules, and facilitating communication. This position supports organizational efficiency by handling essential clerical duties and assisting executives with daily operations.
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What are the Key Responsibilities of Secretary
- Manage and organize office files and documents.
- Schedule appointments and maintain calendars for executives.
- Prepare meeting agendas, take minutes, and distribute them accordingly.
- Handle incoming calls, emails, and correspondence efficiently.
- Coordinate travel arrangements for staff as needed.
- Assist in preparing reports, presentations, and other documents.
What are the Skills and Requirements for a Secretary?
- Excellent organizational skills with attention to detail.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong written and verbal communication skills.
- Ability to multitask effectively under pressure.
What are the KPIs to track for Secretary?
The Secretary's performance is evaluated based on timely completion of administrative tasks, accuracy in document management, effective scheduling that minimizes conflicts, and overall contribution to office productivity through efficient support services.
Task Completion
Timely execution of assigned administrative duties.
Document Management
Accuracy in organizing files/documents.
Scheduling Efficiency
Effective management of executive calendars
Reports to
Office Manager or Executive Director
Collaborates with
Administrative Staff; Department Heads; External Clients/Vendors
Leads
Are any specific tools or software required for the Secretary role?
- Microsoft Office Suite
- Google Workspace
What is the qualification of Secretary?
High school diploma or equivalent; previous experience as a secretary or administrative assistant preferred.
