Gain insight into the essential qualifications, important duties, key responsibilities, and vital skills that form a well-rounded Administrative Secretary job description.
What does a Administrative Secretary do?
An Administrative Secretary is responsible for performing various administrative and secretarial tasks in an office setting. They work closely with management and are responsible for drafting documents, entering data, and scheduling appointments. Administrative Secretaries can work in a variety of industries, such as government, education, or corporate, legal, or medical departments.
Job Description
We are looking for a dynamic and capable individual to join our team as an Administrative Secretary. In this role, you will be responsible for handling office administrative tasks, such as processing documents, maintaining databases, and communicating with the public. You may also be responsible for managing office supplies.
To excel in this role, you should have excellent communication skills and previous experience in a secretarial position. A successful Administrative Secretary is highly organized and can handle a variety of administrative tasks.
Job Duties and Responsibilities
- Report to management and perform secretarial duties.
- Process, type, edit, and format reports and documents.
- File documents, enter data, and maintain databases.
- Communicate with internal departments and the public.
- Direct calls, emails, and faxes to the appropriate departments.
- Schedule appointments, meetings, and events.
- Monitor office supplies and order replacements.
- Assist with copying, scanning, faxing, emailing, note-taking, and travel bookings.
- Prepare facilities and arrange refreshments for events, if needed.
- Follow proper business practices and etiquette.
Requirements and Qualifications
- High School Diploma or equivalent.
- Formal training in office administration, secretarial work, or a related field.
- 1-2 years of experience as an Administrative Secretary is a plus.
- Advanced proficiency in managing documents, spreadsheets, and databases.
- Ability to communicate effectively with internal and external parties.
- Excellent filing, recordkeeping, and organizational skills.
- Familiarity with office equipment, such as printers, copiers, scanners, and fax machines.
- Experience with appointment scheduling and call forwarding systems.
- Strong written and verbal communication skills.
- Great interpersonal skills.