Administrative Secretary Job Descriptions - Administrative Secretary Duties and Responsibilities
What do Administrative Secretary do?
Administrative Secretaries perform day-to-day administrative and secretarial duties in office environments. Their responsibilities include reporting to management, drafting documents and entering data, and scheduling appointments. They may work at government or educational institutions, or in corporate, legal, or medical departments.
Administrative Secretary Responsibilities
- Reporting to management and performing secretarial duties.
- Processing, typing, editing, and formatting reports and documents.
- Filing documents, as well as entering data and maintaining databases.
- Liaising with internal departments and communicating with the public.
- Directing internal and external calls, emails, and faxes to designated departments.
- Arranging and scheduling appointments, meetings, and events.
- Monitoring office supplies and ordering replacements.
- Assisting with copying, scanning, faxing, emailing, note-taking, and travel bookings.
- Preparing facilities and arranging refreshments for events, if required.
- Observing best business practices and etiquette.
- answering calls, taking messages and handling correspondence
- maintaining diaries and arranging appointments
- typing, preparing and collating reports
- organising and servicing meetings (producing agendas and taking minutes)
- managing databases
- prioritising workloads
- implementing new procedures and administrative systems
- liaising with relevant organisations and clients
- coordinating mail-shots and similar publicity tasks
- logging or processing bills or expenses
- acting as a receptionist and/or meeting and greeting clients
- if more senior, recruiting, training and supervising junior staff.
Administrative Secretary Skills
Successfully Administrative Secretaries are energetic, detail-oriented individuals who are just as adept at interpersonal interactions as they are at processing and analyzing data. They possess a high degree of professionalism, and never fail to be as courteous and confidential as possible. In addition to these general skills and personality traits, employers are seeking Administrative Secretaries with the following skills and qualifications.
- Communication skills – Whether they’re responding to customer complaints, explaining data to colleagues or making strategic plans with company higher-ups, it’s crucial that Administrative Secretaries have excellent written and verbal communication skills.
- Computer proficiency – Due to their need to regularly enter data and process documents, Administrative Secretaries must be able to use computers and type quickly. In some cases, they will need to be able to type a certain number of words per minute.
- Customer service skills – Given that Administrative Secretaries will be required to deal with a great number of customers on a regular basis, it’s crucial that they have excellent customer service skills.
- Attention to detail – Administrative Secretaries will frequently need to schedule meetings, arrange conference calls and modify schedules. As such, they must have a high level of attention to detail.
- Organizational skills – Administrative Secretaries will be charged with handling large amounts of documents and information on a daily basis. Because of this, it’s important that they remain highly organized at all times.
- Financial skills – No matter which industry they work in, it’s likely that Administrative Secretaries will be required to handle or create financial documents, from budget sheets to expense reports. Thus, they must possess at least a basic knowledge of financial documentation and principals.
Administrative Secretary Requirements
- High School Diploma or GED.
- Formal qualification in office administration, secretarial work, or related training.
- 1-2 years of experience as an Administrative Secretary would be advantageous.
- Advanced proficiency in managing documents, spreadsheets, and databases.
- Ability to liaise internally and externally on administrative matters.
- Exceptional filing, recordkeeping, and organizational skills.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Proficiency in appointments scheduling and call forwarding systems.
- Excellent written and verbal communication skills.
- Exceptional interpersonal skills.
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