Secretaries are one of the essential workers in a company. They do a lot of heavy lifting, especially when it comes to managing paperwork in an office. Without them, a CEO, a general manager, or any higher-up member of an organizational chart will have difficulty dealing with everything. So as the HR manager of your company, it’s your job to recruit the best secretaries in the job market. To attract them, you need to post a compelling job description in job search and job application sites. So here, we offer you our Sample Secretary Job Description Templates. Check them out and give them a try!
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Sample Secretary Job Description
What Is a Secretary Job Description?
In general, companies who are looking for strong candidates for their job openings need job descriptions. Even more so for highly dynamic positions, such as secretaries. A company secretary is among the busiest workers in the workforce. He or she handles workloads that are confidential for the company’s day-to-day success. And for most of the time, he or she directly reports to a higher-up in the organization. That itself is already a huge responsibility.
There is a considerable degree of variety in the responsibilities and inclusions of secretarial jobs. And all of those are the content of a secretary job description. Everything that a candidate should know about your company’s secretarial position must be present in that document.
What Are the Core Skills of a Secretary?
Secretary skills are among the things you need to emphasize in a secretary job description. That enables interested applicants to assess if they got what it takes work as a secretary or administrative assistant in your company. Moreover, secretary skills should be a part of your pre-employment checklist. If a candidate hits every criterion, he or she might be the one you’re looking for. So without further delay, here are the vital skills of a secretary.
- Excellent written and verbal communication
- Above-average listening and reading comprehension ability
- Professional-level time management ability
- Can multi-task under pressure
- Has the ability to take initiative
- Adept in using computer software, such as MS Word, Excel, Powerpoint, etc.
- Extremely flexible to changes
- Works well with other employees
How to Create a Secretary Job Description
Yes, there are job description templates that make things easier and faster. But as an HR manager or recruiter in your company, you should know the basics of creating a job description. And that’s why we’ll show you our quick guide below.
Step 1: Make a Short Overview
As the introductory section of the document, write a short overview or executive summary of the secretarial position. You can briefly discuss the job’s main duties and what major contributions it provides to your company.
Step 2: List Down Duties and Responsibilities
It wouldn’t be a job description without the duties and responsibilities. So after the short overview, list them down. But don’t just list them at random. List them starting from the most important down to the least important task. In short, list the duties and responsibilities hierarchically.
Step 3: Enumerate Skills and Qualifications
Skills and qualifications are information just as important as duties and responsibilities. So, enumerate them as well, and do so hierarchically too. For the skills, you can use those that we’ve shown you earlier. And for the qualifications, you have to base them on how high of a position your vacant secretarial job is. These qualifications could be a college education diploma, prior secretarial experience, licenses, certificates, etc.
Step 4: Show the Salary Package
Not every company is transparent about their salary package in their job descriptions. Although there’s nothing wrong about it, you should try not to follow it. It makes your company an untrustworthy employer from some applicants’ perspective. In that case, they wouldn’t push through sending their job application letter. So be transparent about your company’s salary offer to its secretarial job. Show it as an additional section in the job description.
What are the usual duties of a secretary?
These are the most common and important duties of a secretary:
- Create, maintain, and curate administrative records
- Set appointment schedules for the CEO, CFO, general manager, or any higher-up individual
- Communicate with other personnel in the company
- Acts as a representative of the CEO, CFO, or general manager
- Answers phone calls intended for his or her superior
- Performs other tasks as per request by a higher-up
How much is a secretary’s salary?
According to Salary.com, secretaries earn an annual total salary of $41,083 to $52,943. Just between that range. But the average or median is around $46,453.
What should I look for in a secretary’s resume?
When assessing a candidate secretary, these are the things you should look for in his or her resume:
- Core skills as a secretary
- Educational background
- Relevant work experiences, such as being a front desk agent or clerk, hotel receptionist, or school secretary
- Career objective
Moreover, you should also read a candidate’s job application or resume cover letter. The way a candidate wrote it can give you a strong hint of his or her personality.
In just minutes, you can come up with a well-structured secretary job description, especially with the guidance of our templates! Soon, your company will have one of the best secretaries that the job market has to offer. So, start creating a secretary job description now.
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