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Job Description

Secretary Job Description, Roles/Responsibilities, Qualifications

Secretary job description: Read about the job description, roles/responsibilities, and qualifications of a secretary. We hope this article will be useful and helpful to you.InformationGuideNigeria

A secretary’s day-to-day responsibilities include arranging many calendars, accepting phone calls and messages, sending emails, preparing for large meetings and presentations, taking notes in meetings, and a variety of other related chores.


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Who is a Secretary

A secretary is a professional who works behind the scenes for a company. Their responsibilities include file organization, document preparation, inventory management, and appointment scheduling.

Secretary Job Description, Roles/Responsibilities, Qualifications
Photo Source: Nairaland Forum

A Secretary, also known as an Administrative Assistant, is in charge of enabling internal communications and dealing with public contacts. Their responsibilities include answering and routing phone calls, scheduling meetings, and giving individualized support to other office personnel.

Secretaries, who are also sometimes referred to as administrative assistants, are the employees in an office who are in charge of carrying out administrative responsibilities.

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The secretary manages and fosters communication in the workplace. They handle inbound and outgoing calls, as well as physical and digital mail. They also manage bookkeeping and file keeping, as well as appointment scheduling and the establishment and maintenance of office processes.NYSC Portal

These specialists keep a department organized and up to date on everyone’s demands and expectations by performing the company’s everyday administrative responsibilities. Maintaining open lines of communication with colleagues, other departments, and consumers is their contribution to the smooth operation of the organization.

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Responsibilities of A Secretaryย 

  • Return phone calls and reroute them as needed.
  • Manage the daily, weekly, and monthly agendas, as well as schedule new meetings and appointments.
  • Respond to and route incoming calls
  • Make plans for gatherings and set times for them.
  • Keep in touch with people by keeping lists of them.
  • Write and disperse documents like memos, letters, faxes, and forms
  • Contribute to the timely production of periodic reports
  • Create a system for organizing files and keeping them up to date.
  • Get some office stuff
  • Planning a trip?
  • Report costs and verify accuracySecretary Job Description
  • Offer assistance to guests in a general sense
  • Attend to incoming telephone calls, emails, and regular mail; forward all queries to the proper department or individual.
  • Arrange, coordinate, and schedule meetings; prepare meeting papers
  • Make travel arrangements for the employees of the office.
  • Maintain a content management system
  • Maintain an accurate inventory of office supplies, and place additional orders as required.
  • Construct and disseminate the standard correspondence.
  • Compile data and generate reports
  • Ensure that the contact information for the company’s workers, vendors, and customers is kept up to date.
  • Correspondence, memos, and forms must be prepared and distributed.
  • Keep track of and update contact information for employees, customers, suppliers, and outside partners.
  • Regular reporting should be supported and made easier to complete.
  • Create and keep a filing system.
  • Check the status of office supplies regularly and schedule necessary orders.
  • Make your trip plans.
  • Record expenses and submit reports
  • Perform sporadic receptionist responsibilitiesJAMB Portalย 
  • Enhances effectiveness by assisting with information management.
  • Transcribing, formatting, inputting, modifying, retrieving, copying, and transmitting text, data, and visuals are all examples of information production.
  • Reads and routes correspondence, collects information and initiates telecommunications to organize work.
  • Maintains department schedules for department workers and arranges meetings, conferences, teleconferences, and travel.
  • Answers or refers queries and greets consumers in person or over the phone to complete requests.
  • Maintains consumer trust and protects operations by keeping information private.
  • Collects information to create reports.

Roles of A Secretaryย 

  1. Welcome visitors and lead them to the proper departments or people.
  2. Answer phone calls and react to questions by phone or email.
  3. Set up conference calls, book meeting venues, and take messages and minutes during meetings.
  4. Perform administrative duties such as filing and photocopying.
  5. Send emails, memos, and letters.
  6. Implement and/or create office processes and record-keeping systems.
  7. Manage database entries as well as client files.
  8. Order and have supplies on hand
  9. Maintain financial records.
  10. Messages should be organized and distributed.
  11. Make and confirm travel plans
  12. Outgoing letters should be prepared and mailed.
  13. Keep department files and records private.
  14. Carry out standard bookkeeping duties
  15. Assist with reports and presentations
  16. Maintains office supplies inventory by reviewing stock to establish inventory level, predicting supply needs, placing and expediting supply orders, and verifying delivery of supplies.
  17. Follows manufacturer guidelines and established processes to keep equipment operable.
  18. Completes database backups to protect information.
  19. Utilizes filing and retrieval systems to provide a historical reference.
  20. Attends educational sessions and reads secretarial publications to keep technical skills up to date.
  21. Contributes to team effort by achieving necessary results.10 Best Feed Troughs in Nigeria and their Prices
  22. Make them feel welcome, direct them to where they need to go and respond to their questions.
  23. Confidentially manage and update records and databases.
  24. Take charge of all forms of contact management, including electronic and telephone correspondence
  25. To answer the phone, reroute calls, and/or take messages
  26. Arrange necessary gatherings, bookings, and appointments.
  27. Incoming mail and packages; sorting and delivering
  28. Keep track of and reorder stationery
  29. Get your bills and check them over for correctness.
  30. Take charge of arranging everything from staff travel and lodgings
  31. Welcome guests and customers.
  32. Answering the phone.
  33. Meetings must be scheduled.
  34. Getting conference rooms ready for meetings.
  35. Making travel plans for executives.
  36. Documents are printed and copied as needed.

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Secretary job qualifications/skills

  • Work experience as a Secretary or Administrative Assistant is required.
  • Knowledge of office organization and optimization strategies
  • High level of multitasking and time management skills
  • Outstanding writing and verbal communication abilities
  • Professionalism and integrity
  • MS Office proficiency
  • Diploma from a high school
  • Microsoft Office proficiency.
  • Outstanding computer literacy.
  • Outstanding interpersonal abilities.
  • Multitasking ability
  • Outstanding communication abilities.
  • Outstanding time management abilities.10 Best Men’s shoes to buy in Nigeria and their Prices
  • Prior administrative experience would be desirable.
  • The ability to operate autonomously but also seek clarification when necessary
  • Basic computer application knowledge, including Microsoft Office 365 (Word, Outlook, Excel, and Netdocs)
  • Must be well-organized, detail-oriented, and able to meticulously follow instructions.
  • Must be results-driven, dependable, and capable of meeting all deadlines.
  • Have sound judgment, decision-making abilities, and a strong work ethic.
  • communication ability to effectively communicate with all levels of the company

Secretary Salary Structure in USA

The average Secretary’s salary in the United States is $48,132. A Secretary’s average bonus is $2,229, or 5% of their pay, with 47% of employees indicating that they receive a bonus each year. Secretaries earn the most in Dallas, at $67,603, with total remuneration that is 40% higher than the national average.

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Types of Secretary

Secretaries can be grouped into several groups based on the scope of their responsibilities. The following are the major types of secretaries:

  1. Private secretary
  2. Secretary of an association
  3. Secretary of the embassy
  4. Secretary of a cooperative society
  5. Secretary of local body
  6. Secretary of Government department
  7. Company secretary.

Finally, Secretaries conduct general secretarial responsibilities on behalf of an organization’s leader. If you are extremely motivated and well-organized, this could be the job for you. We wish good luck in using this information.

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