Administrative Secretary Job Description Template

An Administrative Secretary is responsible for providing essential administrative support to an organization. This role requires a high level of organization, attention to detail, and excellent communication skills. Administrative Secretaries perform various duties such as managing schedules, coordinating meetings, preparing reports, handling correspondence, maintaining records, and handling other administrative tasks as required. The Administrative Secretary job description template outlines the key responsibilities, qualifications, and skills required for this position.

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Job Description: Administrative Secretary

Job Summary

The Administrative Secretary is responsible for managing and coordinating office operations and procedures, in order to ensure organizational effectiveness, efficiency and safety. This role requires strong communication, organizational, and problem-solving skills.


  • Schedule and coordinate meetings and appointments
  • Answer and manage calls and emails
  • Maintain filing systems and databases
  • Prepare and edit correspondence, reports, and presentations
  • Assist with bookkeeping and budget monitoring
  • Order office supplies and equipment
  • Perform general administrative tasks, such as photocopying, scanning, and printing
  • Ensure office security and safety protocols are followed


  • Bachelor's degree in business administration, communications, or related field
  • Minimum of 2 years' experience in administrative support role
  • Proficient in Microsoft Office Suite and scheduling software
  • Strong communication and interpersonal skills
  • Ability to handle confidential information with discretion
  • Excellent organizational and time-management abilities
  • Detail-oriented and able to prioritize tasks effectively

What is an Administrative Secretary?

An Administrative Secretary is a professional who provides administrative support to an organization's executive team. They are responsible for managing and coordinating office activities and schedules, preparing reports, making travel arrangements, and handling information requests. They are essential to keep the executive team running smoothly, and they play a crucial role in maintaining the daily operations of the organization.

How to Create an Administrative Secretary Job Posting

Creating a job posting can be a daunting task, but if you follow some best practices, your Administrative Secretary job posting will attract the right candidates for your organization. Here are some tips:

1. Start with a Compelling Job Title

The job title is the first thing a job seeker will see, so be sure it accurately reflects the responsibilities of the job. A title like "Administrative Secretary" is straightforward, but you might consider adding something more specific to your organization. For example, "Executive Administrative Secretary" gives a clearer picture of the job requirements.

2. Include a Brief Job Summary

Provide an overview of the position and the organization. This should be a brief summary of the role, outlining its responsibilities and essential requirements. For example:

  • The Administrative Secretary is responsible for providing administrative support to the executive team and the organization. The successful candidate will have excellent communication and organizational skills, be proactive in managing schedules, and have experience supporting senior-level executives.
  • 3. List Key Responsibilities

    Outline the key responsibilities of the job in bullet points. This helps job seekers quickly identify if they have the required skills and experience for the job. When describing the responsibilities, be as specific as possible. For example:

  • Manage and coordinate the executive team's calendars and schedules.
  • Handle calls, messages, and correspondence, ensuring timely responses.
  • Develop and maintain effective filing and organizational systems.
  • Make travel arrangements, including booking flights, hotels, rental cars, and creating itineraries.
  • 4. Include Essential Qualifications and Skills

    List the required skills and qualifications for the job. This might include education, certifications, and skills. For example:

  • Bachelor's degree in business administration or related field.
  • Minimum of three years' experience providing administrative support to senior executives.
  • Strong organizational, communication, and problem-solving skills.
  • Ability to work independently and manage multiple projects simultaneously.
  • 5. Provide Information on the Application Process

    Clearly outline the application process, including how to submit a resume and cover letter, and any other essential information. Make sure to include your organization's name, the job title, and contact information to make it easy for job seekers to apply.


    Creating an Administrative Secretary job posting can be a straightforward process if you follow these tips. Be sure to provide a comprehensive overview of the position and the requirements, and make it easy for job seekers to apply. By following these best practices, you'll attract the right candidates for your organization and fill this critical role.

    Frequently Asked Questions on Creating Administrative Secretary Job Posting

    As a hiring manager or recruiting agency, creating a job posting for an administrative secretary may be challenging. However, we have put together this FAQ to answer the most common questions regarding creating job postings for administrative secretaries.

    What are the Key Responsibilities of an Administrative Secretary?

  • Managing administrative tasks such as documentation and record-keeping
  • Communication and correspondence management
  • Scheduling meetings and making travel arrangements
  • Providing administrative support to executives
  • Organizing and maintaining files and databases
  • What Skills are Needed for an Administrative Secretary to Perform Their Duties Effectively?

  • Excellent communication skills
  • Strong organizational and time management skills
  • Proficiency in data entry and documentation
  • Technical skills such as familiarity with Microsoft Office Suite
  • Professional and friendly demeanor
  • What Qualifications Should You Look for in an Administrative Secretary?

  • A minimum of a high school diploma or a GED is required
  • Certification or work experience in administrative tasks is preferred
  • Associates or Bachelor’s degree in a related field such as business administration or office management will be considered an advantage
  • How Should You Describe the Job in a Job Posting for Administrative Secretaries?

  • Clarify the job duties and requirements
  • Specify the work schedule and mode of payment
  • Include the salary range (if possible)
  • Explain the work environment of your organization
  • Indicate application instructions and date of application closure
  • Can You Hire an Administrative Secretary Remotely?

  • Yes, it is possible to hire an administrative secretary remotely.
  • However, it is vital to create a job description that specifies the company’s requirements for remote work with clear expectations, deadlines, communication tools, and supervision instructions.
  • Conclusion

    Creating a job posting for an administrative secretary is a crucial step in getting the right person for the job. To attract top talent, employers should ensure that their job posting is descriptive and accurate. The tips and guidelines provided in this FAQ will assist hiring managers to create an outstanding job posting for administrative secretaries within their organizations.

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