Secretary Job Description Template

A Secretary plays a vital role in any organization. They provide administrative support to the management team and ensure that the daily operations run seamlessly. A Secretary job description template outlines the responsibilities, qualifications, and skills required for this position. By using this template, employers can effectively communicate the job expectations and attract suitable candidates to apply for the role.

1559 people used this job description template, 67 people have rated it.

Job Duties:

  • Schedule appointments and meetings
  • Answer and direct phone calls
  • Respond to emails and correspondence
  • Create and maintain filing systems
  • Assist with document preparation and formatting
  • Handle office inventory and ordering office supplies
  • Perform basic bookkeeping tasks such as invoicing and expenses tracking

Skills and Qualifications:

  • Excellent written and verbal communication skills
  • Strong organizational and time-management skills
  • Proficient in Microsoft Office suite
  • Attention to detail and accuracy
  • Ability to prioritize tasks and handle multiple projects simultaneously
  • Experience with bookkeeping and record keeping

Education and Experience:

  • High school diploma or equivalent
  • Associate's degree in business administration or related field preferred
  • 1-2 years of experience in administrative or secretarial role
  • Experience in related business field may be preferred


Creating an effective and eye-catching job posting is critical for reaching out to potential candidates for a secretary position. A well-crafted job posting will help to attract the right candidates and save you time by reducing the number of unqualified candidates who apply.

Job Title and Responsibilities

  • The job title should clearly state that you are looking for a Secretary.
  • List the key day-to-day responsibilities of the position, such as managing phone calls, scheduling appointments, and maintaining files and records.
  • Clearly state any additional responsibilities that the position would entail, such as event planning or assisting with bookkeeping.
  • Qualifications and Requirements

  • Include the minimum qualifications that are required for the position, such as a high school degree or equivalent certification.
  • List any preferred qualifications and requirements, such as previous experience in a secretarial or administrative role.
  • Include any necessary technical skills, such as proficiency in Microsoft Office or other relevant software.
  • Skills and Abilities

  • Outline the necessary soft skills for the position, such as effective communication and organizational skills.
  • Describe the ability to multi-task and prioritize tasks, as well as the ability to work independently or with a team.
  • Company Overview and Culture

    Provide an overview of your company and what makes it a great place to work. This is an opportunity to advertise your company's values, culture, and any benefits of working there.

    Application Process

  • Include instructions on how to apply for the position, including any deadlines that may apply.
  • Specify what documents or information are required, such as a resume or cover letter.
  • Provide a contact email or phone number, and specify how soon applicants can expect to receive a response.
  • Conclusion

    By following these tips and guidelines, you'll be able to create an effective Secretary job posting that will help you attract the right candidates and fill your position quickly.

    Frequently Asked Questions on Creating Secretary Job Posting

    Hiring a secretary can be a challenging task. You want to find the right person who can fit into your organizational culture and provide the necessary administrative support. Creating a job posting is the first step towards finding the ideal candidate for the position. Here are some frequently asked questions on creating a secretary job posting:

    1. What should I include in a job posting for a secretary?

    A job posting for a secretary should include the following information:

    • Job Title: Secretary
    • Job Summary: A brief summary of the key responsibilities of the position
    • Qualifications: The skills and experience required to perform the role effectively, such as organizational skills, communication skills, computer skills, etc.
    • Educational Requirements: The level of education required, such as a high school diploma, associate degree, or bachelor's degree
    • Work Experience: The number of years of experience required, if any
    • Salary and Benefits: The salary range and any other benefits offered, such as health insurance, retirement plan, paid time off, etc.
    • Application Instructions: How to apply for the position, including any submission requirements

    2. How can I make my job posting stand out?

    To make your job posting stand out, you should:

    • Use a catchy job title
    • Include a compelling summary of the position
    • Use bullet points to make the job requirements easy to read
    • Highlight the unique benefits of working for your organization
    • Incorporate your company's values and culture into the job posting

    3. Should I include a list of duties and responsibilities?

    Yes, a list of specific duties and responsibilities is essential, so applicants have a clear understanding of the job requirements. It can also help to reduce the number of unqualified applicants or those who are not interested in performing specific tasks.

    4. How long should the job posting be?

    The job posting should be long enough to provide the necessary information but not too long to bore applicants or overwhelm them with irrelevant details. A typical job posting is between 300 to 500 words.

    5. Can I use jargon or technical terms in the job posting?

    It is advisable to avoid using jargon or technical terms that may be unfamiliar to applicants. Use simple, clear, and concise language that everyone can understand.

    6. Should I include a deadline for application?

    Yes, including a deadline can create a sense of urgency for qualified applicants. It can also help to streamline the hiring process and give you a timeline for scheduling interviews.

    7. Can I require a cover letter and resume as part of the application process?

    Yes, requesting a cover letter and resume can help you screen applicants better. It allows you to verify if the candidates meet the qualifications and experience required for the position. It can also help to narrow down the pool of applicants and select the most promising ones for interviews.

    In conclusion, creating a job posting for a secretary is an essential step towards finding the right candidate for the position. By including the necessary information, using clear and concise language, and highlighting your organization's unique features, you can attract qualified applicants who are the right fit for your team.

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