A Secretary is accountable to provide administrative support to the company and management through coordinating and conducting administrative tasks and duties including handling and receiving information. An administrative assistant, the other name for secretary, performs word processing tasks and maintains records or proceedings on computer spreadsheets. The secretary role may vary contingent on the size of the organization, the sector, and the job level. However, the regular work tasks for all secretarial jobs remain the same.

Duties and Responsibilities

  • Preparing and managing correspondence, documents and reports.
  • Taking note, typing and distributing minutes of meetings.
  • Maintaining databases, operating office equipment and managing office space.
  • Executing and maintaining office systems, maintaining calendars and schedules.
  • Handling incoming mails, telephone calls, enquiries, or requests.
  • Maintaining and devising office systems, including filing, data management etc.
  • Establishing and maintaining secretarial practices in order to ensure reliable and accurate data, essential for business operations.
  • Arranging and confirming appointments, and organizing external and internal events.
  • Organizing and coordinating meetings, travel arrangements, and conferences.
  • Setting up and maintaining filing systems, establishing work procedures and collating information.
  • Liaising with external and internal contacts, suppliers or clients.
  • Providing orientation and training for new staff, conducting research on internet, operating, and troubleshooting new office technologies.
  • Communicating verbally as well as in writing to respond to inquiries and providing information.

Skills and Specifications

  • Knowledge of clerical and administrative procedures.
  • Knowledge of applicable software applications, such as word processing, spreadsheets, and database management.
  • Proficiency in spelling, grammar, punctuation, and further English language skills.
  • Good at typewriting.
  • Attention to detail and ability to maintain confidentiality
  • Planning, interpersonal, and time management skills.
  • Initiative, stress tolerance, and customer-service orientation
  • Organizational skills or management ability.

Education and Qualifications

  • High school graduate with basic office skills.
  • Degree in any field from an accredited institution.
  • Relevant training or certification in office administration is an added advantage.