Secretary Job Description Template

Every position in your business matters, but when it comes to ensuring optimal productivity, secretaries get the job done. From answering calls and avoiding scheduling conflicts to managing correspondence and records, a talented secretary can be a real force multiplier for your business.

As you look to fill your next opening, it’s important to clearly communicate your specific needs to potential candidates. For example, if you’re looking to fill a position supporting higher level leadership then you want your executive secretary job description — or personal secretary job description depending on how you describe the position — to inform candidates of the heightened level of responsibilities they may have in that role, such as interfacing between leaders and staff or clientele. On the flipside, a more general administrative secretary job description might focus on more general office-wide support skills.

The good news is that you don’t have to start from scratch. You can use this secretary job description sample as a template which can be tailored to your specific needs. You can use this framework and the tips below to ensure a job posting that is both accurate and appealing. If you want more ideas on how to stand out among the crowd, you can always browse some of Monster’s current secretary job postings.


[Intro Paragraph] Take the next 2-3 sentences to introduce your business to prospective secretaries, highlighting your unique company culture and working environment. This is your opportunity to set your company apart from competing job postings and sell your company to job seekers. It might be worthwhile to engage your marketing team, if available, for some key messaging.

Secretary Job Responsibilities:

  • Enhances effectiveness by providing information management support.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Organizes work by reading and routing correspondence; collecting information; and initiating telecommunications.
  • Manages department schedule by maintaining calendars for department personnel and arranging meetings, conferences, teleconferences, and travel.
  • Completes requests by greeting customers, in person or on the telephone, and answering or referring inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Prepares reports by collecting information.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
  • Keeps equipment operational by following manufacturer instructions and established procedures.
  • Secures information by completing database backups.
  • Provides historical reference by utilizing filing and retrieval systems.
  • Maintains technical knowledge by attending educational workshops and reading secretarial publications.
  • Contributes to team effort by accomplishing related results as needed.

[Work Hours & Benefits] Here is where you can include working hours and benefits, another chance to sell potential applicants on things like overtime or seasonal availability. Benefits that can set your firm apart, like paid vacation time or family leave, commuting credits, or childcare reimbursements, can go right here.

Secretary Qualifications/Skills:

  • Administrative writing skills
  • Reporting skills
  • Supply management
  • Scheduling
  • Microsoft Office skills
  • Professionalism, confidentiality, and organization
  • Travel logistics
  • Typing
  • Verbal Communication

Education, Experience, and Licensing Requirements:

  • University/college degree is an asset.
  • Previous experience, especially in particular industry, preferred.

[Call to Action] Now that job hunters are familiar with your company and the job requirements, you need a call to action so prospective secretaries know exactly how to apply. Let them know how and where to submit an application, or who to contact at your company to apply.

Ready to Post Your Secretary Job Description?

Getting applicants to look at your company is one thing; but getting the right job candidates is even more of a challenge. That’s why it helps to have a hiring partner by your side. At Monster, we’re ready to leverage our decades of experience in matching candidates to employers to help you with your next hire. Find out how to start the process with a free job description today.