Office Secretary Job Description
An office secretary is considered one of the most important individuals in any setting. Since it is her responsibility to make sure that everything is in order and that all clerical and administrative systems are running smoothly, it is important for her to be excellent at what she does.
Some common tasks of an office secretary include word processing, letter writing, creating and maintaining filing systems, and handling scheduling activities, but this is not all that she does.
If working as an office secretary is what you intend to do, you will need to possess a GED, high school diploma, or an equivalent at the very least.
You will need to be an organized individual and like working with people. Your filing and inventory management skills will need to be exceptional and you will have to possess an organized mind.
Since most organizations depend on information technology to handle their everyday corporate needs, it is imperative to be able to work with technology. Good interpersonal skills, negotiation abilities, and time management capabilities are an absolute must in this work.
Here is a list of duties that an office secretary performs on a typical workday:
11 Job Duties for Office Secretary Resume
- Respond to inquiries over the telephone by providing information on executive availability and schedules
- Redirect calls and take messages, along with ensuring that any unnecessary calls are blocked or diverted
- Prepare correspondence by writing letters and memos and ensure that they are properly distributed to correct recipients
- Perform filing and record-keeping duties according to specified procedures and ensure that all information is kept safe and confidential
- Update contact information of employees, customers, and suppliers and ensure that any outdated or redundant information is disposed of
- Schedule appointments and follow-up on them to ensure that they are realized
- Attend meetings and take and record minutes of the meeting
- Arrange for travel and accommodation for executives and ensure that any correlating details such as sightseeing or conveyance issues are handled appropriately
- Monitor office supplies and equipment and create and maintain liaison with vendors to ensure the procurement of both
- Maintain inventory systems according to set protocols, ensuring that any issues are communicated to the supervisor in a timely manner
- Conduct research on provided subjects and prepare correlating presentations and/or reports