Saturday, January 2, 2010

Job Description Format

Secretary Job description

A secretary is a professional who is entitled to providing companies with administrative support. This she does through carrying out administrative duties that include the handling and receiving of information. Her work will vary depending on the organization though.

Sample Job description Format

Sample Secretary Job description

Duties and responsibilities

  • Preparing documents and reports for the management and other staff
  • Managing correspondences and dispatching them as required
  • Arranging for meetings, travel and conferences and ensuring their coordination
  • Taking minutes during meetings and typing them for distribution to various departments
  • Booking and confirming appointments
  • Maintaining the office calendar and schedules
  • Ensuring that all the office systems are up and running
  • Organizing both internal and external activities
  • Handling of incoming and outgoing mail
  • Ensuring that documents are filed for easy retrieval through an organized filing system
  • Setting up procedures involving work
  • Ensuring the proper maintenance of databases
  • Providing information to staff through written or verbal communication
  • Acting as the link between visitors and the management
  • Operating equipments in the office such as computers, phones and faxes among others

Skills and specifications

  • Excellent interpersonal and communication skills
  • Efficient orientation in customer service
  • Well organized
  • Keen attention to detail
  • Confidentiality
  • Reliability

Education and qualifications

  • A Bachelors degree in Business Administration
  • MBA

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