The administrative secretary conducts a number of jobs, typically in an office setting. They type reports, maintain office records and invoicing, and may handle accounts payable. They are also responsible for scheduling meetings and maintaining work calendars for colleagues in the office. They answer phones and help coordinate requests for supervisors. The administrative secretary also handles day-to-day management of the office, including maintaining office supply levels, having familiarity with light hardware maintenance (such as installing new toner in copiers and printers), and arranging for any necessary repairs to office equipment.
Most administrative secretaries work during regular business hours. Businesses typically require a high school diploma or GED, and several years of work experience in a similar position is typically necessary. Additionally, some organizations will look for an individual with specific education or training for being an administrative assistant or secretary, and may be willing to bypass the experience requirements if such education can be substituted.
The secretary will be required to be fluent in all common office software applications, and they must possess the ability to work quickly and skillfully with word processors, spreadsheets, and database software.
Administrative Secretary Tasks
- Schedule all correspondence and necessary documents for the Administrative Director's action.
- Schedule appointments and meetings for the Administrative Director.
- Screen and channel incoming calls and visitors to the Administrative Director's Office.
- Perform a wide range of complex secretarial and administrative duties.
- Assist the Administrative Director with special projects and activities.