What is a Secretary doing? Job description and responsibilities

What does a Secretary do?

The Secretary is responsible for providing administrative support to the executive team and ensuring the smooth functioning of the office. This includes managing calendars, coordinating meetings, handling correspondence, and maintaining office supplies. The Secretary will report directly to the Chief Executive Officer (CEO) and work closely with other members of the leadership team.

Responsibilities of Secretary

• Greet and welcome visitors and clients in a professional and friendly manner.
• Answer and direct phone calls, take messages, and provide information to callers.
• Manage and maintain executive schedules, appointments, and travel arrangements.
• Prepare and distribute correspondence, memos, letters, and forms.
• Organize and maintain physical and electronic files and records.
• Coordinate and schedule meetings, conferences, and events.
• Take minutes during meetings and distribute them to relevant parties.
• Assist in the preparation of reports, presentations, and other documents.
• Order and maintain office supplies and equipment.
• Perform general clerical duties, such as photocopying, scanning, and faxing documents.