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Secretary Job Description: Top Duties and Requirements

A Secretary, or Administrative Assistant, is responsible for ensuring the office they work in runs smoothly and employees within the company are supported. Generally, a Secretary will maintain office records, respond to customers and clients on the phone or in email, and perform administrative tasks.

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What does a Secretary do?

While the job of a Secretary can vary based on the size of the company they work for, they generally will help perform administrative tasks and act as the first point of contact for customers or clients. In a small company, the role of a Secretary could include broader responsibilities such as booking travel for executives or taking notes in meetings. In larger companies, the role of a Secretary could be more streamlined to greeting customers and clients upon entering the building and answering phone calls. In service industries such as salons, a Secretary could be responsible for booking appointments.

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Secretary Job Description Examples:

Example 1

Full Job Description

Must have deals secretary experience

It is an asset to speak both Farsi and English

Real Estate Deals Secretary

Location: North York

Job Type: Part-Time

Our office is open Monday to Friday-10am to 6pm we need an experienced secretary who can help us set up out BACK Office LONE WOLF for our new brokerage at her negotiated available hours.

We are a newly incorporated real estate brokerage: aggressive, innovative & forward-thinking brokerage in Toronto that services and supports a diverse client base. We are looking for an independent, creative, tech-savvy, organized, and great-with-client candidate.

Responsibilities include, but are not limited to:

You will be heavily involved in deals, marketing and administrative duties. We expect you to grow quickly and move on the corporate ladder quickly.

  • Lonewolf (Back Office Wolf) experience required to process trades/deals payout, accounts payable, payroll and monthly bank reconciliations
  • Entering deals into Broker Wolf accounting system
  • Following up with agents about outstanding documents
  • Invoicing co-operating brokerages for commission
  • Handling of incoming emails by responding in a timely manner
  • Following up with Builders regarding pending payments
  • Other duties as assigned.

    Qualifications:

  • Experience in real estate is a MUST for at least 5 years
  • Experience with Lone Wolf is a MUST for at least 2 years
  • Proficient knowledge of Microsoft Office applications (Word & Excel)
  • Ability to file and organize the paperwork
  • Strong attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • High Attention to Details
  • Strong Written and Verbal Communication Skills

    Work remotely

  • No

    Job Type: Part-time

    Salary: $18.00-$25.00 per hour

    Flexible Language Requirement:
  • French not required

    Ability to commute/relocate:
  • North York, ON: reliably commute or plan to relocate before starting work (required)

    Education:
  • Bachelor's Degree (preferred)

    Experience:
  • Front desk: 3 years (required)
  • Real Estate Back Office: 5 years Location: One location

    • Example 2

    Listings Secretary/Deal Assistant

    Reports to:Deals Administrator/Broker of Record
    Location:Belleville/Trenton
    Hours of Work:Weekdays 9-5 and some Saturdays
    Start Date:Immediately

    Salary:To Be Negotiated.

    Position Description:

    Busy real estate office requires full-time office Listing Secretary/Deals Assistant, Some Saturday shifts required. Real estate office experience preferred but not necessary.

    Duties & Responsibilities:

  • Reception duties � Answer and direct phone calls on a multi line telephone system in a polite and friendly manner; confirm appointments; take messages
  • Welcome visitors by greeting them, in person or on the telephone; answer or refer inquiries to the appropriate person
  • Operate standard office equipment on a regular basis, including a fax/copy machine and computer
  • Input MLS listings into database, upload photos, scan documents, process listing documents
  • Post active property listings from our database onto our social media accounts
  • Supplies � maintain photocopier and related office supplies, take inventory of supplies and order stock as needed
  • Assist the Deals Secretary when required
  • Maintain a tidy reception area/common area at all times
  • Keep detailed and accurate records of visitor requests and of calls received
  • Receive deliveries; sort and distribute incoming mail
  • Maintain the general office filing system
  • Other duties as assigned

    Skills and Qualifications:

  • Minimum high school education
  • Minimum 1 to 2 years working experience in general office administration, ideally in the real estate industry
  • Highly proficient in MS Publisher, Word and Excel, email and internet
  • Basic knowledge of Social Media Applications
  • Excellent organization & time management skills
  • Superior customer service & interpersonal skills including polite telephone manners
  • Demonstrated ability to read, write, and speak English
  • Comfortable multi-tasking and prioritizing tasks without guidance
  • Punctual with strong attendance history

    Job Types: Full-time, Permanent

    Salary: $17.00-$20.00 per hour

    Schedule:
  • 8 hour shift
  • Monday to Friday
  • Weekend availability
    Supplemental pay types:
  • Bonus pay

    Ability to commute/relocate:
  • Belleville, ON: reliably commute or plan to relocate before starting work (required)

    Education:
  • Secondary School (preferred)

    Experience:
  • Front desk: 1 year experience: 1 year (preferred)

    • Example 3

    Secretarial Position

    Bulletin No. 23C-004

    Radisson School

    Class C � Head Secretary

    Full-time position (school year schedule)

    7 hours per day; 8:00 a.m. � 4:00 p.m.

    Summary:Under the general supervision of the administrator(s), assist in the secretarial and administrative duties of the school including assigning work, giving functional guidance, coordinating duties and work assignments of secretarial staff, if applicable, and assist staff, students, parents and visitors.

    Responsibilities:
  • Organizing office routines and procedures
  • Assisting with student registration, timetable preparation and computer scheduling
  • Assisting with school budget control and requisitioning
  • Assisting with the school fund accounting
  • Providing telephone, photocopying, fax and mail services
  • Assisting with compiling data and preparing reports
  • Providing secretarial help as may be required by the school administration

    Qualifications:

    Education and experience:

  • A high school diploma and a minimum of two years� office experience in a senior secretarial position
  • Prefer post-secondary office administration training OR an equivalent combination of experience and training
  • Proven ability to calculate, post and manage accounting figures and financial records

    Communication and interpersonal skills:

  • Excellent written and verbal communication skills
  • Ability to work cooperatively and harmoniously with staff and management and deal effectively with the public
  • Respect confidentiality of work

    Computer skills:

  • Excellent knowledge of Office 365
  • Word processing (minimum of 45 w.p.m.)
  • Experience with CIMS Connect and Tyler Student Information System

    Organization and time management:

  • Demonstrated organizational and time management skills with the ability to prioritize and multi-task in a high-volume environment
  • High degree of initiative
  • High degree of accuracy and attention to detail

    External applicants, upon hire, must supply a Criminal Record Search, and a cleared Child Abuse Registry check

    This is a CUPE 4587 position.

    Consideration for this position is not necessarily limited to those who apply.

    Externalcandidates must apply online through Job Connect.

    Please visit our website at [website] � Careers.

    Internal candidates must apply online through Employee Connect > Job Tab.

    Mail or Email applications will not be accepted.

    We thank all applicants, however only those selected for an interview will be contacted.

    Job Type: Full-time

    Salary: $24.17-$28.35 per hour

    Schedule:
  • Monday to deadline: 2022-05-26

    • Example 4

    Cloud Realty is a tech focused real estate firm located in Mississaugaand has been in business since 2015. Cloud Realty prides itself on having an amazing cutting edge work environment with room for personal and professional growth.

    As a rapidly growing real estate brokerage, we are looking for an experienced Deals Administrator to join our team.

    Please review the description and requirements below and contact us only if you are a match.

    Responsibilities (but not limited to):
  • Entering deals into LoneWolf accounting system, closing out deals and preparing commission cheques
  • Ensuring all real estate documents have been submitted by agents and following up with any outstanding documents
  • Invoicing cooperating brokerages and lawyers for commissions
  • Handling incoming calls and emails and ensuring a timely response time
  • Payroll

    Qualifications:
  • Minimum 2 years work experience in a real estate brokerage in the deals secretary capacity
  • Proficient knowledge of all Brokerwolf/Lonewolf and SkySlope (familiarity if possible) software applications
  • Strong attention to detail
  • Excellent time management skills
  • Able to successfully work under pressure and in a fast-paced environment

    A minimum of 1-2 year work experience in a real estate office is preferred. We look forward to reviewing your cover letters + resumes and having the perfect candidate join our team!

    Culture Fit:
  • Responsible: You effectively manage your schedule to achieve amazing amounts of important work.
  • Passionate: You inspire others with your thirst for excellence.
  • Resourceful: You don�t have all the answers, but you know how to get them.
  • Meticulous: You self-edit and submit only your best work.

    Job Type: Full-time

    Salary: $45,000.00-$50,000.00 per year

    Schedule:
  • 8 hour shift
  • Monday to Friday

    Ability to commute/relocate:
  • Toronto, ON: reliably commute or plan to relocate before starting work (required)

    Education:
  • Secondary School (required)

    Experience:
  • Administrative: 1 year (preferred)
  • Real Estate: 1 year (preferred)

    Language:
  • English Licence (required)

    • Example 5

    0.5 FTE Permanent
    12:00pm � 4:37pm Monday � Thursday
    Eden East Mental Wellness Centre
    Steinbach MB
    Employee Group: CUPE
    Classification: Admin Secretary AY2
    Closing Date: May 27, 2022
    H-095-05-27

    Position Summary:
    Reporting to the Health Information Manager, the Administrative Secretary is responsible for the provision of confidential, complex clerical and administrative support for the psychiatry program. The incumbent is responsible for medical transcription, answering phones, reception duties, organizing confidential information, scanning, maintaining records, coordinating meetings, and working cooperatively with the other programs working out of the Eden East Mental Wellness Centre. This position, located in Steinbach MB, provides remote administrative support for the Health Information Services department at Eden Mental Health Centre, based out of Winkler.

    Qualifications:
    Education/Certification:
    o Graduate of a recognized Administrative Secretary Program or equivalent experience required.
    o Previous experience in a health care setting and familiarity with EMR functions.
    o Completion of Certified Medical Transcription Program an asset.
    Experience:
    o Previous experience in a health care office environment an asset.
    o Previous experience working within Accuro, Telehealth and Microsoft Teams an asset.

    Principle Duties and Responsibilities:
    Duties and functions include but are not limited to the following:
    Provides administrative support to Eden Mental Health Centre psychiatry.
  • Provides Front Desk services, which includes:
    Reception duties � answering, screening or redirecting inquiries or concerns via telephone or in person.
    Booking appointments for patients.
    Notifying doctors when patients arrive.
    Receives, sorts, stamps, and distributes mail as required (including FedEx, Purolator, Canada Post).
    Provides Psychiatry transcription services.
    Troubleshoots and/or reports equipment and system malfunctions. (Accuro, Telehealth, Teams)
    Responsible to scan documents into EMR in accordance with policies and procedures.
    Manages calendars, arranges meetings and appointments including cancellations, and coordinates bookings for internal/external facility space as required.

    See Human Resources for full Job Description

    Eden welcomes applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

    Job Type: Part-time
    Part-time hours: 18.12 per week

    Salary: $18.00-$21.00 per hour

    Benefits:
  • Company events
  • Company pension
  • Dental care
  • Disability insurance
  • Employee assistance program
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • Vision care
    Schedule:
  • Day shift
  • No weekends

    Ability to commute/relocate:
  • Steinbach, MB: reliably commute or plan to relocate before starting work (required)

    Education:
  • Secondary School (preferred)

    Experience:
  • Front desk: 1 year (preferred)
  • Administrative experience: 1 year (preferred)
  • Working with Electronic Medical Records: 1 year (preferred)

    Licence/Certification:
  • Administrative Assistant Program training (required)
  • Medical Transcriptionist Certificate start date: 2022-06-15

    • Example 6

    Responsibilities:

    � Capacity to work in a family centred and culturally safe manner

    � Performs in-person and telephone reception duties as required.

    � Processes referrals, prepares both electronic and hard copy charts as required.

    � Assist in the coordination and booking of appointments and keep accurate records and wait lists.

    � General administrative functions including word processing, minute taking, mail distribution, room bookings, ordering supplies and photocopying.

    � Medical transcription of patient notes/reports that may be written and/or dictated.

    � Prepare and submit monthly statistics

    � Maintain records and filing system.

    � Works collaboratively as member of the service delivery team that provides efficient and effective clinical service to children and families.

    � Participates in quality improvement and research activities as required.

    � Perform other related duties not exceeding skills and capabilities.

    Qualifications:

    � High School Graduate � Manitoba Standard

    � Graduate from Medical Secretarial Training Course

    � Minimum 2 -year work experience in a secretarial position, preferably in a healthcare setting

    � Previous experience with Microsoft Office required and Accuro is preferred.

    � Word processing speed of 65 w.p.m.

    � Ability to work with minimal supervision.

    � Ability to work as a team member.

    � Excellent organizational, interpersonal and communication skills.

    � Ability to take direction and follow through with the direction.

    Hours of Work:

    � 7.5 hours per day, Monday to Friday. Predominantly daytime hours, as per collective agreement, may include some evenings and weekend.

    � Salary: As per CUPE salary scale $18.722/ hr � 21.704/ hr

    Must be legally entitled to work in Canada

    Must be able to present a satisfactory Criminal Records Check (Including Vulnerable Sector Search), Child Abuse and Adult Abuse Registry Check

    RCC is strongly committed to equity and diversity and especially welcomes applications from Indigenous peoples, persons with disabilities, racialized persons, persons of all sexual orientations and genders and others who may contribute to the further diversification of ideas.

    Accommodations are available on request for candidates taking part in all aspects of the selection process. If you require accommodation supports during the recruitment process, please contact Kizzy Phillips. All qualified candidates are encouraged to apply.

    Job Type: Casual

    Pay: $18.00-$21.00 per hour

    Benefits:
  • Company pension
  • Disability insurance
  • Employee assistance program
  • Life insurance
  • On-site parking
  • Wellness program
  • Work from home
    Schedule:
  • Day shift

    Education:
  • Secondary School (preferred)

    Experience:
  • administrative assistant: 2 years deadline: 2022-05-24

    • Example 7

    LE 32 Clinique Dentaire in Vaudreuil-Dorion is looking for a full-time Dental Secretary.

    Tuesday to Saturday schedule including 1 evening.

    The secretary's main responsibilities include greeting the patients, answering the phone and messages, billing patients and insurance companies, managing the schedule, among other things.

    The ideal candidate must be fluent in English and French, organized, energetic, a team-player, and a fast learner.

    Our office follows strict Covid-19 safety precautions as mandated by the Ordre des dentistes du Qu�bec

    Salary to be discussed depending on experience.

    \\\\\\

    LE 32 Clinique Dentaire de Vaudreuil-Dorion est � la recherche d'une secr�taire dentaire � temps plein.

    Horaire du mardi au samedi avec un soir par semaine.

    Les principales responsabilit�s de la secr�taire comprennent l'accueil des patients, la r�ponse au t�l�phone et aux messages, la facturation des patients et des compagnies d'assurance, la gestion de l'horaire, entre autres.

    Le candidat id�al doit parler couramment l'anglais et le fran�ais, organis�, �nergique, un esprit d'�quipe et un apprenant rapide.

    Salaire � discuter selon l'experience.

    Job Types: Full-time, Permanent

    Salary: $16.00-$22.00 per hour

    Benefits:
  • Dental care
    Schedule:
  • 8 hour shift

    Experience:
  • Dental or Medical: 1 year and French (required)

    • Secretary duties and responsibilities

    When writing a job description for a Secretary, it’s important to specify the main functionalities of the role by explaining the industry or type of building the applicant will be working in if this is relevant. Below is a list of the most important duties and responsibilities required to excel as a Secretary:

    • Answering phone calls from customers and clients while also directing them to the appropriate staff member
    • Greeting clients and customers upon entering the company building and helping them find the right staff member or room for their appointment
    • Helping to set up office meetings by making sure the conference room is well-equipped with office supplies, food, and drinks
    • Composing letters or emails to vendors, clients, or customers on behalf of the company
    • Performing administrative tasks such as paper shredding, copying, or printing material for staff members
    • Coordinating with third-party vendors such as maintenance workers on behalf of the company
    • Organizing company records and memos to ensure they can be easily found when required
    • Taking notes in company meetings and distributing notes to company executives afterward

    Secretary skills and qualifications

    A successful Secretary candidate will have various prerequisite skills and qualifications required for the duties of this job. Some examples of the skills or qualifications needed by a Secretary include:

    • Strong organizational skills in order to maintain company records and file important documents effectively
    • Strong communication skills
    • Ability to work with various team members
    • Ability to solve administrative problems without supervision
    • Excellent typing skills for helping to draft company memos and take notes in meetings
    • Ability to switch between tasks easily when priorities shift
    • Knowledge of basic computer programs such as Microsoft Office
    • Basic accounting skills or help with processing payment from customers and clients

    Secretary experience requirements

    In most cases, prior work experience as a Secretary is not required. If prior experience is important, then two to three years of experience is a good start. Be sure to look for experience in a similar-sized company, especially if the job applicant will be working for a large organization. Experience in a similar industry can also be helpful.

    Secretary education and training requirements

    Many organizations will look for a job applicant with at least a high school diploma. A successful candidate could have additional vocational training from an accredited university or college. A Bachelor of Arts degree or an Office Administration Training certificate could be helpful in this role.

    Secretary salary expectations

    According to Indeed Salaries, the average salary for a Secretary is $21.62 per hour. The salary can vary depending on experience, location, or the company that is hiring.

    Job description samples for similar positions

    Other job descriptions similar to the role of a Secretary are:

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    Secretary job description FAQs

    What should you look for in a Secretary resume?

    When reviewing job applicants for a Secretary role, look at the size of any companies they’ve worked for in the past, as this can be an indicator of whether they have applicable experience. For example, a job applicant who has worked in a small company will often have experience performing duties that go above and beyond a regular Secretary job. Or, if the job is to take place in a service industry, finding a job applicant that has worked with computer software specific to booking appointments can help ensure a smooth onboarding process.

    What is the difference between an Executive Assistant and a Secretary?

    A Secretary will often be responsible for greeting customers and clients as they enter the company premises. While there are some duties that overlap, an Executive Assistant is typically responsible for helping an individual or a grouping of executives within a company. Their role entails having working knowledge of the executive’s day-to-day role that they oversee. An Executive Assistant may also represent their particular executive at company meetings or events.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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