15 Duties of a Secretary – Key Roles Explained
What Does a Secretary or Administrator Do? 15 Key Duties You Should Know
A secretary or administrator is often the backbone of an organization, ensuring smooth operations and effective coordination. While their role has evolved considerably over the years, their importance in today’s dynamic workplaces remains indispensable. From handling communications to managing databases and implementing office procedures, secretaries and administrators wear many hats. (View Our Office Management and Administration Training Courses)
If you’re curious about what this job entails or are considering a role in office management, this post will walk you through 15 core duties of a secretary or administrator, how the role is changing, and tips to excel in the field. Whether you’re an aspiring administrative professional or a business owner seeking talented support staff, there’s plenty to uncover here.
The Role of a Secretary in the Workplace
The role of a secretary or administrator has evolved significantly from being purely clerical to becoming a strategic partner in the workplace. Today, secretaries don’t just answer phones or file documents—they’re essential in organizing projects, managing workflows, and ensuring clear communication across teams.
Historically, secretaries were primarily responsible for assisting executives with their personal and professional schedules. However, advancements in technology, globalization, and changing workforce dynamics have elevated their responsibilities. Modern secretaries now play a pivotal role in administration, communication, and operational management.
Whether it’s a small business or a multinational corporation, a secretary or administrator helps maintain structure, streamline processes, and create efficiencies, making them a key player in any team.
15 Key Duties of a Secretary
Every day as a secretary or administrator offers new challenges, and their range of responsibilities keeps the role engaging. Here’s a comprehensive look at 15 vital duties they handle:
1. Answering Calls, Taking Messages, and Handling Correspondence
Secretaries are often the first point of contact for both internal and external communications. They answer calls, redirect them when necessary, and ensure that messages are properly documented and delivered.
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2. Maintaining Diaries and Arranging Appointments
Time management is crucial in any workplace, and secretaries play a significant role in scheduling and organizing their employer’s calendar. Managing appointments efficiently not only optimizes productivity but also builds strong professional relationships.
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3. Typing, Preparing, and Collating Reports
From drafting internal memos to preparing complex stakeholder reports, secretaries ensure that all written communication is clear, concise, and professionally formatted.
4. Filing and Documentation
Organizational skills shine in this area. Secretaries maintain physical and digital files, ensuring that vital documents are stored appropriately and are accessible as needed.
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5. Organizing and Servicing Meetings
Meetings run smoother with a secretary at the helm. They take care of everything from preparing agendas and confirming attendance to taking minutes during the meeting. Their detailed notes ensure no key decisions or actions are missed.
6. Managing Databases
Administrators ensure that critical company data—such as client contact details, sales records, and HR data—is properly updated, secured, and maintained in organizational databases.
7. Prioritizing Workloads
When deadlines loom and priorities shift, secretaries excel at managing their own workload as well as helping coordinate tasks within the team to ensure high-priority goals are met.
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8. Implementing New Procedures and Administrative Systems
Secretarial roles often include assessing office systems and suggesting improvements, from transitioning to digital filing systems to refining workflow processes for greater efficiency.
9. Liaising with Relevant Organizations and Clients
Building and nurturing relationships is vital. Whether communicating with clients, vendors, or other organizations, secretaries ensure seamless interaction and coordination.
10. Coordinating Mail-shots and Similar Publicity Tasks
Some administrators assist with marketing initiatives, such as sending mailshots, arranging promotional materials, or organizing events—falling somewhere between admin and PR functions.
11. Logging or Processing Bills and Expenses
Monitoring budgets, processing invoices, and organizing expense reports are key financial tasks often managed by secretaries, ensuring accountability and transparency.
12. Acting as a Receptionist and Greeting Clients
For smaller organizations, secretaries also act as receptionists. They meet and greet clients, positively representing the company while managing administrative responsibilities.
13. Recruiting, Supervising, and Training Junior Staff
In more senior roles, secretaries may oversee the recruitment and onboarding of junior support staff. They help train and supervise these employees, ensuring they integrate smoothly into the team.
14. Tracking and Ordering Office Supplies
Administrators ensure that the office is well-stocked with necessary supplies, from stationary to coffee pods. They also monitor expenses and negotiate prices with suppliers.
15. Maintaining Confidentiality
Finally, secretaries are entrusted with sensitive information and must maintain confidentiality at all times, ensuring data privacy laws are followed and any potential risks are mitigated.
The Future of Secretarial Work
The landscape of secretarial responsibilities is rapidly changing. With automation and artificial intelligence (AI) taking over manual tasks like data entry and appointment setting, secretaries are becoming more strategy-focused.
Technological Advancements
AI tools like automated scheduling, chatbot integrations, and digital filing systems are assisting secretaries in clearing up their schedule. This shift enables them to focus more on strategic decision-making and building workflows that drive efficiency.
Evolving Responsibilities
With businesses becoming more dynamic, skilled secretaries are transitioning into roles such as executive assistants or office managers. Their responsibilities now involve project planning, knowledge of business tools (e.g., CRMs), and even data analysis.
However, as technology advances, the human touch—empathy, communication, and interpersonal skills—will remain invaluable.
Tips for Aspiring Secretaries
Thinking of pursuing a career in office management or administration? Here’s how you can get ahead:
Education and Training
Invest in relevant courses and certifications, such as office administration or secretarial diplomas. Programs focusing on software like Microsoft Office, Google Workspace, and project management tools are particularly beneficial.
Build Your Professional Network
Attend industry events, join professional networks, and connect with mentors. Networking can help you discover opportunities, learn from experienced individuals, and even get referrals.
Stay Adaptable and Up-to-date
Administration is a continually evolving field. Stay ahead by regularly updating your skills through online courses, workshops, and seminars. Familiarity with AI, automation, and business tools is becoming increasingly valuable.
How Aztech Can Help Boost Your Career in Office Management
Looking to kickstart or elevate your career in administration? At Aztech, we offer world-class training courses designed for professionals just like you. With workshops conducted globally, you get access to tools, strategies, and networking opportunities to help you thrive in office management roles.
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Empower Your Workplace with the Right Secretary
The role of a secretary or administrator is much more than clerical—it’s foundational to an organization’s success. These professionals not only keep workplaces functioning optimally but also adapt to the challenges of evolving business environments. Whether you’re an aspiring administrator or a business owner looking to build a solid team, understanding the breadth of this role is essential.
Take the next step in your administrative career or office functionality—connect with expert training courses that bridge your skills to opportunities.
