secretary

A secretary is an administrative professional who provides organizational and clerical support to individuals, teams, or organizations. The role encompasses managing communications, coordinating schedules, and maintaining records to ensure the smooth operation of an office. Common duties include answering and routing phone calls, handling correspondence, scheduling meetings, preparing documents, filing, data entry, and organizing travel arrangements and expense reports. Secretaries may also supervise clerical staff, manage supplies, greet visitors, and assist with minutes and agendas for meetings. In some contexts, the title may be executive secretary or administrative assistant, reflecting different levels of responsibility or proximity to senior staff.

Work settings vary widely, including corporate offices, government agencies, educational institutions, healthcare facilities, and legal or nonprofit organizations. The role can focus on general administrative support or be specialized, such as a legal secretary, medical secretary, or transcriber. The essential skills include strong written and oral communication, organization and time management, discretion and confidentiality, and proficiency with word processing, spreadsheets, email, calendar systems, and workplace software. Customer service and professional demeanor are also important.

Educational requirements range from a high school diploma to postsecondary certificates or degrees, depending on the employer and jurisdiction. Many secretaries pursue professional certifications, such as the Certified Administrative Professional (CAP), to demonstrate expertise in office systems, records management, and professional standards. Technological advances have expanded the role to include digital file management, virtual assistant tasks, and project coordination, while the core function remains enabling others to work efficiently.