What Does a Secretary Do? 12 Essential Secretary Duties

What Is a Secretary?

A secretary performs clerical, organizational and communication tasks on behalf of an individual, team or organization.

Depending on the workplace, a secretary may also be called an:

• Administrative assistant
• Office secretary
• Department secretary
• Executive secretary
• Legal secretary
• Medical secretary
• School secretary
• Office coordinator

Secretaries and administrative assistants perform routine clerical and organizational tasks, according to the U.S. Bureau of Labor Statistics.

12 Essential Secretary Duties

The following responsibilities are common in secretary positions.

1. Answering and Directing Calls

Secretaries frequently answer an organization’s primary telephone line. They identify why someone is calling, provide basic information or transfer the call to the appropriate employee.

This responsibility may include:

• Taking accurate messages
• Identifying urgent calls
• Recording contact details
• Handling routine questions
• Screening unsolicited calls
• Following privacy procedures

A secretary needs to remain professional even when callers are frustrated or provide incomplete information.

2. Managing Emails and Messages

Secretaries receive, organize and distribute written communication. They may monitor a shared inbox, forward messages and bring urgent correspondence to a supervisor’s attention.

They may also write:

• Routine emails
• Internal announcements
• Memos
• Appointment confirmations
• Client responses
• Meeting invitations
• Follow-up messages

Clear writing helps prevent misunderstandings and ensures employees receive relevant information.

3. Maintaining Calendars and Schedules

Managing schedules is one of the most recognizable secretary duties. A secretary may arrange appointments, prevent scheduling conflicts and remind participants about upcoming commitments.

Calendar responsibilities can include:

• Scheduling internal meetings
• Booking client appointments
• Coordinating interviews
• Reserving meeting rooms
• Accounting for travel time
• Rescheduling canceled appointments
• Managing recurring events

Executive secretaries may coordinate calendars across several time zones.

4. Organizing Documents and Records

Secretaries create and maintain physical and digital filing systems. Organized records allow authorized employees to find information when they need it.

Documents may include:

• Contracts
• Correspondence
• Invoices
• Employee records
• Meeting minutes
• Client information
• Project files
• Policies and procedures

Some industries have strict retention, security and privacy requirements. Secretaries must follow the employer’s rules when storing or sharing information.

5. Greeting Clients and Visitors

A secretary may be one of the first employees a visitor meets. This makes the role important to the organization’s professional image.

Visitor-related duties may include:

• Welcoming guests
• Confirming appointments
• Notifying employees of arrivals
• Providing directions
• Issuing visitor passes
• Preparing meeting rooms
• Following building security procedures

Secretaries should balance hospitality with confidentiality and access-control requirements.

6. Preparing Reports and Presentations

Secretaries may format documents, compile information and prepare materials for meetings or management review.

Common materials include:

• Weekly reports
• Project summaries
• Meeting agendas
• Presentation slides
• Expense reports
• Staff directories
• Training documents
• Business correspondence

The secretary may not be responsible for making final decisions, but accurate preparation helps managers evaluate information efficiently.

7. Recording Financial Information

Some secretaries complete basic financial administration under the supervision of an accountant, office manager or executive.

Possible tasks include:

• Recording expenses
• Processing invoices
• Preparing reimbursement forms
• Tracking purchase orders
• Updating spreadsheets
• Collecting receipts
• Sending payment reminders
• Preparing routine budget summaries

Secretaries should not approve transactions beyond their authority. Organizations may separate recordkeeping, approval and payment responsibilities to reduce errors or misuse.

8. Monitoring Office Supplies

Secretaries often track office inventory and order supplies before essential items run out.

They may monitor:

• Paper
• Printer toner
• Envelopes
• Writing supplies
• Cleaning products
• Refreshments
• Shipping materials
• Computer accessories

This duty may include comparing suppliers, following purchasing procedures and recording costs.

9. Organizing Meetings

In addition to scheduling meetings, secretaries may coordinate the complete meeting process.

Responsibilities can include:

• Creating invitations
• Preparing agendas
• Reserving rooms
• Setting up video calls
• Distributing documents
• Taking minutes
• Recording decisions
• Tracking action items

After the meeting, the secretary may send minutes and remind participants about deadlines.

10. Assisting With Projects

Secretaries often support larger business projects by completing administrative tasks.

For example, they may:

• Gather information
• Format reports
• Update project trackers
• Arrange stakeholder meetings
• Organize shared folders
• Prepare presentation materials
• Monitor deadlines
• Follow up on assigned actions

This work requires the secretary to understand priorities and communicate potential delays.

11. Coordinating With External Organizations

Secretaries may act as a point of contact between their employer and other organizations.

External contacts can include:

• Suppliers
• Contractors
• Government offices
• Clients
• Professional associations
• Building management
• Event venues
• Travel providers

The secretary may request information, confirm arrangements and maintain contact records.

12. Supporting Administrative Procedures

Experienced secretaries may help document, improve and implement office procedures.

Examples include procedures for:

• Booking meeting rooms
• Approving expenses
• Naming and storing files
• Welcoming visitors
• Ordering supplies
• Onboarding employees
• Handling incoming mail
• Protecting confidential information

A secretary may also train new employees to use office systems and follow administrative policies.

Additional Secretary Responsibilities

The position may include duties beyond the 12 core responsibilities.

Depending on the employer, a secretary might:

• Arrange business travel
• Sort incoming and outgoing mail
• Coordinate company events
• Assist with recruitment
• Prepare onboarding materials
• Maintain employee contact lists
• Update website information
• Process forms
• Support customer service
• Communicate building maintenance issues

Review each job description carefully because responsibilities can vary substantially.

Important Secretary Skills

Secretaries need a combination of administrative, technical and interpersonal abilities.

Organization

Secretaries frequently manage multiple schedules, documents and requests at the same time. Organization helps them find information and meet deadlines.

Written Communication

Emails, minutes, reports and business letters need to be clear, accurate and appropriate for the audience.

Verbal Communication

Secretaries speak with employees, executives, visitors and external contacts. They must listen carefully and communicate information accurately.

Time Management

The role may involve several competing priorities. Secretaries need to determine which tasks are urgent and which can be scheduled later.

Attention to Detail

Incorrect dates, addresses or financial figures can create operational problems. Careful proofreading is essential.

Confidentiality

Secretaries may have access to employee, client, legal, medical or financial information. They must follow privacy and data-security procedures.

Technology Skills

Useful technical skills may include:

• Word processing
• Spreadsheets
• Presentation software
• Email platforms
• Calendar tools
• Video conferencing
• Database systems
• Document management
• Expense software
• Basic troubleshooting

Problem-Solving

A secretary may need to respond quickly when a meeting is canceled, a visitor arrives unexpectedly or a document cannot be located.

Education and Training Requirements

Many entry-level secretary positions require a high school diploma or equivalent. Employers may also look for experience with word processing, spreadsheets and business communication.

Legal and medical secretary roles may require additional knowledge of:

• Legal or medical terminology
• Industry-specific software
• Document standards
• Confidentiality regulations
• Billing or case-management procedures

Executive secretary roles frequently require several years of administrative experience.

Types of Secretaries

Office Secretary

An office secretary provides general administrative support to a team or workplace.

Executive Secretary

An executive secretary supports senior leaders and may manage complex calendars, confidential documents, travel and executive communication.

Legal Secretary

A legal secretary works with lawyers and may prepare correspondence, organize case files and monitor court deadlines.

Medical Secretary

A medical secretary schedules patients, manages records and communicates with healthcare professionals, patients and insurers.

School Secretary

A school secretary supports administrators, students, teachers and parents while maintaining attendance and office records.

Secretary Salary and Job Outlook

The Bureau of Labor Statistics reported a median annual wage of $47,460 for secretaries and administrative assistants in May 2024. Actual earnings vary by industry, location, specialization and experience.

The agency projects overall employment to show little or no change from 2024 to 2034, but replacement needs are expected to create openings. Medical secretary employment may benefit from growth in healthcare administration.

Create Office Reports and Presentations With Dokie

Preparing reports and presentation materials is a common responsibility for secretaries and administrative professionals. Dokie can turn meeting notes, documents, webpages and business outlines into polished presentations with a logical structure and professional visual hierarchy.

Dokie is an AI presentation maker that supports custom company templates and editable PPTX export. Secretaries can use it to prepare meeting decks, executive updates, onboarding materials and internal reports while maintaining their organization’s established branding.

Frequently Asked Questions

What is the main duty of a secretary?

A secretary’s main purpose is to provide administrative support so an individual, department or organization can operate efficiently. This may involve communication, scheduling, documentation and meeting coordination.

Is a secretary the same as a receptionist?

The roles may overlap, but they are not identical. Receptionists usually focus on visitors and incoming communication, while secretaries often handle broader scheduling, documentation and administrative responsibilities.

What qualifications do secretaries need?

Many entry-level positions require a high school diploma and basic office software skills. Specialized or executive roles may require additional training or several years of experience.

Can a secretary become an office manager?

Yes. Secretaries can progress into office management, executive assistance, operations coordination or administrative supervision by developing leadership, budgeting and project-management skills.