Secretary

A secretary, often referred to as an administrative assistant or administrative professional in the United States, handles office and administrative support for a business or organization. Their tasks typically include correspondence, scheduling, record-keeping, and general office administration. In today’s workplaces, the role carries greater responsibility than it once did; secretaries may now assist with project management, business administration, document preparation, and other operational duties. Some positions, especially in larger organizations, require specialized knowledge, a university degree, or formal training.

Job titles vary based on duties and seniority. An executive assistant works directly with a senior executive, while a personal assistant may handle both professional and personal matters. In some organizations, the most senior administrative staff member is called an office manager or chief of staff. The term "secretary" is less common now than in past decades, and responsibilities have evolved with technology, requiring proficiency in software. Duties depend on the size and nature of the company, and in a broad sense may include managing budgets, bookkeeping, answering phones, handling visitors, maintaining websites, arranging travel, planning events, overseeing mailroom operations, and preparing expense reports. Secretaries may also manage administrative details for high-level conferences or meetings, arrange catering, take minutes, and prepare meeting documents. They often keep official records for the organization. A senior-level secretary is also considered an office manager.

Administrative support roles exist across many sectors—private, public, and voluntary—and at various levels, from internship and entry-level to senior positions, in nearly every industry, especially white-collar and some grey-collar jobs. Their work is recognized on Administrative Professionals Day. Today, many secretaries, administrative assistants, and program assistants are part of professional services, unlike earlier secretaries who were classified as low-skilled or unskilled labor. They conduct research, prepare briefings, write memoranda, perform copyediting or content writing, handle project management, program evaluation, stakeholder management, office management, mailroom operations, property management, receptionist duties, customer service, and maintain office systems such as records management, data management, and filing. They may carry out background research, produce documents like white papers, take on specific projects, assume some of the manager’s responsibilities, participate in decision-making, handle communications, press, public relations, logistics, or procurement, and perform other industry-specific tasks. In some fields, secretaries need extensive professional knowledge, and their duties may be more specialized.

In a workplace, job descriptions and titles often overlap. While "administrative assistant" is a generic term that does not necessarily imply working directly for a superior, a secretary is typically the key person for all administrative tasks and is often called a "gatekeeper." Other titles for similar or overlapping roles, especially at mid-career or senior levels, include Office Coordinator, Executive Assistant, Special Assistant, and Administrative Professional. The most senior administrative professional with managerial authority may be called an Office Manager or Chief of Staff, depending on the company’s organizational chart. This role should be distinguished from a Company secretary, a senior position responsible for statutory and regulatory compliance, and from the title "Secretary" used by cabinet members in government or senior leaders in political parties. In other contexts, a secretary is an officer of a society or organization who handles correspondence, admits new members, and organizes official meetings and events.

In past decades, especially the 20th century, a secretary at the most basic level was often an audio typist, amanuensis, and gofer, with few administrative duties. A good command of the office language and typing ability were essential. With more experience, secretaries took on additional roles, such as maintaining physical and electronic files, data entry, handling mail, photocopying, emailing clients, ordering stationery, and answering phones. A more skilled executive assistant might need to type quickly in technical or foreign languages, organize diaries, itineraries, and meetings, and perform administrative duties including accounting or financial accounting. A secretary or executive assistant may also control access to a manager, becoming an influential and trusted aide, and is often available for contact outside regular hours.