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If you’ve Googled “Assistant Secretary job description,” you’ve probably noticed that most articles all look the same. Bullet points. Generic wording. No real insight into what actually makes a great hire.
The problem? A bland job post doesn’t just waste your time—it drives away top candidates. The best people want to know why the role matters, what it’s like to work at your company, and how they’ll make an impact. A copy-paste template won’t get you there.
That’s why, before we dive into responsibilities, skills, and duties, it’s worth remembering this: a job description is more than a checklist—it’s a marketing tool. If you want to attract the right Assistant Secretary (and not just anyone with “admin” on their résumé), you need to write with intention.
👉 In this article, I’ll walk you through everything you need: a plain-English definition of the role, good and bad job description examples, customizable templates, and a breakdown of what actually works. And if you want the full strategy on writing job posts that inspire candidates—not bore them—you can check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/
Don’t let bad hires slow you down. WorkScreen helps you identify the right people—fast, easy, and stress-free. Don’t let bad hires slow you down. WorkScreen helps you identify the right people—fast, easy, and stress-free.
What an Assistant Secretary Actually Does
An Assistant Secretary is the backbone of an office. They handle day-to-day administrative tasks, keep communication flowing, and make sure the team stays organized and on track. Think of them as the person who keeps everything moving smoothly behind the scenes.
In practice, that means managing schedules, answering calls and emails, preparing reports, and supporting executives or department heads. But beyond the tasks, a great Assistant Secretary is reliable, detail-oriented, and calm under pressure. They don’t just “take notes”—they help the whole team stay productive.
And because they’re often the first point of contact for staff, clients, and stakeholders, soft skills like communication, discretion, and emotional intelligence matter just as much as technical ability. In short: an Assistant Secretary isn’t just supporting the office—they’re shaping the first impression and the flow of the entire organization.
Two Great Assistant Secretary Job Description Templates
✅ Option 1: Job Description For Experienced Assistant Secretary
Job Title: Assistant Secretary — Executive & Board Support
Location: Chicago, IL | Hybrid (3 days on-site)
Type: Full-Time
Salary Range: $58,000–$72,000 (based on experience)
🎥 Meet Your Manager
A quick 90-second intro from Julia Park, Chief of Staff — what the team does, how this role supports the Board, and what success looks like. (Insert Loom/YouTube link)
About Mariner Ridge Capital
Mariner Ridge is a mid-market financial services firm helping founders and family-owned businesses scale responsibly. Our team manages debt and equity solutions across the Midwest, and we operate with a craft-first mindset: precise documentation, clear communication, and zero drama execution. As our Assistant Secretary, you’ll be the operational anchor that keeps our executive team, committees, and record-keeping running on rails.
What You’ll Do
- Own executive calendars, board/committee scheduling, and meeting logistics.
- Prepare board packs, take minutes, track action items, and maintain resolutions.
- Manage corporate records, policies, and filings; coordinate signatures and version control.
- Draft correspondence, prepare reports, and support regulatory/audit document requests.
- Liaise across Finance, Legal, and Portfolio Ops to keep information flowing cleanly.
- Handle confidential information with professional discretion at all times.
What You’ll Bring
- 2–4+ years in admin/corporate governance roles (Assistant/Corporate Secretary, EA, or Legal Admin).
- Superb writing, documentation, and follow-through; obsessive attention to detail.
- Comfortable with Google Workspace/MS Office; bonus if you’ve used Diligent/BoardEffect.
- Calm under pressure; able to juggle shifting priorities without dropping the ball.
Perks & Benefits
- Medical, dental, and vision coverage (company contribution).
- 401(k) with match after 6 months.
- 15 PTO days + 10 paid holidays + 2 floating days.
- Hybrid schedule, commuter stipend, and quarterly learning stipend ($500).
- Paid volunteer day and wellness reimbursement.
Why This Role Is a Great Fit
You’ll be at the heart of how decisions get made. If you love crisp documentation, tidy processes, and being the steady hand in the room, you’ll thrive here. You’ll work closely with executives, see how strategy becomes execution, and build a governance toolkit that travels anywhere in your career.
Our Hiring Process
- WorkScreen evaluation (15–20 minutes) focused on organization, writing clarity, and prioritization.
- Video interview with Chief of Staff (30 minutes).
- Final panel + short work sample (meeting notes scenario).
- Reference & standard background check.
How to Apply
Apply via WorkScreen to ensure a fair, skills-first process:
👉 insert link here
We review every application and keep you updated at each step.
✅ Option 2: Job Description for Entry-Level / Willing-to-Train Assistant Secretary
Job Title: Assistant Secretary — Operations & Clinic Support (Training Provided)
Location: Phoenix, AZ | On-site
Type: Full-Time
Salary Range: $38,000–$48,000
🎥 Meet Your Manager
A 60-second welcome from Dr. Lila Gomez, Operations Director — how this role supports our clinics, what your first 90 days look like, and the impact you’ll have on families. (Insert Loom/YouTube link)
About BrightOak Community Health
BrightOak runs three neighborhood clinics focused on accessible primary care, behavioral health, and women’s health. We’re mission-driven and practical: treat people with dignity, move fast for patients, and never compromise on care quality. As our Assistant Secretary, you’ll keep schedules, records, and communications organized so providers can spend more time with patients.
What You’ll Do
- Support daily schedules, clinic communications, and meeting coordination.
- Prepare agendas, capture minutes, and track follow-ups for program meetings.
- Update records accurately (patient-facing info excluded) and maintain tidy documentation.
- Draft simple memos/emails, prep slide decks, and handle basic reporting.
- Coordinate trainings, orientations, and cross-clinic calendars.
What You’ll Bring
- High school diploma (associate/bachelor’s a plus but not required).
- Strong organization, clear writing, and a helpful, professional tone.
- Comfortable with Google Docs/Sheets; willing to learn new tools quickly.
- Reliability, discretion, and a service mindset — we’ll train you on the rest.
Perks & Benefits
- Medical, dental, vision; employer-covered basic life insurance.
- 12 paid holidays + 12 PTO days in year one (PTO grows with tenure).
- Tuition assistance for approved courses/certifications.
- Free on-site wellness classes and transit pass.
- Clear growth path to Operations Coordinator within 9–12 months.
Why This Role Is a Great Fit
If you want a meaningful entry point into healthcare operations, this is it. You’ll learn real-world admin and governance skills, see immediate impact in the community, and work with leaders who will mentor you. We hire for potential and promote from within.
Our Hiring Process
- WorkScreen evaluation (10–15 minutes) focused on organization and writing.
- Video interview with Operations Director (25 minutes).
- Paid trial shift (4 hours) to experience the workflow and meet the team.
- Reference & standard background check.
How to Apply
Apply via WorkScreen for a fair, skills-based process:
👉 insert link here
We respond to all applicants and keep you in the loop throughout.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Breakdown of Why These Assistant Secretary Job Posts Work
1. Clear, Specific Titles
Instead of just “Assistant Secretary,” the titles are expanded to show what type of secretary and where they fit:
- “Assistant Secretary — Executive & Board Support” (for a financial firm).
- “Assistant Secretary — Operations & Clinic Support (Training Provided)” (for a nonprofit clinic).
This instantly signals the scope of work and attracts the right type of candidate, rather than casting a vague net.
2. Personal Video From the Hiring Manager
Both posts include a short Loom/YouTube link right before the “About” section. This does two things:
- Humanizes the company (candidates see who they’d actually work with).
- Differentiates your listing from 99% of others online.
Candidates aren’t just reading text—they’re meeting a real leader.
3. Authentic Company Overview
The “About Us” sections aren’t generic filler. They:
- Reflect the specific mission of the organization (finance vs. community health).
- Tie the Assistant Secretary’s role to the broader impact (governance and board decisions vs. freeing doctors to focus on patients).
This helps candidates feel connected to the why of the role, not just the what.
4. Responsibilities With Impact
Tasks are described in plain English with context:
- “Prepare board packs, take minutes, track action items…” shows how the role shapes governance.
- “Keep schedules, records, and communications organized so providers can spend more time with patients.” connects admin tasks to patient care.
Candidates see how their work matters—not just a bland to-do list.
5. Transparent Salary & Benefits
Both job posts include salary ranges and detailed perks. Transparency builds trust and filters out mismatched expectations early. Benefits are listed separately from cultural “why work here” points, making the post easier to scan.
6. Human, Respectful Tone
Instead of cold requirements like “only shortlisted candidates will be contacted,” the hiring process is laid out step by step. This signals respect for candidates’ time and sets clear expectations—one of the most underrated factors in employer branding.
7. Culture & Career Growth
Each post explains why the role is worth it:
- At Mariner Ridge: proximity to decision-making and skill development in governance.
- At BrightOak: mission-driven work, mentorship, and promotion pathways.
These are not generic perks—they speak directly to candidate motivations.
8. Modern Candidate Experience
By using WorkScreen in the “How to Apply” section, the posts:
- Show that applications are evaluated fairly (skills-first, not just résumés).
- Reassure candidates they won’t fall into a black hole (every applicant is reviewed, updates are shared).
This is a huge differentiator when most candidates are used to silence.
✅ Bottom line: These job posts work because they connect. They’re not just checklists—they’re stories. They show purpose, culture, and respect while still being practical and scannable. That combination attracts thoughtful, mission-driven applicants instead of resume-spammers.
Example of a Bad Assistant Secretary Job Description (And Why It Fails)
Job Title: Assistant Secretary
Company: Global Business Solutions, Inc.
Location: New York, NY
Type: Full-Time
Job Summary
Global Business Solutions is seeking an Assistant Secretary to provide administrative and clerical support. The candidate will be responsible for handling paperwork, filing, and managing office communications.
Key Responsibilities
- Manage calendars and schedule meetings.
- Answer phones and emails.
- Draft correspondence.
- Maintain records.
- Perform other duties as assigned.
Requirements
- Bachelor’s degree in Business Administration or related field.
- 3–5 years of administrative experience.
- Proficiency in Microsoft Office.
- Strong communication skills.
How to Apply
Interested candidates should send their CV and cover letter to hr@globalbusiness.com by June 30, 2025. Only shortlisted candidates will be contacted.
❌ Why This Job Post Fails
1. Generic Job Title
Just “Assistant Secretary” tells candidates nothing about the scope, purpose, or department. It could apply to hundreds of different roles, leaving the listing invisible among better-written posts.
2. Cold, Empty Introduction
“Seeking an Assistant Secretary to provide administrative support” is vague and lifeless. There’s no mission, no culture, no sense of why this role exists—or why someone should care.
3. Responsibilities Too Broad
“Maintain records” or “perform other duties as assigned” are non-specific. They don’t help the candidate imagine a real day-to-day. This signals the company hasn’t put thought into the role.
4. No Transparency
No salary range, no benefits, no perks. Lack of transparency immediately turns off high-quality candidates who expect clarity and respect.
5. Exclusionary Requirements
“Bachelor’s degree” for a role like this is unnecessary gatekeeping. Combined with a “3–5 years” experience line, it shrinks the talent pool instead of widening it.
6. Cold Hiring Process
“Only shortlisted candidates will be contacted” feels dismissive. It suggests the company doesn’t value applicants’ time or effort. Compare that with a clear, respectful hiring process (like in the good examples).
7. No Personality or Employer Brand
The tone is corporate and detached. Candidates can’t tell what the company values, what the work culture is like, or why this opportunity is worth their time.
✅ Takeaway: Posts like this don’t just fail to attract top candidates—they actively repel them. The best applicants will scroll past and apply somewhere else, leaving you with only desperate or low-effort submissions.
Bonus Tips to Make Your Job Description Stand Out
Even if your job description already looks solid, these small additions can take it from good → great. They show respect for applicants, build trust, and help you stand out in a sea of generic posts.
1. Add a Security & Privacy Notice
Candidates worry about scams and misuse of personal data. Including a clear privacy notice reassures them you take their safety seriously. Example:
“We take applicant privacy seriously. We will never ask for payment, bank details, or sensitive financial information at any point during the hiring process.”
2. Mention Leave or Flex Days
Work-life balance is a major draw. Even a modest benefit like “up to 20 PTO days per year” or “two flex Fridays per month” can be the deciding factor for applicants comparing offers.
3. Highlight Training & Growth Opportunities
This matters especially for entry-level roles. Show candidates you invest in them. Example:
“We provide ongoing training in governance and document management tools, plus mentorship from senior staff to help you grow into higher-responsibility roles.”
4. Add a Personal Video
A 60–90 second Loom or YouTube video from the hiring manager or CEO adds authenticity. Seeing a real human instantly makes your company more approachable and memorable.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
5. Show Your Candidate Care Policy
Promise (and follow through) on respect. Example:
“We review every application and provide updates at each stage. Every candidate deserves clarity, whether selected or not.”
6. Sprinkle in Culture Cues
Instead of just saying “we value teamwork,” show it in action. Example:
“We celebrate small wins daily, host monthly team lunches, and believe everyone’s voice deserves to be heard—no matter your title.”
✅ These extra touches don’t take much effort to add, but they dramatically increase trust and engagement. They’re the difference between a post that gets skimmed and a post that gets bookmarked.
Should You Use AI to Write an Assistant Secretary Job Description?
AI tools make it tempting to click a button and generate a job description in seconds. And yes—it might save you a little time. But here’s the problem:
- Generic output = generic candidates. Most one-click AI posts sound the same: lifeless, vague, and forgettable.
- Attracts the wrong people. A templated post pulls in “apply-to-anything” candidates, not those who truly care about your role or mission.
- Hurts your brand. Your job description is often the first impression a candidate has of your company. A bland AI post signals you don’t value the hiring process.
👉 The result? You waste more time sifting through low-quality applicants while top talent scrolls past.
✅ The Smarter Way to Use AI
AI can be a useful assistant—if you feed it the right inputs. Think of it as a polishing tool, not a magic button.
Instead of typing:
“Write me an Assistant Secretary job description.”
Try this instead:
“Help me write a job description for an Assistant Secretary at BrightOak Community Health. This person will support clinic operations, manage records, and coordinate staff meetings. Our culture is mission-driven, collaborative, and growth-focused. We offer health insurance, tuition reimbursement, and 12 PTO days. Here are a few notes I’ve written to get you started: [paste your notes]. Write it in a warm, professional tone that will attract candidates who are detail-oriented, reliable, and eager to grow.”
Now AI has raw material (your mission, culture, benefits, and candidate traits) to shape into a strong draft. From there, you can refine it with your voice and add human touches like a Loom video, perks, and a candidate-care statement.
✅ Bottom line: Don’t outsource authenticity. Use AI to polish, not replace your input. The more details you provide, the stronger and more candidate-attracting your post will be.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Copy-Paste Assistant Secretary Job Descriptions
✅ Option 1: Conversational, Culture-First Template
Job Title: Assistant Secretary — Keeping Our Team Organized & On Track
Location: [Insert City] | [On-site/Hybrid/Remote]
Type: Full-Time
Salary Range: $XX,XXX – $XX,XXX
🎥 Optional: Add a short welcome video from your hiring manager here.
Who We Are
At [Company Name], we believe smooth operations make everything else possible. Our team thrives on collaboration, attention to detail, and making sure no task falls through the cracks. We’re looking for an Assistant Secretary who shares that same energy—someone who loves structure, supports others, and takes pride in keeping a busy workplace running seamlessly.
What You’ll Do
- Coordinate schedules, meetings, and office communications.
- Prepare reports, take notes, and keep records organized.
- Support leaders with documentation, filing, and compliance.
- Keep projects on track by managing follow-ups and action items.
What You’ll Bring
- Strong organizational skills and a detail-focused mindset.
- Excellent communication (written + verbal).
- Comfort with tools like Google Workspace or Microsoft Office.
- Reliability, discretion, and a proactive attitude.
Perks & Benefits
- Health, dental, and vision coverage.
- PTO and paid holidays.
- Flexible scheduling options.
- Opportunities for training and advancement.
Why This Role Is a Great Fit
This isn’t just an admin role—it’s the heartbeat of our office. If you enjoy being the person who keeps everything moving, makes others’ jobs easier, and brings order to chaos, you’ll feel right at home here.
How to Apply
Apply via WorkScreen to ensure a fair, skills-first process:
👉 [Insert WorkScreen link here]
📋 Option 2: Structured Job Description Template
Job Title: Assistant Secretary
Location: [Insert City]
Type: Full-Time | [On-site/Hybrid/Remote]
Salary Range: $XX,XXX – $XX,XXX
Job Brief
We are seeking an Assistant Secretary to provide administrative support and ensure efficient operations within our organization. You will manage schedules, prepare documents, and maintain accurate records, working closely with leadership to keep things running smoothly.
Responsibilities
- Manage calendars and coordinate meetings.
- Draft correspondence, reports, and meeting minutes.
- Maintain filing systems and corporate records.
- Handle confidential information with discretion.
- Assist with event planning and logistics.
Requirements
- Proven experience in an administrative role (preferred, not required).
- Strong time management and organizational skills.
- Proficiency in MS Office/Google Workspace.
- Excellent interpersonal and communication abilities.
- Ability to multitask and prioritize effectively.
Perks & Benefits
- Competitive salary and benefits package.
- PTO, holidays, and flexible scheduling options.
- Professional development and growth opportunities.
Why Join Us
You’ll be joining a supportive, collaborative environment where your contributions matter. Our Assistant Secretary isn’t just a support role—it’s a central piece of our success.
How to Apply
Please apply via WorkScreen:
👉 [Insert WorkScreen link here]
Should You Use AI to Write an Assistant Secretary Job Description?
Writing a clear, human, and engaging job description is only half the battle. The next challenge is sorting through applications to find the people who actually have the skills, drive, and reliability to succeed.
That’s where WorkScreen.io comes in.
Here’s how WorkScreen helps you hire smarter:
- Quickly identify your most promising candidates.
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
- Easily run one-click skill tests.
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
- Filter out low-effort applicants.
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
- Give candidates a fairer, smoother experience.
Every applicant gets evaluated on the same criteria, with a transparent and respectful process. That means less guesswork for you, and a better experience for them.
Once your Assistant Secretary job post is live, let WorkScreen handle the heavy lifting—so you can save hours, avoid hiring mistakes, and focus on the people who will make the biggest impact.
FAQ
A Secretary typically refers to the primary officer responsible for corporate governance, board records, and ensuring compliance with regulations (in many companies, this is a senior legal or executive role). An Assistant Secretary supports that function by managing documentation, drafting minutes, scheduling, and handling day-to-day admin. In smaller organizations, the roles may overlap, but in larger firms the Assistant Secretary is more operational while the Secretary is more strategic.
Beyond organizational skills, great Assistant Secretaries have discretion (handling sensitive info), writing clarity (clean documentation and minutes), time management, and interpersonal finesse (working across departments). Emotional intelligence matters as much as technical ability—because they often serve as a point of contact between executives, staff, and external partners.
Salaries vary by industry and location. In the U.S., Assistant Secretaries typically earn between $38,000 and $72,000 annually. Nonprofits and smaller businesses are at the lower end, while financial services, legal, and corporate governance roles pay at the higher end. Additional factors like hybrid/remote flexibility, benefits, and growth opportunities also affect total compensation.
