CV & Profile Sample – Secretary

CV & Profile sample – Secretary

Secretaries mainly provide administrative and secretarial support to management and other staff of various departments, including but not limited to preparing documents for meetings, handling correspondence, updating and organizing records, compiling daily reports, arranging office schedules and event calendars.

Secretaries are well equipped with communication, administration and organization skills. Their role is to support business owners, managers or executives by saving their time in handling clerical and administrative tasks. They manage daily appointments and monitoring access to the manager or executive. They also have to be multitasking and keep the office running smoothly. They serve as office administrators to coordinate internal and external communication channels, devise administrative work procedures, setting up office management systems and processing bills and expenses.



Dedicated secretary equipped with profound knowledge of office management procedures, serving as a manager’s first point of contact with both internal and external parties. Competent in arranging business appointments, travel documents, air tickets and accommodation, taking notes at meetings and providing general assistance during presentations. Can demonstrate effective communication, multitasking and organization skills.


Experienced legal secretary provided full secretarial support to attorneys of multiple teams. An organized administrator capable of reviewing legal bills, preparing correspondence and providing secretarial support to attorneys of multiple teams. Able to perform time entries, manage calendars and handle travel arrangements for attorneys. Competent in tracking expenses for reimbursement and issuing checks to vendors for settlement of miscellaneous services. Daily management of archives and case files.


  • Professional, dedicated secretary with over 8 years’ experience in performing administrative, office management and front desk tasks.
  • Outstanding administration, clerical, project management, communication and organization skills.
  • Well versed in devising and managing core office, inventory and filing systems.
  • Proven track record of introducing a time management system and enhanced the overall office efficiency.


Job Description

Offering personal support to managers/executives:

As the first point of contact between the manager and other parties, including both internal staff and external clients.


Filtered, prioritized and direct phones calls to relevant departments, sorted emails and mails, and distributed correspondence.


Planned and coordinated business and personal appointments for the manager.


Greeted and addressed requests from customers, business partners and suppliers.


Organized business meetings and video conferencing.


Took minutes in meetings and assisted the manager in preparing for presentations.


Handled business appointments and travel arrangements, including application for visas, booking air tickets and hotel accommodation.


Coordinated internal and external visitor meetings, seminars and interviews.


Reminded the manager of significant tasks, meetings and deadlines.


Coordination of office routines:

Devised and updated office schedules and event calendars.


Recorded and updated staff attendance and absence data, and generated attendance reports.


Organized and maintained office equipment and office space.


Devised the administrative work procedures and administrative systems.


Scheduled, organized and serviced meetings and conferences; produced and distributed agendas and minutes.


Managed office supplies inventory by updating stock records and tracking inventory level regularly.


Fulfilled requests by greeting clients and guests in person or on the phone, addressed customer inquiries.


Maintained office equipment and established operational procedures.


Information processing and management:

Produced and organized information by transcribing, inputting, editing, filing textual documents and other forms of data.


Read, categorized and routed daily correspondence.


Monitored external and internal communication channels.


Prepared, compiled and updated daily, weekly and monthly administrative reports by sourcing relevant information.


Organized and managed confidential documents and processed backups.


Maintained databases and retrieved information upon departmental request.


Payment and expenditure processing:

Liaised with contractors and vendors to process purchase orders and requisitions.


Compiled and filed invoices, searched for the cost of materials and updated payroll and expense reports.


Estimated and managed the budgets for office renovation and maintenance projects.


Handled payroll and distributed paychecks.


Maintained and updated budget including staff salary, office supplies and other administrative expenses.


Compiled and reviewed various bills such as travel and meal expenses of business trips of management and other staff members.



Managed significant and large-scale projects, including office downsizings and the launch of applicant tracking system that accelerated the job-filling rate by over 30%.


Monitored vendor sourcing and negotiations to reach over HK$100K in annual cost savings.


Handled the purchase of software licenses, office supplies and insurance premiums with favorable rates and terms.


Introduced advanced office systems which enhanced the efficiency of work processes by 30%.


Employed the services of a travel agent with special rates on long-haul flights and saved executives’ travel expenses by 60%.


Renewed a client information system which enhanced the efficiency of information retrieval by 85%.


Designed a new appointment booking system which enhanced office efficiency by 25%.

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