Executive Secretary Job Description Template

In plain language: States the official job title, the department or division the role sits within, and the employment status (full-time, part-time, or contract).

Common mistake: Using an informal working title instead of the official HR-registered title. Mismatches between the job description and payroll records create classification and benefits eligibility disputes.

In plain language: Identifies the direct supervisor, any dotted-line reporting relationships, and whether the role has direct reports of its own.

Common mistake: Omitting dotted-line relationships entirely. When an executive secretary supports multiple senior leaders, undefined reporting creates conflicting priorities and accountability gaps.

In plain language: A 2–4 sentence overview of why the role exists, its primary purpose, and its contribution to the organization's goals.

Common mistake: Writing the summary as a list of tasks rather than a statement of purpose. A task-list summary fails to attract qualified candidates and provides no basis for performance evaluation.

In plain language: A structured list of the role's primary functions, expressed as action-based statements, distinguishing essential functions from secondary duties.

Common mistake: Listing more than 12–15 duties without separating essential from secondary functions. Overloaded lists create ADA accommodation disputes because every listed task may be treated as essential.

In plain language: The minimum education, experience, certifications, and skills an applicant must possess to be considered for the role.

Common mistake: Setting degree requirements that are not genuinely necessary for the role. In many jurisdictions, unnecessary degree mandates constitute indirect discrimination and expose the employer to disparate-impact claims.

In plain language: Additional credentials or experience that would strengthen a candidate's application but are not disqualifying if absent.

Common mistake: Framing preferred qualifications as effectively required by weighting them identically to mandatory criteria in the screening process — this undermines the legal distinction and narrows the applicant pool unnecessarily.

In plain language: Defines the measurable skills and behavioral standards expected of the role — communication, discretion, time management, and judgment.

Common mistake: Using vague competency language like 'team player' or 'results-oriented' without behavioral indicators. These terms add no evaluative value and are legally meaningless in a performance or termination dispute.

In plain language: States the salary range or hourly rate, FLSA classification, bonus eligibility, and a reference to the full benefits program.

Common mistake: Publishing a single salary figure instead of a range. Several US states (Colorado, New York, California) and Canadian provinces now require salary ranges in job postings — a fixed figure may constitute non-compliance.

In plain language: Describes the work environment (office, remote, hybrid), expected hours, travel requirements, and any physical demands required for ADA compliance.

Common mistake: Omitting physical requirements entirely. If a physical demand exists and is not documented, the employer cannot later use its absence as a basis for accommodation decisions or performance management.

In plain language: Confirms that the employee has received, reviewed, and understood the job description, and provides space for employer and employee signatures with dates.

Common mistake: Using the acknowledgment signature as the sole employment agreement. A signed job description alone does not establish non-compete, IP assignment, or confidentiality obligations — those require a separate employment contract.

An executive secretary job description is a formal employment document that defines the duties, qualifications, reporting structure, compensation range, and working conditions for an executive-level administrative role. It serves as the authoritative record of what the position requires, supports legally compliant hiring and performance management, and is typically incorporated by reference into the employee's employment contract or offer letter.

An executive secretary typically focuses on formal administrative and correspondence management functions — drafting communications, managing records, coordinating meetings, and supporting document workflows. An executive assistant role often encompasses broader strategic support, including project coordination, travel management, and acting as a proxy for the executive in meetings. The distinction varies by organization, but the job description should define the actual scope clearly regardless of title.

Core duties typically include managing the executive's calendar and correspondence, preparing reports and presentations, screening calls and emails, coordinating travel and logistics, maintaining filing and records systems, and handling confidential information with discretion. The description should list only duties the role will genuinely perform and distinguish essential functions from secondary responsibilities to support ADA compliance.

A signature is not always legally required, but having the employee sign an acknowledgment before their first day is strongly recommended. The signature confirms receipt and understanding of the role's requirements. It does not, by itself, create enforceable contractual obligations — those require a separately executed employment contract or offer letter.

Typical minimum qualifications include an associate's or bachelor's degree in business administration or a related field, or equivalent work experience; three to five years of executive-level administrative experience; proficiency in productivity software such as Microsoft Office 365 or Google Workspace; and demonstrated ability to handle confidential information. Preferred qualifications may include a Certified Administrative Professional (CAP) designation or experience in a specific industry. Avoid setting degree requirements that are not genuinely necessary for the role.

Classification depends on the specific duties performed and the salary paid. In the US, an executive secretary may qualify as exempt under the FLSA administrative exemption if the role involves office or non-manual work directly related to management or general business operations, the exercise of discretion and independent judgment on significant matters, and a salary of at least $684 per week as of 2024. Roles primarily performing routine clerical tasks are typically non-exempt. Classification should be confirmed with an HR professional or employment lawyer.

In an increasing number of jurisdictions — including Colorado, New York City, California, Washington State, and several Canadian provinces — employers are legally required to disclose a salary range in job postings. Even where not required, including a range reduces time-to-hire by filtering out misaligned candidates early and is considered a best practice for equitable compensation. Always confirm the current pay transparency requirements in the jurisdiction where the role is posted.

Employers can typically amend job descriptions to reflect evolving role requirements, provided the changes are reasonable and the employee is given adequate notice. In Canada and the UK, significant changes to duties or compensation may constitute constructive dismissal if made unilaterally without the employee's consent. Including language in the description noting it is subject to amendment helps, but substantive changes to core duties should be discussed and documented with the employee.

A well-drafted job description establishes the documented basis for hiring decisions, reducing disparate-impact discrimination exposure. It defines essential functions for ADA accommodation purposes, supports FLSA classification decisions, and provides the benchmark for performance management and termination for cause. Courts and regulators frequently examine job descriptions in employment disputes — a vague or outdated description weakens the employer's position in almost every type of claim.