How to hire a head secretary

How to hire a head secretary, step by step

Here's a step-by-step head secretary hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a head secretary job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new head secretary
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring a head secretary, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A head secretary's background is also an important factor in determining whether they'll be a good fit for the position. For example, head secretaries from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of head secretaries and their corresponding salaries.

   Type of Head Secretary	Description	Hourly rate
   Head Secretary	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$8-45
   Administrative Professional	An administrative professional specializes in performing administrative support and clerical tasks in a company or office, ensuring accuracy and smooth workflow. Their responsibilities typically revolve around managing schedules, arranging appointments and meetings, producing progress reports and presentations, delegating tasks, and attending meetings on behalf of executives or staff... Show more	$11-31
   Administrative Coordinator	An Administrative Coordinator oversees the line of communication and schedules within a company, ensuring that every necessary information is delivered and conveyed. An administrative coordinator's responsibilities include responding to inquiries and requests from workforce personnel or client, managing calls and correspondence, maintaining and rotating various forms of documentation, and designing or improving systems that would help the company's operating procedures... Show more	$13-26

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Appointment Scheduling
   • Payroll
   • Purchase Orders
   • Customer Service
   • Telephone Calls
   • Office Equipment
   • Travel Arrangements
   • Word Processing
   • Front Desk
   • Greeting Visitors
   • Office Operations
   • PowerPoint
   • Meeting Minutes
   • Budget Preparation

   Check all skills

   Responsibilities:

   • Lead DoD team that assist Pakistan in gaining military capabilities to conduct counter-terrorism operations against the Taliban.
   • Schedule travel arrangement, perform various duties such as, but not limit to, payroll, filing and supplies
   • Track and submit payroll to contract company to ensure substitute teachers are paid hours work, accurately and timely.
   • Prepared/Proof powerpoint presentations with slides.
   • Demonstrate professional integrity and tactful handling of confidential and protect health information according to HIPAA and administrative policy guidelines.
   • Initiate and monitor requisitions through PeopleSoft for office supplies, laboratory supplies including purchasing lab animals for research and travel reimbursement.

3. Make a budget

   Including a salary range in your head secretary job description is a great way to entice the best and brightest candidates. A head secretary salary can vary based on several factors:

   • Location. For example, head secretaries' average salary in montana is 63% less than in massachusetts.
   • Seniority. Entry-level head secretaries earn 82% less than senior-level head secretaries.
   • Certifications. A head secretary with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a head secretary's salary.

   Average head secretary salary

   $41,373yearly

   $19.89 hourly rate

   ---

   Entry-level head secretary salary

   $17,000 yearly salary

   Updated January 20, 2026

4. Writing a head secretary job description

   A good head secretary job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a head secretary job description:

   Head secretary job description example

   Elementary School Head Secretary
   
   Sonnesyn Elementary School
   
   AFSCME Category III
   
   $21.49 to $25.15 per hour plus full-time benefits based on the current Collective Bargaining Agreement for Office Employees
   
   45 weeks per year, eight hours per day plus 30 minutes unpaid lunch
   
   RESPONSIBILITIES
   
   * Provides general reception including greeting visitors to the office or on the phone and helping or directing them to the proper location.
   * Monitors general and capital outlay budgets and provides reports as requested.
   * Records and prepares minutes as assigned at meetings. Prepares correspondence and data for reports as requested.
   * Maintains databases and department records. Provides reports as directed.
   * Keeps current with technology skills as needed.
   * Composes and distributes weekly and monthly newsletters and other school publications.
   * Coordinates, schedules and follows up on meetings for the principals that includes daily and annual calendars,
   * emails and phone contacts.
   * Provides web information to families, community through internet, blogs, etc.
   * Completes special projects as directed.
   * Coordinates the work assignments of the office employees and education assistants assigned to the office.
   * Other duties as assigned.
   
   QUALIFICATIONS
   
   * High school diploma or GED required.
   * Computer skills in Microsoft office suite required.
   * Knowledge and competence in technology skills as required for the position, such as Publisher, etc.
   * Strong oral and written communication skills.
   * Ability to write and prepare correspondence as needed.
   * Excellent organizational skills.
   * Knowledge of or ability to interpret district practices, policies and federal and state policies.
   * Excellent social skills with adolescents and adults.
   * Able to work in a setting with many interruptions.
   * Able to attend work regularly and report to work in a timely manner.
   
   Note: Testing is required for this position. Applicants must show evidence of technology and clerical skills.
   
   APPLICATION PROCEDURE
   
   Apply on-line at www.applitrack.com/rdale/onlineapp/
   
   POSTING OPEN UNTIL OCTOBER 18, 2022
   
   Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description.
   
   We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described.
   
   Equity is one of District 281 core values and is essential to our goal of putting children first to ensure college and career readiness. A diverse workforce fuels innovation and allows us to better understand, communicate with, and educate our students. District 281 will not deny anyone the opportunity for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability, or status with regard to public assistance.

   Copy this example

   

5. Post your job

   To find the right head secretary for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with head secretaries they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit head secretaries who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your head secretary job on Zippia to find and recruit head secretary candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting head secretaries requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new head secretary

   Once you have selected a candidate for the head secretary position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new head secretary first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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