Job Description Help for Job Description. Opens a new window. The respective candidate will be required to: Answer telephones and take messages or transfer calls Schedule appointments and update event calendars Arrange staff meetings Handle incoming and outgoing mail and faxes Prepare memos, invoices, or reports Edit documents Maintain databases and filing systems Perform basic bookkeeping Identify user needs to create and administer databases Design and build new databases Ensure that organizational data are secure Backup and restore data to prevent data loss Ensure that databases operate efficiently and without error Make and test modifications to database structure when needed Maintain databases and update permissions Secretaries and administrative assistants help an organization run efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing and other office equipment. Specific job duties vary by experience, job title, and specialty.