The exact nature and the extent of the advice given by the secretary will vary according to the nature and size of the organisation. What this means in practice depends on the style and size of the organisation: ...the Secretary themselves will carry out all these duties and may also take a greater role in the day-to-day administration of the organisation. His opinions are valuable to the management. TOS 7. Secretaries might also manage all the administrative details of running a high-level conference or meeting and be responsible for arranging the catering for a lunch meeting. Those executive assistants that work with corporate officers must be capable of emulating the style, corporate philosophy, and corporate persona of the executive for which they work. Preparing a report of the organisation's activities for the year, for the Annual General Meeting. Checking that agreed actions are carried out. In the past, executive assistants were required to have a high school diploma, but increasingly jobs are requiring a bachelor's degree.. By the mid-20th century, the need for secretaries was great and offices and organizations featured large secretarial pools. A secretary, administrative professional, or personal assistant is a person whose work consists of supporting management, including executives, using a variety of project management, communication, or organizational skills. Like their civilian counterparts, EAs are also a resource in decision-making, policy setting, and will have leadership oversight of the entire military and civilian staff supporting the civilian official, general officer, or flag officer. Executive Officer: The secretary has to act as an Executive Officer. In many countries, an executive secretary is a high-ranking position in the administrative hierarchy. As the duties of a modern secretary often still include the handling of confidential information, the literal meaning of their title still holds true.. It has been renamed "Administrative Professional's Week" to highlight the increased responsibility of today's secretary and other administrative workers, and to avoid embarrassment to those who believe that "secretary" refers only to women or to unskilled workers. In the U.S. Department of Defense, the title of military assistant (MA) or executive assistant (EA) is typically held by Army, Air Force, and Marine Corps colonels, lieutenant colonels, and senior majors and Navy captains, commanders and senior lieutenant commanders who are in direct support of the Secretary of Defense, Deputy Secretary of Defense and other civilian defense officials down to the level of a Deputy Assistant Secretary of Defense, as well as general officers or flag officers. In summary, the Secretary is responsible for: It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to paid staff or volunteers. Sitting on appraisal, recruitment and disciplinary panels, as required. A secretary, or administrative assistant, who works for a manager performs the same tasks as any office assistant. Educational handbooks for professions occupied by females in the 1960s and 1970s. The functions of a personal assistant may be entirely carried out to assist one other employee or may be for the benefit of more than one. Sitting on appraisal, recruitment and disciplinary panels, as required. The advisory functions of the Govt. Some management committees have more than one person with formal responsibility for secretarial tasks (e.g. In fact in Pakistan, federal secretariesare dubbed as the most influential pe… Often executives will ask their assistant to take the minutes at meetings and prepare meeting documents for review. The responsibilities of the Secretary of a Management Committee are outlined below: More on governing documents record keeping, taking minutes, filing correspondence, communication of activities etc). reporting the activities of the organisation and future programmes to members, the press and the public (unless there is an Information or Publicity Officer). The executive assistant performs the usual roles of managing correspondence, preparing research, and communication, often with one or more administrative assistants or scheduling assistants who report to him or her. On the Day of the Meeting. (ii) He has to look after all staff matters.  In addition to the minutes, the secretary may be responsible for keeping all of the official records of a company or organization. The organization developed the first standardized test for office workers called the Certified Professional Secretaries Examination (CPS). Responding to all committee correspondence, filing all committee correspondence received and copies of replies sent, keeping a record of any of the organisation's publications (e.g. This post carries greater responsibility than an honorary secretary to ensure that the requirements of Company Law are met. Thus, the secretary performs his duties in threefold capacity as the Chief Executive, as the Liaison Officer and as an Advisor to the management. You will assist colleagues and executives by supporting them with planning and distributing information. (iii) He has to arrange, attend meetings, conferences and seminars. The secretary has to supervise, co-ordinate and manage the activities of the office. Prohibited Content 3. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members, and organizes official meetings and events..
A secretary manages memberships, takes care of the payroll, stocks, and prepares drafts. American Society of Administrative Professionals, iaap - International Association of Administrative Professionals, https://en.wikipedia.org/w/index.php?title=Secretary&oldid=984464897, Office and administrative support occupations, Articles needing additional references from April 2013, All articles needing additional references, Articles that may contain original research from December 2016, All articles that may contain original research, Articles with unsourced statements from September 2016, Creative Commons Attribution-ShareAlike License, At the most basic level a secretary is usually an, A more skilled executive assistant may be required to type at high speeds using technical or foreign languages, organize diaries, itineraries and meetings and carry out administrative duties which may include. Disclaimer 9.
Use the links below to access further articles and resources which will help you understand the role of the Secretary and prepare your own role description or person specification: *Since April 2008, private companies are no longer required to have a Company Secretary, but Companies House needs to be informed if no Company Secretary is appointed and you must ensure this complies with your Articles of Association. If your organisation is incorporated as a limited company (e.g. As a Secretary you will assume the duty of clerical and administrative support in order to optimize workflow procedures in the office. The secretary is responsible for sending out the papers for the meeting.
(see links below or click here for more on developing role descriptions). Executive assistants work for a company officer or executive (at both private and public institutions), and possess the authority to make crucial decisions affecting the direction of such organizations.
The Secretary then ensures that their responsibilities are met, but will have less involvement in actually carrying them out.
As such, executive assistants play a role in decision-making and policy setting. The duties may vary according to the nature and size of the company or organization, and might include managing budgets, bookkeeping, attending telephone calls, handling visitors, maintaining websites, travel arrangements, and preparing expense reports. .
The executive assistant also acts as the "gatekeeper", understanding in varying degree the requirements of the executive, and with an ability through this understanding to decide which scheduled events, meetings, teleconferences, or e-mails are most appropriate for allocation of the executive's time. As the level that the executive interacts with increases so does the level of skill required in the executive assistant that works with the executive. ...many activities can be delegated (e.g. In an effort to promote professionalism among United States secretaries, the National Secretaries Association was created in 1942. He has to carry out the official … The holiday caught on, and during the fourth week of April is now celebrated in offices all over the world. However, while administrative assistant is a generic term, not necessarily implying directly working for a superior, a secretary is usually the key person for all administrative tasks, and often referred to as the "gate keeper". By the 1930s, fewer men were entering the field of secretaries. Plagiarism Prevention 4. Upholding legal requirements. This will include, but is not limited to, the agenda, the minutes of the last meeting, and any papers for discussion or information. In 1870, Sir Isaac Pitman founded a school where students could qualify as shorthand writers to "professional and commercial men".
More on company law. However this role should not be confused with the role of an executive secretary, who differs from a personal assistant. Copyright 10. The secretary gives his advice tactfully under the cover of suggestions; otherwise it would hurt the ego of the employer if he feels that he is being advised by his subordinate. The role of the Secretary is to support the Chair in ensuring the smooth functioning of the Management Committee.
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