The role of a secretary is a very important one. Secretaries generally perform tasks on behalf of their bosses in a business. They tend to keep the wheels of the organisation turning in the background.
Typically secretaries maintain and organise office tasks, implement procedures and carry out additional administrative duties. This depends on the nature of their employment. Secretaries also act as a bridge between their bosses and the public.
The average starting salary of a secretary in India is approximately INR 3.92L
Secretaries have 5 main duties. These are:
- Maintaining documents and records. This includes:
- Organising documents and files
- Documenting financial information
- Communication and correspondence:
- Answering and directing phone calls
- Organising and distributing messages
- Greeting business clients and guests
- Coordinating with other organisations
- Organising meetings:
- Scheduling meetings and conferences
- Attending them.
- Taking notes.
- Taking care of administration. This includes:
- Maintaining and ordering office supplies
- Maintaining company schedules
- Implementing administrative procedures
- Supervising staff and new employees:
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Assisting executives with project tasks
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Upholding legal requirements where relevant. This is in the case of governing documents, charity law, company law etc.
Please note that secretaries are in charge of these tasks. They overlook them. Other staff or volunteers complete the job. Secretaries ensure the task is given to the right person, completed on time and done well.
The secretary acts as a middle-man. Often, they convey information from the Chair or Board members to each other and the staff. They play a role in clarifying past practices and decisions. They also confirm legal requirements and retrieve relevant documentation.
Usually, these discussions take place during meetings. Hence, the most important job of a secretary is to take down the meeting minutes. This is how to do so effectively:
Before the meeting:
- Learn the overall agenda of the meeting. Ensure it is not overloaded. If there are too many things to discuss, split the meeting into two.
- Invite the required people. Send them the agenda with the invitation. Give the list of names to the security to let them enter.
- Find a suitable venue. Organise seating and refreshments.
- Figure out the kind of notes required: Brief or detailed. Find out when these notes will be required: Immediately or by the end of the day, or maybe the next day.
On the day of the meeting:
- Get to the venue slightly earlier to ensure everything is in place.
- Distribute any required papers. Carry spare copies of the agenda to hand out in case somebody doesn't carry them.
- Take note of everyone present and absent.
- Note everything discussed as required. You can use a laptop or pen it down.
- Use your own short forms while taking down everything discussed. You can use the speaker's initials or the first letter for common phrases.
- If several people make a similar point. You can mention that they agreed.
- Ensure any discussed task has someone assigned to complete it.
After the meeting:
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Formally write down the minutes of the meeting. This should be in the order of the agenda.
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These minutes are written in the past tense. Use full forms and a formal writing style.
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The minutes of the meeting contain a list of everyone present. Ensure to write the names correctly, with titles. Use the same style every time.
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Have your boss check and approve it. After that, send it to everyone present at the meeting.
The job requires you to be on your toes. It is also a good opportunity. However, before you apply, work on your communication skills. Glow & lovely Careers (formally known as Fair & Lovely Career Foundation) offersfree courses that can help you.
