Secretary Job Description

SECRETARY JOB DESCRIPTIONPresented by Diana

DEFENITIONThe National Secretaries Association (International) defines the SECRETARY thisway: "As an assistant to an executive possessing a mastery of office skills and ability to assume responsibility without direct supervision, who displays initiative, exercises judgment, and makes decisions within the scope of authority.

The term SECRETARY really means keeper of secrets.

The secretary is the first one to learn about the many confidential developments involving the office staff and company policies thru meetings, letters, and memos she types, in her filing, and dictation given by her boss, etc.

The secretary in the office is usually seated closest to the executive. She relieves her boss of such office details plan, to coordinate future activities, and to follow through the various projects.

Typical work Activities

Common tasks for the majority of secretaries/administrators include word processing, audio and copy typing, letter writing, dealing with telephone and email enquiries, creating and maintaining filing systems, keeping diaries, arranging meetings/appointments and organizing travel for The Manager.SPECIFIC DUTIESMinutesThe secretary is responsible for ensuring that accurate minutes of meetings are taken and approved.. Requirements of minutes may vary with the jurisdiction but should include at a minimum:

Date, time, location of meeting; list of those present and absent; list of items discussed; list of reports presented; Text of motions presented and description of their disposition.

Filing of DocumentsThe Secretary may be the registered agent with respect to the laws of the jurisdiction.; the person upon whom legal notice to the corporation is served, and responsible for ensuring that documents necessary to maintain the corporation are filed.

CommunicationThe Secretary ensures that proper notification is given of directors' and members' meetings as specified in the bylaws. The Secretary manages the general correspondence of the Board of Directors except for such correspondence assigned to others.

PERSONALITY TRAITS REQUIREDAbility to build goodwill

A good secretary is a good public relation person of her immediate superior as well as the company.

She should always make her boss looks good to his subordinates, fellowexecutives, and other people especially to clients and customers.

She should create a good image of the boss and the company where she belongs

PERSONALITY TRAITS REQUIREDLoyalty

Person who is loyal sticks to someone or to the company not only in times of plenty but also in times of crisis until it can recover and in due time bounce back to prosperity.

A loyal secretary understands her bosss weaknesses and does not reveal them to others.A loyal secretary should defend her boss, if need be, to anyone who question his motives.

A loyal secretary should believe in the company as a whole in its objectives and its management.

A loyal secretary should be dedicated to her work always by giving an honest work for a days pay.

Ability to communicate idea effectively

The secretary should be able to express her idea clearly.

Since the secretary often speaks for her boss, she should communicate her ideas effectively.

Having a pleasant voice is not enough, although that is very important for a secretary. She should learn to put ideas into words what she want to say or communicate.

PERSONALITY TRAITS REQUIREDAbility to reflect company objectives and policies

The secretary being part of the management team should help interpret the managements point of view to her co-workers, to the clients or customers, and to the public. To do this, she should be thoroughlyfamiliar with the objectives and policies under which the companyoperates.

As an assistant to the executive, the secretary should be a model because of her attitude, work habits, and the way she interprets the rules and regulations of the company will influence the attitude of the other members of the organization.

Tactfulness

The word tact means doing and saying the right thing at the right time and in the right place.

She should not only know the right thing to say and do, but equallyimportant is knowing how and where to do it.

PERSONALITY TRAITS REQUIREDSense of moral value

A good secretary should have a high sense of moral values and not easilyovercome by temptations.She should do everything well even without an observer because she knows it is her duty and she values highly every job assigned to her.

She is tolerant and understanding about gossips, criticisms, jealousies, and shortcomings of others.

8PERSONALITY TRAITS REQUIREDIndependent mind

An alert secretary should have a mind of her own

A secretary should promptly and tactfully speaks up her ideas, and is not even afraid to say NO tactfully whenever she is not in agreement with the other persons point of view.

GROOMING

A secretary should always have a clean, neat, and businesslike appearance from the head down to the feet.2.She should always look her best and presentable at all timesShe should show that she is an organized person by her appearance. This is obviously true because how can you as a secretary organize your work properly ifyou can not even make yourself presentableDress should be simple and appropriate for office wearShe should be sweet-smelling at all times with the right fragranceJewelries and other accessories should be simple and well-coordinated with her basicwardrobeFingernails are well cared and properly trimmedMake-up should be suitable and evenly applied

10CAREER DEVELOPMENT

TEN COMMANDENT OF HUMAN RELATION12

A key of Success is 99% Attitude and 1% Altitude13