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Duties of a private secretary and Functions of a private secretary

Describe duties of a private secretary.

Discuss functions of a private secretary.

A private secretary is a personal assistant of an individual by whom he/she is appointed. Duties of private secretary are not fixed by any law. Functions of a private secretary generally specified by the employer.

Functions of a private secretary can be listed as follows:

(A) Function of Receptionist	(B) Official Functions
Maintaining Appointment schedule Receiving telephone calls’ Attending visitors	Maintaining personal files Taking dictation Typing Dealing with replies Maintaining work schedule Meeting related functions Social functions

(A) Function of Receptionist:
A private secretary has to perform some duties as a receptionist. Functions are as follows:

1. Maintaining appointment schedule:
A major function of a private secretary is to maintain the appointment schedule for his boss. In most of the cases a separate diary is maintained to record all appointment dates & times.

2. Receiving telephone calls:
A private secretary also need to handle telephone calls properly on behalf of the boos.

3. Attending visitors:
Another routine work of a private secretary is attending visitors. As per the direction of the employer a private secretary has to satisfy the needs of the visitors by providing required information.

(B) Official Functions:
Official functions of a private secretary are as follows:

1. Maintaining Personal files:
Different personal files of the employer also maintained by the private secretary. A personal file includes:
i. Tax related files
ii. Bank accounts related files
iii. Investment records
iv. Confidential files
v. Other documents.

2. Taking dictation:
A private secretary has to take dictation from his/her boss regarding written messages.

3. Typing:
All type of written correspondence is typed by a private secretary.

4. Dealing with replies:
A private secretary also deals with replies through written and electronic Medias.

5. Maintain day by day work schedule of the employer:
One of the important tasks of a private secretary is to maintain day by day work schedule of the employer.

6. Meeting related function:
A private secretary need to play vital role regarding the meetings to be attended by the boos: Meeting related functions are:
i. Preparing agenda
ii. Arranging documents
iii. Drafting speeches
iv. Providing notice, etc.

7. Social functions:
On behalf of the employer a private secretary also need to deal with the social functions. These are the basic duties of a private secretary. Besides these a private secretary has to cope-up with the requirements of his/her boss.