Duties of a private secretary

Duties of a private secretary,Functions of a private Secretary,special private secretary,duties of private secretary

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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.

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Posted in: Business Communication,Business Communication Studies,Business Communication trends,Duties of a private secretary,Importance of Secretarial Functions in Business,Special private Secretary

Classification of Secretaries,Types of Business Secretaries

Types of Business Secretaries,Classification of Business Secretaries

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Briefly discuss Types of Secretaries,Show the classification of Secretaries

Briefly discuss Types of Secretaries

Show the classification of Secretaries

Depending on the authority and nature of job secretaries can be of two types:
(A) Private Secretary.                               (B) Secretary of an organization
Details classification of secretaries can be shown by the following configuration:
                                        Secretary
                                                                        1. Personal assistant
                        (A) Private Secretary: > > >                 ↓↓↓
                                                                        2. Confidential assistant.

                                                                                    1. Company secretary
                       (B) Secretary of an organization >>>       2. Governmental Secretary
                                                                                    3. Secretary of an association
(A) Private Secretary:
A private secretary is employed by an individual. The basic function of a private secretary is to asset the routine work of his/her employer and maintaining correspondence with the concerned parties. Position and duties of a private secretary are not guided by any law or act.

Function of a private secretary also differs depending on the type of the job of his/her employer. For example, function of the private secretary of a Chartered Accountant and that of a Political leader cannot be similar.


Private Secretary can be of two types:
1. Personal assistant
2. Confidential assistant

1. Personal assistant:
Major tasks of a personal assistant are to attend visitors, maintain the appointment schedule for his/her employer, steno typing, receiving telephone calls, managing tours, etc.

2. Confidential assistant:
Status of a confidential assistant is higher than that of a personal assistant. He is more than a mere steno typist, he does confidential work for his boss. (J.P. Boss: 1991)

(B)Secretary of an organization:
A secretary of an organization is not employed by an individual, rather employed by the organization; the position of a secretary of an organization is legally defined by the constitution of that organization. Infect such a secretary is an indispensable part of the administration of the organization.

On the basis of the nature of the organization secretary can be of three types:
1. Company secretary
2. Governmental secretary
3. Secretary of an association

1. Company secretary:
Having a legal position a company secretary is a part of the top management of a company. The appointment, duties, liabilities and removal procedures of a company secretary are specifically prescribed in the companies act. As mentioned in the companies Act, a company secretary has to play the role of office executive as well as a liaison officer.

2. Governmental secretary:
A governmental secretary is the administrative head of a specific ministry of the government. His/her immediate boss is the ‘minister’ of that ministry. Thus a governmental secretary’s position is next to the minister. Governmental secretaries are appointed by the public service commission. A governmental secretary also needs to play dual role:
(i) administrative functions and    (ii) advisory functions.


3. Secretary of an association:
Unlike the secretary of a company, the appointment, functions etc, of the secretary of an association is not guided by any law.

Secretary of an association may be appointed or elected as per the constitution of that association. Functions of this types of secretary is to maintain routine work, maintain register of the members, preserving minute book, preparing reports, maintain correspondence with the members and concerned parties.

Besides these, there are other types of secretaries, like secretary of a cooperative society, secretary of a club, secretary of charitable and philanthropic organization etc.

Tip

1st Part: Depending on the authority ……………………..

2nd Part: fig: 1 Types of Secretary

3rd Part:

(A) Private Secretary:

1. Personal assistant

     2. Confidential assistant

(B) Secretary of an organization:

1. Company secretary

       2. Governmental Secretary

            3. Secretary of an association.

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Posted in: Business Secretaries,Classification of Business Secretaries,Classification of Secretaries,Importance of Secretarial Functions in Business,Types of Business Secretaries,Types of Secretaries

Definition of Secretary,Who is a Secretary?

What is Business Communication Secretary?

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Definition of Secretary,Who is a Secretary?,What is Business Communication Secretary?

Definition of Secretary

Who is a Secretary?

Generally by ‘Secretary’ we mean a personal officer of an executive or of a superior. The term ‘Secretary’ derived from the Latin word ‘Secretarius’, which means a confidential officer. That is in the past primary function of a secretary was writing and transmitting ‘Secret messages’. But in modern time ‘confidentiality’ is no more key factor of the secretarial job. Now, secretary is treated as the principal liaison officer of a firm or of a company.

According to Prof. J. P. Bose, “functionally the term secretary means a person who writes in secret on behalf of his superior or for a body”.

According to Oxford Dictionary, Secretary means, “One whose office is to write for another, especially one who is employed to conduct correspondence to keep records and to transact various other business for a person or for a society, corporation or public body.”

In the light of above discussion it can be stated that, a secretary is a person who works under an authority, writes for the authority and maintain all sorts of correspondence with the concerned parties.

Tip

1st Part: Generally by ‘secretary’ we mean …………………………….

2nd Part: According to Prof. J. P. Bose,………………………………..

         According to Oxford Dictionary ……………………........

3rd Part: In the light of above discussionhttp://businesscommunicationnew.blogspot.com/

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Posted in: Business Communication,Define Secretary,Definition of Business Secretary,Definition of Secretary,Importance of Secretarial Functions in Business,What is Business Secretary,Who is a Secretary