Duties and Responsibilities of a Secretary

Earlier, the role of the secretary was limited to taking notes from their heads, typing, storing information, etc. However, with the advent of technology in companies and offices, these duties have extended to things that were meant for the professional and managerial staff. The secretary that organizations are seeking in today's times should not only have clerical and administrative skills, but also should possess the knowledge on corporate laws, corporate governance, security laws and capital markets.

The secretary who is also called the office professional has the responsibility to support and assist the managers as well as the directors of the company with their work. The secretary is also an important mediator between the company, and its stakeholders and clients. Though the role of the secretary may have slight changes according to the company and the field the person works in. The basic secretarial profile is generally the same in every organization. Let us have a look at them, with the help of the list given below.

Duties and Responsibilities

Though the role of the secretary has changed considerably, there are certain duties that still have to be done by the office professional. He/she has to see that the organization runs in an efficient and organized manner, and hence has the duty to maintain proper files, both for important paper documents as well as for the electronic ones. They have to conduct research, communicate with staff members as well as clients. They have to keep a record of appointments and see to it that each one is conducted on time. Handling difficult situations without any assistance is also said to be one of the important duties of a secretary

One of the key responsibilities of a secretary is to organize and schedule meetings according to the 'Company Act'. He/she also has the duty to inform the board of directors and stakeholders about the meeting and its agenda. The secretary has to make a detailed note of the proceedings of the entire meeting. This includes documenting the activity and the matters discussed during the meetings by writing down the minutes. Along with the minutes, they also have to maintain the attendance log. Once the meeting is over, the minute records have to be filed properly for further reference, and the decisions of the meeting should be conveyed to the other employees by the secretary.

The secretary has to be aware of the Stock Exchange and its dealings through the brokers of the company. They also have to check on the documents and recordings of company share transfers. The duty of communicating with the shareholders of the company comes on the shoulders of the secretary. He/she has to send annual reports, notices and circulars about the company's policies, meetings, etc., to the shareholders regularly. The secretary also has to help them by answering their questions on shares as well as transfer of shares.

The secretary has the duty of getting the monthly and annual report and accounts published. Apart from this, they may also have the additional responsibility of supervising other secretaries in the company, and also to train the new staff. Even when the company appoints a new director, it is not only the responsibility of the secretary to guide them, but also to organize special training programs for him/her.

Qualifications and Skills Required

High school graduation, along with clerical skills were the only things that were required to become a Secretary in the earlier days. However, as the role of the secretary in the company transformed, even the qualifications required to become one have changed. Nowadays, employers prefer candidates who at least have a college degree on hand, and sometimes, those who have specialized in the field or industry for which they have applied for. One can also enroll for specialization courses that have come up, which trains the person to carry on duties effectively. As the secretary has to communicate with different people, clients, as well as other organizations, which is why one of the most important skills that he/she should possess is a flare for business communication and meticulous organizational skills at work. Other skills that he/she requires are efficiency, organization, and promptness. Apart from the regular administrative and clerical skills, they should also know about advanced software applications.

These were a general account of responsibilities of a secretary, which would vary according to the industry, organization and level at which you get appointed in the company. One thing you must remember is that, as the job of the secretary contains various responsibilities, you have to be on your toes to complete your work on time.