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DEFENITIONO The National Secretaries Association (International) defines the SECRETARY this way: "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.”O The term “SECRETARY” really means keeper of secrets.O 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.O 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 DUTIES Filing of DocumentsMinutes • The Secretary may be the registered agent with respect to the laws of the• The secretary is responsible for jurisdiction.; the person upon whom ensuring that accurate minutes of legal notice to the corporation is meetings are taken and approved.. served, and responsible for ensuring Requirements of minutes may vary that documents necessary to with the jurisdiction but should maintain the corporation are filed. include at a minimum: Communication Date, time, location of meeting; list of those present and absent; • The Secretary ensures that proper list of items discussed; notification is given of directors and list of reports presented; members meetings as specified in the bylaws. The Secretary manages Text of motions presented and description of their disposition. 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, fellow executives, 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 boss’s weaknesses and does not reveal them to others. Ability to communicate idea effectively• A loyal secretary should defend her boss, if need be, to anyone who question his motives. • The secretary should be able to express her idea clearly.• A loyal secretary should believe in the company as • Since the secretary often speaks for her boss, she a whole –in its objectives and its management. should communicate her ideas effectively. • Having a pleasant voice is not enough, although• A loyal secretary should be dedicated to her work that is very important for a secretary. She should always by giving an honest work for a day’s pay. learn to put ideas into words what she want to say or communicate.
PERSONALITY TRAITS REQUIREDAbility to reflect company objectives andpolicies• The secretary being part of the management team should help interpret the management’s point of view to her co- workers, to the clients or customers, and to the public. To do this, she should be thoroughly familiar with the objectives and policies under which the company operates. Tactfulness• As an assistant to the executive, the • The word “tact” means doing and saying the secretary should be a “model” because of right thing at the right time and in the right her attitude, work habits, and the way she place. interprets the rules and regulations of the company will influence the attitude of the other members of the organization. • She should not only know the right thing to say and do, but equally important is knowing how and where to do it.
PERSONALITY TRAITS REQUIRED Sense of moral value • A good secretary should have a high sense of moral values and not easily overcome 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.
PERSONALITY 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 person’s 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 times• She 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 if you can not even make yourself presentable• Dress should be simple and appropriate for office wear• She should be sweet-smelling at all times with the right fragrance• Jewelries and other accessories should be simple and well-coordinated with her basic wardrobe• Fingernails are well cared and properly trimmed• Make-up should be suitable and evenly applied
TEN COMMANDENT OF HUMAN RELATION SPEAK TO PEOPLE • There is nothing as nice as cheerful word of greeting. SMILE AT PEOPLE • It takes 65 muscles to frown: only 15 to smile. CALL PEOPLE BY NAME • The sweetest music to anyone’s ears is the sound of his own name. BE FRIENDLY AND HELPFUL • If you would like to have friends, be friendly. BE CORDIAL • Speak and act as if everything you do were a genuine pleasure.BE GENUINELY INTERESTED IN PEOPLE • You can like everybody if you try. BE GENEROUS WITH PRAISE; CAUTIOUS WITH CRITICISMS. BE CONSIDERATE WITH THE FEELINGS OF OTHERS. IT WILL BE APPRECIATED. • There are three-sides to controversy: yours, the other fellow’s, and the BE THOUGHTFUL OPINION OF OTHERS right one. BE ALERT TO GIVE SERVICE • What counts most in life is what we do for others.
A key of Success is 99%Attitude and 1% Altitude