Secretary

Imagine a secretary as the backbone of an office, much like the roots of a tree that support its towering structure. They handle everything from scheduling meetings and managing budgets to preparing reports and organizing events.

The role of a secretary is multifaceted and dynamic, evolving with each industry and organization they serve. From internships to senior levels, secretaries can find diverse work experiences in nearly every white-collar career field.

What Does a Secretary Do?

A secretary’s duties are as varied as their titles. They might assist one employee or multiple employees, deal with correspondence, organize meetings and events, manage budgets, bookkeeping, attend telephone calls, handle visitors, maintain websites, travel arrangements, event planning, and prepare expense reports.

Research and Writing

Secretaries also conduct research, briefings, write memoranda, content writing, project management, program evaluation, stakeholder management, customer service duties, devise and maintain office systems including data management and filing. They carry out background research and present findings, making them indispensable in today’s fast-paced business environment.

Job Titles and Roles

The term “secretary” is often used interchangeably with administrative assistant or personal assistant. However, the role should not be confused with other titles such as executive secretary, cabinet secretary, or company secretary. Executive assistants are high-ranking positions in the administrative hierarchy, requiring extensive interaction with the general public, vendors, customers, and corporate officers.

Executive Assistants

They must emulate the style, corporate philosophy, and corporate persona of the executive for which they work. Key job titles synonymous with “secretary” include administrative professional, administrative assistant, executive assistant, management assistant, office coordinator, and program assistant. Executive assistants work for company officers or executives, possess authority to make crucial decisions, and play a role in decision-making and policy setting.

Decision-Making and Leadership

They perform typical administrative tasks, manage projects, and have business acumen. Executive assistants may act as proxy for the executive, represent them in meetings, and project manage reports. In the U.S. Department of Defense, military assistants (MA) or executive assistants (EA) are typically held by high-ranking officers who support senior civilian officials.

The Evolution of the Secretary Role

The role of secretary emerged from European church and state bureaucracies, with men initially holding the title. Over time, the term was applied to various functions, leading to compound titles and new words like “personal assistant.” Commercial schools emerged in the 19th century to train students for clerical positions, with women entering the field more prominently after World War I.

Professionalism and Recognition

The National Secretaries Association (now IAAP) was created in 1942 to promote professionalism among U.S. secretaries. The organization developed the first standardized test for office workers called the Certified Professional Secretaries Examination (CPS) in 1951. By the mid-20th century, the need for secretaries was great, leading to organizations being created to assist foreign secretaries.

Secretary’s Day and Beyond

The National Secretaries Association and others helped create Secretary’s Day holiday in 1952, now celebrated as Administrative Professional’s Week. With the spread of typing, stenography became a key skill for women entering the profession. The term “secretary” comes from the Latin word secernere, meaning to distinguish or set apart.

As we reflect on the journey of secretaries and their evolving roles, it’s clear that they are not just administrative support but integral partners in the success of any organization. Their multifaceted skills and dedication make them indispensable in today’s business world. So, next time you see a secretary, remember: they are more than just an assistant; they are the backbone of efficiency and productivity.