Secretary

What Exactly Is a Secretary?

Imagine a secretary as the backbone of an organization, acting like the nervous system that keeps everything running smoothly. A secretary is more than just someone who types documents or answers phones; they are the unsung heroes behind the scenes, managing budgets, attending meetings, and handling visitors with grace and professionalism.

Roles and Responsibilities

The functions of a personal assistant can vary widely depending on their role and organization. From internship to senior level positions, secretaries are found in nearly every industry, performing tasks that range from managing budgets to attending telephone calls. They handle visitors, maintain websites, travel arrangements, event planning, and prepare expense reports with ease.

Secretaries also manage official records, take minutes at meetings, prepare meeting documents, conduct research, briefings, write memoranda, and handle project management. These duties require a blend of organizational skills, communication abilities, and attention to detail – making the role of a secretary incredibly diverse and multifaceted.

Job Titles Synonymous with Secretary

The term “secretary” has evolved over time to encompass various roles. Job titles synonymous with secretary include administrative professional, executive assistant, office manager, and administrative support specialist. A skilled executive assistant may require high-speed typing, organize diaries and itineraries, and carry out accountancy duties.

The Difference Between Generalized Secretary and Executive Assistant

One of the main differences between a generalized secretary and an executive assistant lies in their level of interaction with stakeholders. An executive assistant must emulate the style and corporate persona of their executives to ensure seamless job performance, while a generalized secretary may have more varied interactions.

The role of an executive assistant is often more complex, as they possess higher business acumen, manage projects, and influence others on behalf of the executive. They act as proxies for executives in meetings and communications, representing them and project managing reports. In contrast, a company secretary is a senior role responsible for compliance with statutory and regulatory requirements.

Executive Assistants: The Gatekeepers

Executive assistants work closely with company officers or executives and have the authority to make crucial decisions affecting the direction of organizations. They perform usual roles such as managing correspondence, preparing research, and communication, often with other administrative assistants.

They also act as gatekeepers, deciding which events or emails are most appropriate for allocation of executive time. This role requires a high level of discretion and understanding of organizational dynamics to ensure the smooth operation of the business.

Military Assistants: The Unsung Heroes

In the U.S. Department of Defense, military assistants or executive assistants are typically held by high-ranking officers who provide support to senior officials. They play a role in decision-making and policy setting, with leadership oversight of staff supporting civilian officials.

These assistants are crucial in ensuring that operations run smoothly and efficiently, often making critical decisions that can impact the success of missions or projects. Their role is vital but often goes unnoticed, much like the nervous system in our bodies.

The Evolution of the Secretary Role

The term “secretary” has a rich history that dates back to European church and state bureaucracies. Initially referring to men managing correspondence and activities of powerful individuals, it evolved over time to encompass various secretarial work, leading to compound titles specifying different functions.

By the 1880s, women began entering the field with the invention of the typewriter, and by the 1930s, fewer men were entering the profession. This shift marked a significant change in the perception and role of secretaries within organizations.

Promoting Professionalism

In an effort to promote professionalism, the National Secretaries Association was created in 1942, which is now known as the International Association of Administrative Professionals. The organization developed the first standardized test for office workers called the Certified Professional Secretaries Examination (CPS) in 1951.

This move towards certification and standardization helped to elevate the status of secretarial roles within organizations, recognizing the critical importance of these positions in maintaining smooth operations.

The Future of Secretary Roles

As technology continues to advance, the role of a secretary is evolving. While some tasks may become automated, the need for human interaction and decision-making remains crucial. Secretaries will continue to play a vital role in supporting management by using project management, program evaluation, communication, and organizational skills within administration.

Conclusion

The role of a secretary is multifaceted and essential, acting as the backbone of an organization’s smooth operation. From managing budgets to attending meetings, secretaries are the unsung heroes behind the scenes, ensuring that everything runs like clockwork. As technology advances, their roles may change, but their importance will remain unchallenged.