A secretary is a professional administrative assistant who supports executives by managing correspondence, scheduling, communication, and record-keeping tasks. They serve as the first point of contact for internal and external stakeholders, representing the office with professionalism and discretion. Modern secretaries go beyond clerical duties—they anticipate needs, coordinate workflows, and solve problems proactively. Key qualities include organization, communication skills, confidentiality, attention to detail, initiative, and interpersonal tact. An effective secretary ensures smooth daily operations, allowing management to focus on strategic priorities, making them an invaluable asset to any organization.
Appointment of Secretary:
The appointment of a secretary refers to the process through which an organisation selects and assigns a qualified person to perform secretarial, administrative, and communication duties. The method of appointment depends on the type and size of the organisation and the nature of the secretary’s position.
A secretary may be appointed by the employer, manager, executive, board of directors, or other authorised authority. In the case of a company, the appointment of a company secretary is governed by applicable company law and organisational requirements. The person selected should possess suitable educational qualifications, professional knowledge, communication skills, computer skills, organisational ability, and knowledge of office procedures.
The appointment process generally involves identifying the requirements of the position, preparing a job description, inviting applications, screening candidates, conducting interviews, checking qualifications and experience, and selecting the most suitable candidate. References or background verification may also be carried out where required. After selection, the candidate receives an appointment letter containing details such as designation, duties, salary, working conditions, reporting authority, and terms of employment.
A secretary should also possess qualities such as honesty, confidentiality, punctuality, courtesy, accuracy, patience, and good judgement. These qualities are important because secretaries frequently handle confidential documents, correspondence, schedules, meetings, and communication.
Thus, proper appointment of a secretary ensures that a competent and trustworthy person is placed in charge of important administrative and secretarial responsibilities, contributing to the smooth functioning of the organisation.
Qualifications of Secretary:
1. Educational Qualification
A secretary should possess suitable educational qualifications according to the requirements of the organisation and the position. Generally, a graduate degree or relevant diploma in business administration, office management, secretarial practice, or a related field is useful. Knowledge of subjects such as business communication, accounting, office procedures, and management provides a strong foundation. For specialised positions, additional professional qualifications may be required.
2. Professional Qualification
Professional qualifications provide specialised knowledge and practical skills required for secretarial work. Courses in secretarial practice, office management, business administration, computer applications, or related areas can improve professional competence. For certain positions, especially company secretarial roles, prescribed professional qualifications and legal requirements may apply. Professional training helps a secretary understand office procedures, documentation, communication, record keeping, and administrative responsibilities more effectively.
3. Knowledge of Office Procedures
A secretary should have sound knowledge of office procedures and administrative practices. This includes filing, indexing, record keeping, mail handling, correspondence, appointment scheduling, meeting arrangements, and document preparation. Knowledge of office procedures enables the secretary to perform routine duties systematically and efficiently. It also helps in maintaining proper records and ensuring that office activities are completed according to organisational rules and established procedures.
4. Computer Knowledge
Computer knowledge is an important qualification for a modern secretary. The secretary should be able to use word processing, spreadsheets, email, presentation software, digital calendars, document management systems, and other commonly used office applications. Basic knowledge of digital record keeping and online communication is also useful. Computer skills help the secretary prepare documents, maintain records, communicate quickly, manage schedules, and perform administrative tasks efficiently.
5. Communication Skills
A secretary should possess good oral and written communication skills. The secretary frequently communicates with managers, employees, customers, suppliers, visitors, and government authorities. The ability to draft letters, prepare reports, answer telephone calls, receive visitors, and convey messages accurately is essential. Good communication also requires proper listening, clarity, courtesy, and professional language. Therefore, strong communication skills help a secretary perform administrative and coordination duties effectively.
6. Language Proficiency
A secretary should have good command of the language commonly used in the organisation and should be able to read, write, and communicate effectively. Knowledge of additional languages can be useful when dealing with customers, visitors, suppliers, or employees from different linguistic backgrounds. Proper spelling, grammar, vocabulary, and sentence construction are particularly important for preparing official correspondence and documents. Therefore, language proficiency improves the quality and accuracy of office communication.
7. Knowledge of Business Communication
A secretary should understand the principles and practices of business communication. This includes knowledge of business letters, notices, circulars, memoranda, emails, reports, agendas, minutes, and telephone communication. The secretary should know how to communicate information clearly, concisely, correctly, and courteously. This knowledge is necessary because secretaries often act as a communication link between management and other stakeholders. Therefore, business communication knowledge supports effective and professional office administration.
8. Knowledge of Record Management
A secretary should possess knowledge of filing, indexing, classification, storage, preservation, retrieval, and disposal of office records. Proper record management enables the secretary to locate important documents quickly and maintain them securely. The secretary should also understand confidentiality and access control for sensitive information. Knowledge of both physical and digital record systems is increasingly important. Therefore, record management skills help maintain organised, accurate, and accessible office information.
9. Knowledge of Basic Accounting
Basic accounting knowledge is useful for a secretary because the position may involve handling bills, invoices, receipts, expenses, petty cash records, travel claims, or other financial documents. The secretary should understand basic financial terms and be able to check simple calculations and supporting documents. This does not necessarily require advanced accounting expertise. However, basic knowledge helps prevent errors and supports accurate administrative work. Therefore, accounting knowledge adds to the secretary’s overall professional competence.
10. Knowledge of Office Technology
A modern secretary should be familiar with commonly used office technology and communication equipment. This may include computers, printers, scanners, photocopiers, video conferencing systems, telephone systems, digital calendars, and electronic document management tools. The secretary should be able to operate such equipment and handle basic technical problems when possible. Knowledge of office technology improves speed and efficiency in daily work. Therefore, technological competence is an important qualification for effective secretarial practice in modern offices.
Functions of Secretary:
1. Correspondence
A secretary handles various types of official correspondence on behalf of the organisation or executive. This includes drafting, typing, checking, sending, and receiving letters, emails, notices, circulars, and other communications. The secretary ensures that correspondence is clear, accurate, properly formatted, and sent to the correct recipient. Important incoming communications are brought to the attention of the concerned authority. The secretary may also maintain records of important correspondence for future reference. Thus, correspondence is an important function that supports smooth internal and external communication.
2. Appointment Scheduling
A secretary manages the appointments and daily schedule of the executive or office. The secretary fixes meetings, interviews, consultations, and visits after checking the availability of the concerned persons. Appointments are recorded in a diary or digital calendar, and reminders are provided when necessary. Changes, cancellations, and urgent appointments are also managed appropriately. The secretary ensures that sufficient time is available between engagements. Thus, appointment scheduling helps executives use their time effectively and prevents unnecessary delays and scheduling conflicts.
3. Meeting Arrangement
A secretary assists in organising official meetings and ensuring that all necessary arrangements are completed. The secretary may prepare the agenda, inform participants, arrange the meeting room, distribute relevant documents, and ensure the availability of required equipment. During or after the meeting, the secretary may record important discussions and decisions in the form of minutes. The secretary also communicates follow up actions to concerned persons. Therefore, meeting arrangements help ensure that official meetings are conducted systematically and achieve their intended objectives.
4. Record Keeping
Maintaining proper records is an important function of a secretary. The secretary files, classifies, indexes, stores, and retrieves office documents whenever required. Records may include correspondence, reports, meeting minutes, financial documents, personnel information, and administrative papers. Confidential records must be protected from unauthorised access. The secretary may also maintain digital records using appropriate office systems. Proper record keeping ensures that important information remains available for future reference. Thus, this function supports office efficiency, accountability, and informed decision making.
5. Mail Handling
A secretary may be responsible for receiving, sorting, recording, distributing, and dispatching office mail. Incoming letters, parcels, notices, applications, and other documents are checked and delivered to the appropriate person or department. Important correspondence may be entered in a register or digital system. Outgoing mail is checked for correct addresses, signatures, enclosures, and dispatch details before being sent. Confidential correspondence is handled carefully. Therefore, systematic mail handling ensures timely communication and prevents important documents from being misplaced or delayed.
6. Telephone Handling
Telephone handling is an important secretarial function because the secretary often acts as a communication link between the organisation and external parties. The secretary answers calls politely, identifies the caller, understands the purpose of the call, transfers calls when necessary, and takes accurate messages when the concerned person is unavailable. Confidential information should not be disclosed to unauthorised callers. The secretary should also maintain professional telephone etiquette. Thus, effective telephone handling creates a positive impression and ensures smooth communication.
7. Reception of Visitors
A secretary may receive and assist visitors who come to meet executives or employees. The secretary welcomes visitors politely, identifies their purpose, contacts the concerned person, and directs them to the appropriate place. Visitor details may be recorded according to office procedures. Confidential or restricted areas should be protected from unauthorised access. If the visitor has to wait, suitable arrangements should be made. Therefore, proper reception of visitors helps maintain office security, courtesy, and a professional image of the organisation.
8. Drafting Documents
A secretary prepares and drafts various official documents according to the instructions of management or authorised officers. These may include business letters, notices, circulars, memoranda, reports, agendas, minutes, and other administrative documents. The secretary should ensure proper language, format, accuracy, and presentation. Important documents should be carefully checked before submission or distribution. Confidential documents should be handled securely. Therefore, effective document drafting supports professional communication and ensures that organisational information is presented clearly and accurately.
9. Maintaining Confidentiality
A secretary frequently handles confidential information relating to management decisions, employees, customers, finances, contracts, meetings, and business activities. Maintaining confidentiality is therefore an essential function. The secretary should ensure that sensitive documents and information are accessed only by authorised persons. Confidential conversations should not be discussed with unauthorised individuals, and physical and digital records should be protected appropriately. The secretary should also exercise discretion while dealing with visitors and telephone calls. Thus, confidentiality helps protect organisational interests and maintain trust.
10. Administrative Assistance
A secretary provides administrative assistance to executives and departments to ensure the smooth functioning of office activities. The work may include preparing documents, maintaining schedules, arranging meetings, handling correspondence, maintaining records, coordinating with departments, and organising routine office tasks. The secretary may also assist in travel arrangements, preparation of reports, and follow up of pending matters. By performing these duties efficiently, the secretary reduces the administrative workload of managers and employees. Thus, administrative assistance contributes significantly to organisational efficiency and coordination.
Position in Office of Secretary:
A secretary occupies an important administrative and coordinating position in an office. The secretary generally works as a link between management, employees, customers, visitors, and other stakeholders. The secretary assists executives in managing correspondence, appointments, meetings, records, telephone calls, and daily schedules. In many organisations, the secretary works directly under a manager, executive, department head, or other authorised officer. The exact position and authority depend on the nature and size of the organisation.
A secretary may hold different positions such as Personal Secretary, Private Secretary, Executive Secretary, Departmental Secretary, or Company Secretary. A Personal or Private Secretary mainly assists a particular executive, while a Departmental Secretary supports the administrative work of a specific department. An Executive Secretary may perform wider coordination and administrative responsibilities. A Company Secretary has specialised statutory and corporate responsibilities under applicable law.
The secretary is not merely a clerical employee. The position involves responsibility, confidentiality, communication, coordination, and administrative support. The secretary may have access to important documents and information and therefore must exercise honesty, discretion, and professional judgement.
Company Setup of Secretary:
1. Position in the Organisation
A secretary may work directly under the Managing Director, Chief Executive Officer, General Manager, department head, or another senior executive. The position depends on the size and structure of the company. In larger organisations, several secretaries may work at different administrative levels.
2. Company Secretary
A Company Secretary holds a specialised position in a company and performs important corporate and statutory functions. The Company Secretary assists the Board of Directors, maintains statutory records, supports compliance with applicable laws, and helps ensure that corporate procedures are properly followed.
3. Personal or Executive Secretary
A Personal or Executive Secretary works closely with a senior executive. The secretary manages appointments, correspondence, meetings, travel arrangements, documents, telephone calls, and other administrative activities. The secretary acts as an important link between the executive and other employees or external parties.
4. Departmental Secretary
A Departmental Secretary works within a particular department such as finance, human resources, marketing, or administration. The secretary maintains departmental records, prepares correspondence, schedules meetings, handles communication, and provides administrative support to the department head.
5. Reporting Relationship
The secretary normally reports to the person or department under whose authority the secretary works. Clear reporting relationships help define responsibilities, authority, communication channels, and accountability. A secretary should follow instructions from authorised officers while maintaining professional judgement in routine matters.
6. Coordination Role
The secretary performs an important coordination role by connecting management with employees, departments, customers, visitors, suppliers, and other stakeholders. Effective coordination ensures that information reaches the right person at the right time and that administrative activities are completed smoothly.
