Question

Describe any four qualities of a secretary?

Answer 1

A Secretary requires certain qualities to be able to fulfill the employer’s organization’s goals. They are as:-

1. Accuracy- Accuracy means correctness. He must ensure that his work of drafting letters, recording minutes, maintaining records etc. is accurate without any mistakes. “ACCURACY” is one of the qualities of Ideal secretary.
2. Adaptability- Change is law of nature. It is one of the key skills or factor to adjust oneself to the changing situation. The situation changes due to government policies, management policies etc.
3. Co-operativeness- The secretary must have a strong attitude to be co-operative with every member, customer and government official. He must help his subordinates and try to solve their problems. This will help in developing team spirit and togetherness in the organization.
4. Courtesy- Courtesy means politeness and kindness. He should be courtesy while dealing with people and this creates a positive impression about the employer and the organization.
5. Initiative- Initiativeness implies taking efforts voluntarily to accomplish a task. Secretary is one of the important employees of the organization. He has to initiative to take quick and right decisions if the employers are not present.
6. Leadership- Leadership is an important quality for a secretary as he is required to get the work done through others. A secretary should have the ability to guide, advise, inspire and motivate others to complete their work in proper manner. It will help in creating team spirit.
7. Loyalty- Loyalty means faithfulness. Being a confidential officer, a secretary must be true, loyal and faithful to his job and organization. He should not disclose or reveal secret matters or information to outsiders. He should give top priority only to organizational goals.
8. Orderliness- : Orderliness means doing everything in a systematic or methodical manner. This helps the secretary to complete the work or job on time and in proper order.
9. Pleasing Personality- A secretary should have a pleasing personality. The secretary has to deal with different individuals such as the Board of Directors, employees of the organization, shareholders, investors, government authorities, press and many others. Pleasing personality reflects a person’s character, way of talking, manners, temper, confidence etc.
10. Knowledge seeker- It is important that the secretary keeps upgrading the knowledge so that he can perform statutory functions.
11. Punctuality- Punctuality refers to doing things or acting at appointed time. The secretary must complete the work assigned to him within given time limit. That will motivate all the office staff to be equally punctual. The secretary should have a good time management.
12. Tactfulness- Tactfulness is the ability of a person to handle a situation in a right manner. A secretary must be tactful because he has to face unexpected and difficult situations. He knows the secrets of his superior or the organization and without disclosing them he has to keep others happy. He will be able to secure Co-operation from others, only if he is tactful.