Question

Describe the qualities of a secretary?

Answer 1

The qualities of a secretary are explained as follows:
(1) Accuracy: Accuracy implies correctness. The secretary must be accurate in keeping records and maintaining books of accounts, drafting the letters, reports, circulars, minutes, documents, collecting and supplying information, etc. It helps to build confidence in the secretary and in turn builds up reputation of the organisation or employer.
(2) Adaptability: Adaptability implies the ability to adjust or adapt oneself readily to the changing situations or conditions. A secretary has to face new situations, accept new duties and come in contact with people of different temperament. If he is adaptable, he can deal with all such changes more efficiently and easily. In particular, a private secretary has to adapt himself to the habits, working style, routine and moods of his employer.
(3) Co-operativeness: The secretary must have a strong attitude to be co-operative with every member, customer and government official. Lack of this quality in the secretary makes it difficult for him to develop voluntary co-operation among the subordinates.
(4) Courtesy: Courtesy means politeness and kindness. The secretary must show courtesy in words and action towards the members of the society and others.
(5) Initiative: Initiativeness implies taking efforts voluntarily to accomplish a task. Sometimes. a secretary is required to take independent decisions on the spot, particularly in the absence of his boss or employer. He must see to it that his decisions are in the best interest of his employer or organisation. For this purpose, a secretary should have the quality of the initiative to accept responsibilities.
(6) Leadership: Leadership means the ability to induce, influence, and guide subordinates to work willingly and also to undertake new projects. Secretary has to execute the policy decisions taken by the top management through his employees. The secretary should possess the quality of leadership to create team spirit among the stail' and to achieve the objectives of the organisation. Lack of this quality makes the secretary stagnant and dependable.
(7) Loyalty: The quality of loyalty implies faithfulness. Being a confidential officer, a secretary must be true, loyal and faithful to his job and organisation. He should not disclose or divulge secret matters or information to outsiders. He must protect the interest of his employer or organisation in all possible ways and under all circumstances.
(8) Orderliness: Orderliness means doing everything in a systematic or methodical manner. Quality of, orderliness helps the secretary to complete the work or job in time and in proper order.
(9) Pleasing personality: The secretary has to deal With different individuals such as the Board of Directors, employees of the organisation, shareholders, investors, government authorities, press and many others. Therefore, the secretary must possess a very pleasing, impressive and winsome personality to do the work more efficiently and effectively. The pleasing personality of secretary always helps to build up and boost his and his employer’s or organisation’s image. Pleasing personality reflects a person’s character, way of talking, manners, temper, confidence, etc.
(10) Punctuality: Punctuality refers to doing things or acting at appointed time. The secretary must complete the work assigned to him within given time limit. Though a secretary is the chief executive officer of the organisation, he himself must be punctual first. That will motivate all the office staff to be equally punctual. The secretary must be punctual in his visits outside the office.
(11) Tactfulness: A secretary must be tactful because he has to face unexpected and difficult situations. He knows the secrets of his superior or the organisation and without divulging them he has to keep others happy. He can deal with such delicate situations only with tact. He has to present the unpleasant facts in a most acceptable form. This is possible .with tact alone. He will be able to secure co-operation from others, only if he is tactful.