Question

Define a secretary and explain the importance of secretary?

Answer 1

Definition of Secretary: According to Collins English Dictionary, a Secretary is a person who handles correspondence, keeps records, and does general clerical work for an individual or an organisation.
The term Secretary can be defined as “A Secretary is a trustworthy official appointed by a busy person or a firm or a body corporate or a non-profit-making organization or government.
In modern times a secretary has greater status and importance in an organization. This is because of the ever-changing and never ending demands of today’s business world.
The importance of a Secretary is explained as follows:
(1) Expert advice and guidance: As a secretary is closely associated with all the aspects of business operations, his opinions, observations and views are always considered valuable by the t0p management while taking policy decisions. Thus, a secretary acts as an advisor to the management and helps the management in taking correct policy decisions. He also provides guidance to the management and helps in growth and development of the organisation.
(2) Administration: A secretary holds a key position in the administrative set-up of every organisation because he looks after the routine office administration of the business which includes office management, documentation of important issues, attending telephone calls, replying official mails, attending to visitors, etc. The executives i.e., president, managing director, etc. working at the t0p level remain extremely busy. They have no time to devote to routine administrative matters. A secretary relieves their burden and enables them to concentrate on more important issues relating to business policies and matters.
(3) Custodian of secret information: A secretary is a custodian of confidential or secret information. As a trusted servant of the organisation, he has to maintain utmost secrecy. He works as per the directions and desires of the employer or the organisation. As he is closely associated with the top management, he arranges and attends all the meetings of the Board and Committees where important and confidential decisions are taken. He has to maintain secrecy of all such decisions and information.

(4) Correspondent: Being an administrative officer of an organisation, a secretary has to conduct correspondence with the different stake holders such as members, directors, customers, banks, lenders, investors, insurance companies, registrar, government authorities, etc. on behalf of the organization. He is required to draft different types of letter and e-mail skillfully so as to develop good reputation of his organisation. He is also required to handle inward and outward correspondence.

(5) Legal compliance officer: A secretary is required to comply with the legal requirements of his organisation. He has to prepare and maintain certain statutory books and registers in accordance with the provisions of applicable laws. He has to file returns and statements to the government authorities within the stipulated time as lay down by the applicable Act.
(6) Vital role in conducting meetings: As per the directives of the Board of Directors, a secretary has to arrange and conduct various types of meetings. He is required to perform necessary duties before, during and after. The meetings which include preparation of notices and agenda, sending notices with agenda to concerned parties, preparing minutes, etc.
(7) Link between management and staff: In every business organisation, secretary acts as a bridge or connecting link between the management and staff of the organisation. He has to establish an effective and proper communication and coordination between the management and the staff at different levels.
(8) Fulfilment of secretarial standards and secretarial audit: The main objectives of secretarial standards and secretarial audit are to check whether the company is adhering to the legal and procedural requirement. Secretary has to make compliance with the secretarial standards and secretarial audit.