What are some of the functions a secretary will typically perform?

The roll of a secretary is far wide and it differs from place to place. The primary roll is working for an Executive/Chairman/Director-(any particular designation).

1. First see that his/her boss's desk is complete with all the necessary functional needs for him, and his work place is presentable.

2. Filling his desk with stationary, and clearing the clutters from the earlier day matters.

3. Keep a note for the days schedule for him to see on his arrival. Collecting Mails-emails, and sorting it out as per priority and subject and put it for the boss.

4. Taking down reply mails dictation, and all his instructions and put it down property in the schedule in his personal calendar and also with her schedule calendar.

5. Collecting reports from various departments as per company policy and presenting it to the boss and if need be prepare necessary reports/charts as desired and instructed by him. 

6. Understand the company policy of internal meetings or that is called for by the boss as and when necessary and see that all the concerned peoples are informed. Make preparation of Meeting room set up as per the number of attendees, and arranging all the stationery. If Audio and Video presentation is also taking place which is common now a days; arrange for the implementation or if one already exists then check its functionality well before a day and take necessary action to put it in order. If Audio Video presentation CD/Memory or live is well set on the scheduled date.

7. Be present in the meeting and taking down notes and prepare the Minutes of the Meeting. Circulate it for signature and copies distributed.

8. If external meetings are arranged then see that all the peoples going with the boss are informed and arrangement of transport and other needed things are well planned for the days meeting.

9. Making travel arrangements of Air-Tickets and Hotel Bookings 

10. Get re-confirmation of meetings a day in advance to know the last minute changes if any, so that travel time is not wasted.

11. Collect all the papers and information after the boss arrival to office and take necessary instruction.

12. Update of contact information of clients, staff and business connects and keep a copy for the boss.

13. Personal hygeine and his medical needs when travel is informed in advance for his good health.

14. On the whole there are more as per the business and boss functionality. 

- filling system 

- operator 

- meetings memo 

- travel arrangements ( ticket- hotel)

- Petty Cash  

1.Co-ordinate on behalf of your superior.

2. Maintain a diary and remind his schedule. A secretary is a clock to his  or her superior.

3.Should know to maintain secrecy of his or her superior official and personal both.

4. Attend meetings on behalf of superior wherever and whenever needed.

5. Should ensure his desk to be clean. Stationery should be kept ready handy before he asks.

6.Priortize work accordingly.

7. A Secretary should know who is important to be allowed to meet his or her superior. Everyone is not allowed to meet in his or her cabin.

8. Take care of the hospitality of guests of superior.

9. As far as possible try to reduce work load of  the superior and run the office smoothly.

The role varies greatly depending on the sector, the size of the employer and levels of responsibility. Most work involves both written and oral communication, word processing and typing, and requires relevant skills such as IT, organizational and presentation skills, as well as the ability to multi-task and work well under pressure.

A secretary or administrator provides both clerical and administrative support to professionals, either as part of a division, team, specific projects or individually. The role plays a vital part in the administration and smooth-running of businesses throughout industry.

Responsibilities

Common tasks include:

·         Maintaining a proper  filing systems;

·         Coordinating & scheduling meetings, creating agendas etc

·         Diary Management

·         Organizing travel for staff, hotel booking flight booking etc.

Depending on the sector, the role may also include many of the following:

·         Administrating  a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases;

·         Booking rooms and conference facilities;

·         Using content management systems to maintain and update websites and internal databases;

·         Managing and maintaining budgets, as well as invoicing;

·         Liaising with staff in other departments and with external contacts;

·         Ordering and maintaining stationery and equipment;

·         recruiting, training and supervising junior staff and delegating work as required;

·         Manipulating statistical data;

·         Arranging in-house and external events.

• To ensure compliance of the provisions of Companies Law and rules made there-under and other statutes and bye-laws of the company.
• To ensure that business of the company is conducted in accordance with its objects as contained in its memorandum of association.
• To ensure that affairs of the company are managed in accordance with its objects contained in the articles of association and the provisions of the Companies Law.
• To prepare the agenda in consultation with the Chairman and the other documents for all the meetings of the board of directors.
• To arrange with and to call and hold meetings of the board and to prepare a correct record of proceedings.
• To attend the broad meetings in order to ensure that the legal requirements are fulfilled, and provide such information as are necessary.
• To prepare, in consultation with the chairman, the agenda and other documents for the general meetings.
• To arrange with the consultation of chairman the annual and extraordinary general meetings of the company and to attend such meetings in order to ensure compliance with the legal requirements and to make correct record thereof.

1. Order appointments
2. Print letters
3. Send Emails

• Managing the scheduled meetings/appointments
• Receiving incoming and outgoing couriers, memos and letters
• Attending the concerns of various clients 
• Summarizing and Collecting reports from co-workers
• Making sure that the reports is submitted on time
• taking notes of the important details and assigned tasks to co-wokers

The most important thing is the confidentionlity,arranging appointments, taking messages, typing, filing, organizing and servicing meetings as taking the minutes managing, coordinating mails.

provinding minutes for every meeting conven

Be present in the meeting and taking down notes and prepare the Minutes of the Meeting. Circulate it for signature. Replying to the emails, Writing Letters and Coordianting with other employees of the company

A secretary is the one who's behind a professional with higher rank, which provides both clerical and administrative support to professionals, either as part of a team or individually. They are involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks.

Add to this, an effective secretary should know when to take her own decision making specially when his immediate is not around. This is the kind of profession which needs presence of mind and atentiveness all the time.