Question

Define the term secretary and explain the features of a secretary.

Answer 1

The secretary is an "A person, whose work is to write for others, especially one who is employed to conduct correspondence, keep records and to transact various other businesses for another person or for a society, corporation or a public body".

Features of Secretary are as follows:

(i) A secretary is always an individual and not a corporate body or any other institution.

(ii) A secretary may be appointed by an individual, public body, an institution, a joint stock company or a cooperative society. He acts as an employee of his master (a person or a body). He may work on part-time or on a full-time basis. (iii) He acts as a confidential writer. He is a custodian of secret and confidential information of his employer or appointing authority. (

iv) A secretary has to perform various duties. Duties like office administration, correspondence, record keeping, public relation, statutory duties and other duties as per the nature of activities undertaken by his employer.

(v) A secretary is an employee(servant) of his boss. Still, he occupies an influential position in office administration and management. However, he is not allowed to take independent decision. He just has to carry out or implement the decisions taken by his superiors.

(vi) Every secretary must possess certain qualifications and qualities. The qualification includes educational, professional and training. Some secretaries require to possess the qualifications prescribed by Law (like company secretary). A secretary also requires to develop certain good qualities within himself to become successful in his work.

(vii) A secretary is paid remuneration for his services. A personal secretary, company secretary get the regular salary, while a secretary of the co-operative society, non-profit association work honourary basis.

(viii)There are two types of secretaries - Personal and Institutional i.e. company, co-operative society, club etc.

(ix) A secretary has to perform statutory duties. Statutory duties are those which are required to be performed under the specific Act (or law). A secretary of the joint stock company, a cooperative society have to perform statutory duties at large.