ROLE OF A PROFESSIONAL SECRETARY (I)

A SECRETARY IS AN EXTENSION OF THE BOSS

1. Improve the administration efficiency of the office of the

boss. It helps the boss to improve his own productivity.

2. Prioritizing : The secret of efficiency and equipoise.

Plan : Meetings, Follow ups, The day’s work,
Appointments and Itinerary.

3. Improve your Personality (Grooming): manners, courtesies

4. Loyalty : First to the Company & then to the boss.

5. Confidentiality.

6. Team Work.

7. Promotion Potential. (contd.)

 Role of a professional secretary (II)

 Motivation: Possess high esteem

 Leadership: Are you ready for a challenging situation and

face uncertainties? Observe, listen, discuss, and think

 Understand and accept people: You can’t change them.

They will change their attitude only when they are

motivated. Adjust and change.

 Collaborate with colleagues rather than compete with

them.

 Communication skills

 Management of time: Organise your schedule

 Responsibilities of a Secretary
Everything that you say or do reflects on your
boss and his office

 Always be there

 Always prioritise

 Deliver accurate typing work

 Monitor messages and visitors

 Maintain schedule of appointments

 Planning and organising meetings

 Handling correspondence

 Easy reference: Attach past correspondences to

incoming mail

 Maintain up-to-date records

 Record of address, e-mail or other dereferences.

 The Complete Professional

 Keeping abreast of technological changes

 Keep yourself informed of the latest issues:

social, economical, corporate and cultural

 Read newspapers, watch television, listen to

radio and surf internets

 Attend workshops, development programmes,

listen to lectures by distinguished persons.

 Qualities of a Secretary
Business Attributes

 Basic skills (typing and stenography)

 Professional in approach and outlook

 Be well-organised (tidy, orderly and systematic)

 Good memory ( effective recording system)

 Tactful and diplomatic: Ability to handle people

 Good dress sense

 Good listener

 Able to make decisions

 Able to think ahead

 Able to work without much supervision

 Plenty of common sense

 Qualities of a Secretary
Personal Attributes

 Emotionally stable, self-control

 Reliable and trustworthy: maintain confidentiality

 Pleasant, cheerful and friendly personality, flexible,

adaptive

 Resourcefulness and initiative

 Punctuality

 Ability to work under pressure

 Ability to remain discreet and unobtrusive

 Willingness to work long hours

 Honesty and integrity