1.6 Importance of Secretary
1) Chief
Executive Officer:- A Secretary acts as a connecting link between management and
and staff of the organisation. It is important to have an effective and proper
communication and co-ordination between the management and the staff at
different levels. This implies a good conduct of business activities and
contionous flow of work in an organisation. Along with these duties, being a
chief executive officer of the organisation, the secretary implements and
executes decisions taken by the management.
2) Administrator:- A
secretary looks after the routine office administration of the business. Daily
administration of an organization includes office management, documentation of
important issues, attending telephone calls answering to the official mails,
attending visitors, etc. the
3)
Advisor:- A secretary is clously
connected with all the aspects of business operations. Therefore his views,
opinions and observations are always considered valuable while taking important
policy decisions. Thus the secretary acts as an adviser to the management in
taking appropriate policy decisions. Such policy decisions are necessary in an
organization to achieve the expected growth of the business.
4)
Custodian of secret information:- As the secretary is
entrusted with cofndential or secret matters, he is called as confidential
officer. As he is closely connected with the top management, he attends all
meeting of the committees where confidential decisions are taken. All such
important decisions regarding business activities are required to be maintained
confidential. The secretary acts as trustwrothly and confidentaial person. He keeps the
secrets of his employer and does not disclose the secret and confidential
information of the employer or organization to any person.
5)
Correspondent:- A secretary has to conduct
correspondence with member, directors, banks insurance companies, register,
government authorities , customers etc, Being the correspondent, he has to
draft different types of letters, e-mails etc. skillful so as to build good image
of his organization. The secretary has to look after inward and outward
correspondence.
6)
Legality:- A secretary is responsible
for compliance with legal requirement on behalf of his organization. He has to
prepare and maintain certain statutory books and registers under statutory
provisions. He has to file certain returns and statements to the proper
authorities within the stipulated time laid down by the Acts.
7)
Vital
role in conducting Meetings:- Important decisions are taken only in the meetings.
Therefore, secretary has to conduct various types meetings by order of the
superiors. He has to perform necessary duties before, during and after the
meetings.
