XI_Com_SP_Chapter_1_Topic_1.6_Importance_Of_Secretary

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.