10 Secretarial Duties You Need To Know If You Want A Career In This Field

Secretarial work is often underestimated by some people. They think that secretarial work is very easy and can be done by anyone. In fact, some people think that a secretary's job is just to record and copy documents.

Actually this assumption is wrong. Secretary's daily work is quite extensive. In addition, it requires certain secretarial skills that no one else has. Therefore, in this article, we will discuss in detail the various duties of a secretary, which until now have not been widely known.

1. Receive and Forward Calls

A general secretary's job is to take phone calls and direct them to the right people. This applies to several industries such as hospitals, offices, law.

The secretary is responsible for receiving incoming calls, messages and invitations from clients and forwarding them to the appointed agent.

In some cases, the secretary will also direct calls to the necessary person or department to help callers get the information they want.

For example, an office secretary receives a call from a corporate partner who wishes to speak with executives or management. The use of the telephone is to deal with urgent matters, so the secretary must forward the request to the recipient.

2. Organize and Record Meeting Results

Meetings are not only attended by the board of directors or certain divisions. In fact, secretaries often also attend company meetings.

Whereas, the secretary usually does not have the responsibility to make decisions during meetings. However, the secretary has the important task of organizing meetings and recording the results.

3. Doing Administrative Records

The secretariat is also responsible for administrative documents. Some of the administrative jobs mentioned are:

• Record the activities of the organization

• Ensure employee and manager contact information is up to date

• Create logs and reports and prepare various documents

In addition, the secretary must provide a list of names and contacts useful to the company, such as Investors, government, outsiders, and other company employees.

4. Ensuring Legal Requirements

As someone who files documents, the secretary also has a duty to fulfill various legal requirements.

The secretary must ensure that the information contained in the document complies with the applicable laws and regulations. The law in question is not only state law.

In addition, the secretary must ensure that every document and decision taken is not far from violating company law.

5. Keeping the Company's Activities Running Effectively

The secretary is responsible for the smooth running of the company. To ensure that everything runs smoothly, the secretary must create an agenda and schedule.

If you act as the secretary to the director or CEO, your job is to arrange the schedule and agenda for their daily activities.

In some departments, the secretary also makes a meeting schedule in the company and informs all invited participants, for example customers, vendors or shareholders.

In addition, the secretary has the right to control staff and meeting invitations.

6. Welcoming Guest Leaders

The job of the company secretary is usually to welcome guests or customers. Then direct them to the boss or the conference room.

When guests are greeted at pintu front by the receptionist, they are directed to the secretariat room and then directed to a designated person, such as a manager.

In addition, the secretary is responsible for preparing food or drinks for the guests and recording the key points of the conversation.

7. Supervise New Staff and Employees

The secretary works closely with the chief of staff to implement new company procedures. Instead, secretaries and office managers mentor new company employees.

Many secretaries help HR managers and new hires develop skills, follow company protocol, and become familiar with the company work environment.

8. Ensuring Inventory of Office Supplies

In some companies, the secretary is also responsible for buying office supplies. The secretariat must record which equipment is still available, which have run out and which are needed. Then the secretary handed the note to someone else to buy.

However, this one task is not always done by the secretary. There are several companies that have special employees who take care of office supplies.

9. Helping the Executive Section Carry out the Task

The secretary's role is to help the manager complete small tasks or large projects.

For example, the chief marketing officer's secretary can help his boss organize various reports to prepare a presentation. Because the duties of a secretary are varied, success in this role requires qualified soft skills and hard skills.

10. Documenting Financial Information

This role depends on the needs of the company, sometimes the finance staff is responsible for the collection of financial data, not the secretary.

Documentation contains proof of purchase of merchandise, payment of benefits, expenses and income.

The ten tasks of the secretary above are the main tasks of the secretary. Actually there are many other tasks. However, each company has its own policy according to their individual needs.

So, are you interested in building a career as a secretary?