Functions of a Management Secretary – Regardless of the size of a company, regardless of its size, it requires a team of professionals who, from their work, help the company achieve its proposed goals. An organization is important for the well-being of an organization, which is why most companies have a secretary who is in charge of various tasks.
With the advent of the digital revolution, this working situation has not disappeared, but only transformed; we will talk about this at the end of this article. However, before we know that the functions of a secretary of a company are in very specific cases, what needs to be studied and how to get the secretary’s job in order to successfully complete the secretary’s tasks.
Functions of a Management Secretary According to Type of Company
Review the suitability of the documents. Throughout the day, a secretary may work on a large number of documents. If these documents come from different departments, suppliers, or customers in the organization, the direction secretary should evaluate the importance of each document so that they can handle their importance as best as possible.
Production of presentations. The Board of Directors is expected to show their results or proposals in writing using multimedia presentations. An Executive Secretary must ensure that all documents submitted are either grammatical or spelling errors. If for some reason you feel the content is inappropriate, you can discuss it with your boss.
Your workplace organization. The opportunity of an Executive Secretary to show a professional and prepared environment should always be clear and consistent.
You are welcome to meet the manager. If you are busy, you should give them coffee and breakfast waiting and sitting.
Sometimes, the Managing Secretary may have to respond to emails from company employees, suppliers or customers.
Keep all the privacy of what you see, read or hear in your office. Perhaps an executive secretary will consider him a long-term job.
Daily reminds managers of their schedules using email or social media.
Responsibility of the Senior Management Secretary
Generally, the executives of the company travel frequently, so one of the tasks of a top managing secretary is to organize his boss’s trips such as schedules, airline tickets, accommodations, appointments, travel, travel, etc.
Communication with the rest of the organization is essential. The Secretary should ensure that those responsible for various departments of the organization are updated on the business activity that takes place in the short, medium or long term.
Adjust appropriate programs based on the duties of the principal this role of a top management secretary is necessary so that the days of the week are not considered more than meetings.
Master the latest technology related to the administrative functions of the Secretary, especially in computer programs.
Work independently, guess what your boss needs.
Sometimes, a top management secretary may have to accompany his boss on his business trip.
The Job of a Management Secretary in an Organization
Review the management correspondence of any company and communicate effectively with other employees and suppliers and/or customers.
Make sure that this company complies with certain legal obligations by examining the adequacy of various types of documents.
Keep effective records of your boss’s meetings as scheduled and do not interfere with other responsibilities.
Send agendas and reports.
Check that the agreed actions have been completed.
The organization has an updated agenda, including employees, customers and suppliers.
What you need to Study to Become a Secretary
In order to perform the duties of the secretariat properly, this profession requires basic knowledge gained through various universities, vocational training centers or secretarial courses. For example, one option is to complete the required 1,300 hours of study in the title of higher technical training in secretarial training. In the case of a course, you can also complete an administrative assistant, assistant director, or secretarial course.
Keep in mind that nowadays companies are more interested in expanding their business internationally, so if the Secretary’s activities involve contact with foreign customers or suppliers, the English order will always have the benefit.
How to See a Secretary’s Job
One of the benefits of performing a secretary is that you can work in this profession with or without previous experience. Obviously, if the person has previous experience in the secretary’s field, the economic situation will be much better, regardless of your previous work experience.
First of all, you need to write a good biography focusing on the secretary field. It is preferred that this document is not on more than one page and is professional in style. Its most important sections are personal information, experience and educational training. Remember that your CV should always be tested a few times to make sure it does not have grammatical or spelling errors.
With your CV you can attach a cover letter that highlights 2 or 3 professional achievements you have received in the past. The purpose of this document is not to repeat what is said in the syllabus, but to supplement it with the attention of the HR team.
If your secretary profile matches the company, they will inform you of an interview, so that you will need to answer common questions from a personal interview. At this stage, you may receive a letter of recommendation to demonstrate your skills as a secretary.
Finally, the day after your interview, you can email a thank-you letter to the HR team to thank them when they dedicated it.
Demand for Virtual Secretaries Increased
Finally, we want to show you an alternative that uses even more companies: virtual secretaries. In this case, the employee does not work directly at the agency’s offices, but remotely. The tasks of the virtual secretary are practically the same as those of a transactional secretary. But this option can provide more benefits to professionals (likely to work from anywhere in the world) and organizations (cost reduction).