The role of the secretary.

Who is the secretary?

A secretary is a person who is responsible for receiving and writing the correspondence of a
superior, to carrying out the agenda, to keep and organize the documents of an office (Julian
Perez Porto y Maria Merino, 2010).

The executive secretary manager fulfills different roles according to their abilities and
knowledge.

The role of the secretary can vary, however the following is a basic guide to a secretarys
job:

1. Planning and supporting meetings

2. Taking minutes at meetings

3. Keeping files and past reports

4. Letting people know when and where the next meeting

5. Helping to prepare agendas for meetings with the chairperson

6. Writing and receiving letters on behalf of the group

7. Keeping members informed of what correspondence has been sent out and received

8. Keeping a record of membership

9. Keeping a record of important contacts.

10. Ensure meeting effectively and organized

11. Maintaining effective records of the information of the business

12. Maintaining the correspondence organized

13. Keep all work up to date

14. Maintaining a records of the organization activities

15. Manage travel and schedule.

16. Provide administrative support to departments or individuals.

17. Schedule meetings and arrange conference rooms.

18. Alert manager about cancelations or new meetings.

19. Handle information requests.

Desd aqui empieza ELIZABETH

Routines related to the secretarys function

What is a routine?

A routine is a habit that is acquired by repeating the same task or activity many times,
develops almost automatically, without the need to involve reasoning (Julian Perez Porto y
Ana Gabriel, 2010)

The routines are activities that the secretary performs daily in her work place.

Typical Duties

1. Types and/or processes text and information such as letters, reports, memoranda, course
materials, and may compose routine correspondence.

3. Makes and schedules appointments and travel arrangements.

4. Sets up and maintains alphabetic, numeric, and/or subject files.

5. Receives visitors and answers routine inquiries.

6. Prepares forms for and operates office copy machine.

7. Gathers materials from specified sources.

8. May take and transcribe dictation.

9. Performs related job duties as required.

10. Answers and screens phone calls and manages the General Managers mail.

11. Schedules and coordinates appointments, meetings and events, including registration and
travel arrangements as necessary.

12. Transcribes drafts, proofreads and revises correspondence, memos, flyers, agendas,
minutes, resolutions and policies.

13. Manage the managers agenda.

14. Receive and make phone calls, or failing to take messages when necessary.

15. Provide operational support to the Marketing and Sales Management, General Secretary
and General Management, in the required procedures.

16. Take control of the correspondence sent and received.

17. To attend the clients who visit the General Management.

18. To receive, register, distribute and file the documentation that enters the company, taking
control over the correspondence sent.

19. Write letters, memos, circulars, emails and other documents that are required by the
Management
20. Greet and receive visitor.

SOFY

Issues to be considering when arranging a meeting

Things to consider when preparing for your meeting.

Want to organize an effective meeting? Prepare a good agenda

Agenda is the most crucial part in preparing and planning a meeting. The following steps for
planning a productive meeting do not necessarily have to be done in the order listed. The
following list suggests the multitude of considerations relevant to meetings (Ury William,
1991).

1. Start the meeting with introductions.

2. Make sure everyone can see an agenda.
3. Give a brief overview of the meeting and explain what it is for.
4. Define the meeting purpose and objectives
5. Create the participant list
6. Establish roles
7. Develop the agenda
8. Identify background materials
9. Plan the meeting space
10. Sum up some important points and create a draft of an agenda in Meetings.
11. Send invitations to participants and inform them about the agenda.
12. Encourage people to contribute in editing the agenda by asking them to write notes
and comment on the draft.
13. Make sure the agenda doesnt expand too much and that it sticks to the core issues.
14. Take a back-up copy of the agenda.
15. Summarize all covered issues and ask for comments.

MARY

Establishing basic rules that should not be made during a meeting

Some of the more common ground rules a secretary should not do in a meeting:

Lose concentration
Avoid bringing food to the meeting.
Generate conflicts
Talk to the partner
To be late
Use the cell phone
 FATHY

Offices supplies

Office Supplies refers to the expendable items which are used for official administrative
purposes in a field office.

List the office supplies

Office Furniture and Equipment

Desk Office decorations

Confortable chair Labeling machine
File cabinets Wall whiteboard and markers

Overhead and work Radio

Lighting Paper shredder
Client seating Photocopier
Fireproof safe Wastebasket
Desktop and pocket Recycling bin
Calculators Fire extinguisher
bookcases First- aid kit
Postage meter Worktable(s)

DAMARIZ

Computer Hardware and Accessories

Desktop computer and monitor Powerpoint projector

Keyboard and mouse Digital camera
printer Handheld organizer
modem Surge protector
Notebook computer Computer locks
CDV writer Scanner

Communications

Telephone line Cordless headset

Internet connection Speakerphone
Tool- free line Pager
Desk telephone Tape recorder
Cordles telephone Cellular telephone
Answering machine/service

General Office Supplies

Business cards Pencils and pens

Envelopes Printer paper
Stationery Cleaning supplies
Imprinted advertising specialties Fax paper
Postage stamps Notepads
Printer cartridges File foldersStapler
CD and floppy disks Scissors
Para hacer preguntas

Can you help me, please?

I need your help. Please?

Come hear please

Reference

1. From The Strategy of Meetings by George Kieffer. 1988 by WARNER BOOKS,

INC. Reprinted by permission of Simon & Schuster, Inc.
2. Elizabeth Church, "Fitness Tips." Globe and Mail, Management Briefs.
3. Ury, William. 1991. Getting Past No: Negotiating with Difficult People. Bantam
Books. New York, NY