Company Secretary Duties and Roles

A Company Secretary acts as a mediator between the company, its board of directors, stakeholders, government and regulatory authorities. A Company Secretary is a professional, who has expertise in corporate laws, capital markets, security laws and corporate governance. He/She is the one who advises Board of Directors on the kind of practices to be adopted in corporate governance.

 A Company Secretary is an important official who ensures that best management practices and work ethics are followed to create wealth creation for the company. He/She is the one who represents the company for internal and external stakeholders, co-ordinates the policies of the company and management function, guides on the strategic decisions for the betterment and growth of the company like merger, acquisition and joint collaboration.

Company Secretary Roles:

A Company Secretary should ensure the well-being and growth of the company, its Board of Directors and all Stakeholders

A Company Secretary should make sure that the procedure for appointment of directors is followed properly. He/She should also ensure that the newly-appointed directors have a proper induction and special training organized, if the need be.

He/She should also provide all types of support and guidance to the directors, helping them in discharging their duties.

A Company Secretary should ensure that all statutory and regulatory requirements are properly complied with. They play a key role in ensuring that the decisions of the Board on the whole are properly implemented and communicated within the organization. They should advise the company and its board of Directors on business ethics and corporate governance.

A Company Secretary should also ensure that the interest of the stakeholders are safeguarded and should communicate with them on regular basis.

Company Secretary Duties and Responsibilities:

A Company Secretary is the person who is responsible for organizing board meetings, informing board of directors about the impending meeting, formulating the agenda of the meeting with Chairman and/or Chief Executive, compiling the minutes of the meeting and maintaining minute books.

A Company Secretary has to ensure that Annual General Meetings (AGM) are held as per the Companies Act and the companies’ Article of Association. He/She is responsible for issuing notices of meetings, distribution of proxy forms, helping directors update themselves and getting prepared in case any shareholder ask questions, helping directors prepare briefing material and ensuring that security arrangements are done for the meeting. During the meeting, they have to ensure that proxy forms are processed properly, voting is carried out properly and recording the minutes of the meeting.

A Company Secretary has to ensure that the Memorandum and Articles of Association is properly complied with. In case any amendments are issued, they have to make sure that they are implemented in the right manner.

He/She had to make sure that company complies with the Yellow Book requirements and it properly implements the model code and/or company code regarding the company’s securities. He/she has to maintain relations with Stock Exchange through company’s brokers and he/she is responsible for relaying information regarding the company to the market.

He/she is responsible for maintaining the statutory registers regarding the members, company charges, directors and secretary, directors’ interests in shares and debentures, interests in voting shares and debenture holders.

Company Secretary is responsible for filing annual reports, amended Memorandum and Articles of Association, return of allotments, notices of appointments, removal and resignation of directors and the secretary, notices of removal or resignation of the auditors, change of registered office and resolutions in accordance with the Companies Act with the Registrar of Companies.

They are responsible for the publication of the company’s annual report and accounts. They have to maintain the company’s register of members, deal with questions of the

shareholders and transfer of share-holding etc., They have to regularly communicate with shareholders – both individual and

institutional -- through circulars and notices, and ensure the payment of dividends and interest. They have to keep an eye on register of members in case any stakeholder is aiming at taking over the company.

He/She has to play a key role in implementing acquisitions, disposals and mergers. They have to make sure that proper documentation is in place and proper commercial evaluation is done.

The Secretary is responsible for keeping people informed about the organization’s activities. Their main job is taking minutes ofmeetings.This information sheet looks at the Secretary’s job. There areseparate sheets on the ‘Chair’s job’ and ‘The Treasurer’s job’.What does the Secretary do?The exact work of the Secretary will vary from organisation toorganisation. It is worth having a discussion in your group to agreewhat the responsibilities of all the Management Committee membersshould be.This list can be used as a guide to the Secretary’s job: –H Taking minutes in meetings.H Keeping files of past minutes and reports.H Letting people know when and where the next meeting is andwhat it is about.H Helping to prepare agendas for meetings with the Chairperson.H Writing and receiving letters on behalf of the group.H Keeping members informed of what correspondance has beensent out and received.H Keeping a record of membership.H Keeping a record of important phone numbers.How you organise this work is up to your group to decide. You maywant to divide the jobs up amongst a number of people. You couldhave a minutes secretary, a correspondencesecretary, a membership secretary.Or you may want to have a Secretary andChairperson who work closely together, andshare some of these tasks.It just depends on the size of your group, theamount of time people have available, the skillspeople have, and what people like doing.Secretary’s RoleThe Resource Centre’sinformation sheet ‘TakingMinutes’ has more detailedadvice and tips.The Resource Centre alsoproduces information sheetsonChairing a meetingThe Chair’s roleTaking MinutesThe AgendaTreasurers jobTaking MinutesTaking minutes is an important part of the job, and can be a bitdaunting when you first start.The basic tasks for the minute-taker are:H Taking rough notes during your meetings.H Writing up these notes neatly or typing them out.H Copying and distributing them to relevant people.H Keeping all minutes together in a file for future reference.

Tips on being a good secretaryOrganisationH File things! This is very important - you need to be able to findpapers and reports quickly and easily. Get a stack of cheapcardboard folders and label them. Have a separate file for everyimportant issue.H File things quickly. Don’t let huge mounds of papers you haven’tlooked at build up. If you sort them out regularly it is a smalland manageable job.H Have a ‘to do’ list or notebook. It helps to haveeverything you need to do written down in one place. Don’trely on your memory.H Get a book to record correspondance the group receives.H Get a diary to record dates of future meetings.Share informationH Make sure information that comes to you gets passed on, orpublicised more widely. Often things for a group are sent tothe Secretary and never get any further.H Work closely with other Committee members, particularly theChair.Don’t take on everythingH A common complaint from Secretaries is that they end up doingeverything. Be clear with your Committee about what tasks youwill do.H If you start to feel over burdened, talk about it with yourCommittee, and see if jobs can be shared out more.

Duties of a SecretaryThe first thing you look for, when applying for the job of a secretary, is duties of a secretary. Well, so I guess you have found your destination. Look no further, you will find your questions answered here.

You know what is the worst part of an interview? When you are asked "So, what do you think you are expected to do here?" and you have no clue about what the duties and responsibilities of a secretary are. Right? Well, trust me, been there, done that. That is why, now, I have decided to list down these responsibilities for anyone out there who wants to avoid this confused state during interviews.

So, What are the Secretary Duties and Responsibilities?Let's start off with the basic duties of a secretary. These duties come with the job and have to be dealt with, without fail.

Schedule meetings - This includes informing the respective members about the meeting and taking confirmations about the same. The secretary needs to prepare the memos for informing the required members as well.

Prepare agenda - A meeting without an agenda is a disaster. All secretaries need to know that. The agenda needs to be created by the secretary on the basis of the issues that need to be discussed. A smart secretary will also keep the nature of the attending members in mind while creating the time line of the agenda.

Prepare minutes of the meeting - During the meeting, it is mandatory for the minutes of the meeting to be kept. These minutes are the official record of the happening of the meeting and are, mostly, maintained by the secretary.

Take care if correspondence, as directed - The secretary needs to make sure that required mail is sent out. Many organization send out daily greetings to key clients. This job is mostly done by the secretary.

Keep in touch with clients or key customers, as expected - The secretary has to be aware that customers and clients need to be pampered to a certain extent, for best results. As such, it is one of the duties of the secretary to keep in touch on a regular basis with key clients.

All of these are the secretary's responsibilities that everyone knows about. No surprises there. Obviously, ordering the donuts and making the calls are a part of the duties of a secretary too, but, I am sure I don't need to explain those secretary duties.

What are the Skills Required to Perform the Duties of a Secretary?For all you your who thought that being a secretary of a walk in the park, think harder. There are skill sets that a person needs to have to make a good secretary.

Typing - It is very important to be able to type, as a secretary does have to partake in document making and correspondence

Workplace Communication skills - A secretary has to perform excruciatingly large amounts of communication. Not that it's a bad thing. Nonetheless, a secretary needs to be above average when in comes to communication.

Self Grooming - More often than not, the secretary has to be the face in front of the task. As such she absolutely can not be an "Ugly Betty". A secretary should be able to look good (not sexy or provocative) at all times.

Computer Skills - Like any other profession today, computer skills are required in order to perform the duties of a secretary in an organization. Be it word, excel, powerpoint, internet or what so ever. A secretary should know enough to help her upgrade herself easily when needed.

Diplomacy - Yes, this is very important. Diplomacy is extremely vital for a secretary. A secretary is often stuck in a sticky opinion based situation, this is where the diplomacy will help out.

These skills will help a secretary in performing a task with greater ease. Let's not forget, learning is always possible, but upgrading is much easier.

Other that the duties of a secretary and the skills that they need, a secretary should be well aware of her surroundings. Getting pulled into the corporate rut and being taken for granted are problems that most secretaries face. If you have seen "The Devil Wears Prada" or "The Proposal", you know what I mean. Stand your ground and guard your priorities fiercely. Other than that, sincerity and ethics are the best ways to perform well at the duties of a secretary. This is where I sign off! All the best!

By Rashida Khilawala

COMPANY SECRETARY

The company secretary is no longer a legal requirement for a limited company. A company must have at least one company director appointed.

However, many companies still have a company secretary appointed to file the necessary paperwork with Companies House.

Does a company secretary need any qualifications?

The company secretary of a private limited company (LTD) needs no formal qualifications. It is the directors responsibility to ensure that the company secretary has the appropriate knowledge and experience to act as a secretary of the company. In the case of a public limited company (PLC), the secretary will normally be expected to be professionally qualified as a lawyer, accountant or company secretary, though previous experience as secretary of a PLC may also be taken into account. In addition, if the person acting as the company secretary has a disqualification as a director either by order of court or through bankruptcy then it will prevent an individual acting as a company secretary unless a court specifically allows this.

Does the secretary have to be a UK citizen?

Except for occasional restrictions imposed by the government on the activities of certain foreign nationals a director or secretary can be of any nationality and can live anywhere in the world.

What are the duties of a company secretary?

These are not specified by the Companies Act, but are usually contained in an employment contract.

Special duties

As the secretary is an officer of the company, they may be criminally liable for defaults committed by the company. For example failure to file any change in the details of the company's directors and secretary, and the company's annual return.

The secretary may also have to make out a statement of the company's affairs if an administrative receiver or a provisional liquidator is appointed, or if a winding-up order is made.

The company secretary may also undertake the following duties:

Maintaining the statutory registers. These are:

The register of members. The register of directors and secretaries. The register of directors' interests. The register of charges. For public companies only, the register of interests in shares.

Ensuring that statutory forms are filed promptly.

This will include Companies House forms 288a (appointing an officer), 288b (resigning an officer) and 287 (changing the registered office). The annual return is normally completed by the company secretary as well. Changes of directors' and secretaries' details must be notified within 14 days. This is just an example of the forms that may need to be filed as there are many other forms that need to be delivered to the Registrar.

Providing members and auditors with notice of meetings.

You must give them 21 days written notice of an annual general meeting. You must give them 14 days written notice of a meeting which is neither an annual general meeting or a meeting to pass a special resolution. If you are the secretary of an unlimited company, the written notice required is 7 days.

Sending the Registrar copies of resolutions and agreements.

You must send the Registrar copies of every resolution or agreement to which section 380 applies, for example special and extraordinary resolutions, within 15 days of them being passed.

The ALIA Board of Directors

Duties and responsibilities

Company secretary

The Board appoints the secretary, who must be 18 years of age or over and ordinarily resident in Australia. The secretary should have a sound knowledge of Corporations Law, the Trade Practices Act 1974 (Cth) and employment, insurance, superannuation and meetings law and procedure. The secretary is an agent for the company in dealing with outsiders.

Relationship to executive director

The executive director assists the company secretary in the day-to-day performance of duties.

Responsibilities of the secretary

Common law requires that the secretary:

o acts as the chief administrative officer of the company;

o is familiar with Corporations Law and the Association's Constitution;

o ensures that all returns are lodged with ASIC on time;

o ensures the appropriate notice is given and documentation prepared and delivered for directors' meetings, agendas are distributed and minutes kept;

o ensures that proper accounts are maintained and annual reports are prepared; and

o ensures that documentation is prepared and distributed at the appropriate times for general meetings.

The main statutory obligations are:

o the maintenance of the registered office of the Association;

o the preparation and lodgement of the Association's annual return to ASIC;

o to be present in person or represented by an agent at the company's registered office during business hours;

o to record the appointment and identification details of directors, and their resignations, and report accordingly to ASIC;

o to record declarations of interest or conflicts of interests made by directors to a directors' meeting; and

o to prepare, with directors, a report for the liquidator on the affairs of the Association in the event of winding up or liquidation and to attend the creditors' meeting.

The company secretary is no longer a legal requirement for a limited company. A company must have at least one company director appointed.

However, many companies still have a company secretary appointed to file the necessary paperwork with Companies House.

Does a company secretary need any qualifications?

The company secretary of a private limited company (LTD) needs no formal qualifications. It is the directors responsibility to ensure that the company secretary has the appropriate knowledge and experience to act as a secretary of the company. In the case of a public limited company (PLC), the secretary will normally be expected to be professionally qualified as a lawyer, accountant or company secretary, though previous experience as secretary of a PLC may also be taken into account. In addition, if the person acting as the company secretary has a disqualification as a director either by order of court or through bankruptcy then it will prevent an individual acting as a company secretary unless a court specifically allows this.

Does the secretary have to be a UK citizen?

Except for occasional restrictions imposed by the government on the activities of certain foreign nationals a director or secretary can be of any nationality and can live anywhere in the world.

What are the duties of a company secretary?

These are not specified by the Companies Act, but are usually contained in an employment contract.

Special duties

As the secretary is an officer of the company, they may be criminally liable for defaults committed by the company. For example failure to file any change in the details of the company's directors and secretary, and the company's annual return.

The secretary may also have to make out a statement of the company's affairs if an administrative receiver or a provisional liquidator is appointed, or if a winding-up order is made.

The company secretary may also undertake the following duties:

Maintaining the statutory registers. These are:

The register of members. The register of directors and secretaries. The register of directors' interests. The register of charges. For public companies only, the register of interests in shares.

Ensuring that statutory forms are filed promptly.

This will include Companies House forms 288a (appointing an officer), 288b (resigning an officer) and 287 (changing the registered office). The annual return is normally completed by the company secretary as well. Changes of directors' and secretaries' details must be notified within 14 days. This is just an example of the forms that may need to be filed as there are many other forms that need to be delivered to the Registrar.

Providing members and auditors with notice of meetings.

You must give them 21 days written notice of an annual general meeting. You must give them 14 days written notice of a meeting which is neither an annual general meeting or a meeting to pass a special resolution. If you are the secretary of an unlimited company, the written notice required is 7 days.

Sending the Registrar copies of resolutions and agreements.

You must send the Registrar copies of every resolution or agreement to which section 380 applies, for example special and extraordinary resolutions, within 15 days of them being passed.

Secretary as a director

Under Corporations Law, the company secretary may be a director, as is the case in ALIA. However, where the Corporations Law or the Constitution requires the secretary and a director to do or authorise any act or decision, it is not satisfied by the one person acting in both capacities

Executive Secretary DutiesIf you are looking for a career as an executive secretary, then you must be well aware of executive secretary duties. This article will help you with the information you need!

Every organization needs executive secretaries for handling the flow of information with perfection. An executive secretary could be reporting to a department manager, a city manager, a mayor or any high ranking official in a government hierarchy. Basically, an executive secretary's responsibility precedes his reputation. He is often privy to the most confidential information and is supposed to work with such sensitive information in a professional manner. Even, many a time, representing officials in events, gatherings and meetings, and presenting information on behalf of the officials (in their absence), are some major responsibilities undertaken by an executive secretary. Executive secretary duties and responsibilities, is what this article is all about.

Executive Secretary Job DescriptionBefore applying for executive secretary job, one must know about the kind of job and the proficiency required for justifying the application (refer secretary cover letter sample). Executive secretary duties cover many important and instant activities. Apart from the clerical administration which is a part of this job, duties of an executive secretary also include multi tasking, like taking important business calls simultaneously. An executive secretary job is centric around scheduling important meetings and conferences whenever required. Some of the major responsibilities that describe executive secretary duties better are listed below:

Communicating important telephone and fax messages Maintaining a general filing system and documenting all the correspondence Planning and preparing meetings and organizing overseas conference calls Providing word processing and secretarial support Responding on a timely basis to public inquiries

Apart from the executive secretary job description stated, the secretary must be well versed with domains like politics, legislation, legal procedures and office administration system. The needed skill set includes:

Excellent verbal and written communication (sound in workplace communication) A sound knowledge of computer skills (includes working with computerized accounting,

spreadsheets, word processing programs, etc..) Time management and stress management Flexibility in working environment Complete awareness of sound workplace ethics Honest and trustworthy

Executive Secretary Job DutiesHere are some of the important executive secretary duties, that are listed below:

Gathering information, sorting and categorizing it Delegating the processed information to the appropriate departments in the organization

in a timely fashion Scheduling appointments, meetings and conferences for business procurement or for

presentation to be delivered. Booking calendars for the reporting manager and scheduling his appointments and

meetings

Maintaining the data shared between the departments, by filing and recording the information accordingly (as hard copies and electronic filing system)

Answering phones, and providing necessary information to the individual departmental managers and processing information

Greeting clients and visitors and giving them an outline of the nature of business of the organization

Attending meetings and official events on behalf of the manager as and when required and preparing minutes of meeting for future reference

Ensuring the authenticity of office policies and procedures and supervising support staff

So these were some of the important duties and responsibilities of an executive secretary. The work environment however, varies from organization to organization, as this job is diversified across administration, health domain and private firms. Nowadays, the secretary job duties have eased with the heightened efficiency of computers, emails, scanners and voice messaging systems. Much of the equipment that is used in secretarial jobs is automated. Yet, there are certain skill sets which cannot be replaced by technology. Such skills include the business communication skills and class which is needed for coaching the staff, working with the clients and scheduling and preparing for conferences and meetings. An executive secretary salary could range between USD 250,000 - USD 1,526,000, depending on the work domain and hence, is an attractive career choice. Executive secretary job has a major role to play in every organization and no matter how much ever the technical inventions like computers make the job easier, the skill set required for this job is irreplaceable. Executive secretary duties therefore, are an integral part of every organization.

By Narayani KarthikPublished: 9/9/2010

Secretary Job Description        

 

    SECRETARY

General Purpose

Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling information.

Main Job Tasks and Responsibilities

prepare and manage correspondence, reports and documents organize and coordinate meetings, conferences, travel arrangements take,type and distribute minutes of meetings implement and maintain office systems maintain schedules and calendars arrange and confirm appointments organize internal and external events handle incoming mail and other material set up and maintain filing systems set up work procedures collate information maintain databases communicate verbally and in writing to answer inquiries and provide

information liaison with internal and external contacts

The secretary job description provides a list of the common key tasks, activities and responsibilities associated with the secretarial job. The secretary role will vary depending on the sector, the size of the employer and the level of the job. However almost all secretarial jobs will involve an element of each of these typical work tasks.

coordinate the flow of information both internally and externally operate office equipment manage office space

Education and Experience

relevant training or qualification knowledge and experience of relevant software applications -

spreadsheets, word processing, and database management knowledge of administrative and clerical procedures  knowledge of business principles proficient in spelling, punctuation, grammar and other English language

skills proven experience of producing correspondence and documents proven experience in information and communication management  required typing speed

Key Competencies

verbal and written communication skills attention to detail confidentiality planning and organizing time management interpersonal skills customer-service orientation initiative reliability stress tolerance

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Secretary Interview Questions

The fundamental knowledge, skills and key competencies required will stay constant for most secretary jobs. Use this secretary job description to clearly understand the essential secretarial function.

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Job DescriptionExecutive SecretaryExecutive Secretary5/30/2005 Page 2PURPOSE OF THE POSITION(The main reason for the position, in what context and what is the overall end result)The Executive Secretary is responsible for providing secretarial, clerical and administrativesupport in order to ensure that services are provided in an effective and efficient manner.SCOPE(The way that the position contributes to and impacts on the organization)The Executive Secretary reports to the First Nation Administrator and is responsible forproviding senior level secretarial and clerical services for the Chief and First NationAdministrator.RESPONSIBILITIES(Major responsibilities and target accomplishments expected of the position including the typical problemsencountered in carrying out the responsibilities.)1. Provide office support services in order to ensure efficiency and effectiveness within theBand OfficeMain ActivitiesReceive, direct and relay telephone messages and fax messagesDirect the general public to the appropriate staff memberMaintain the general filing system and file all correspondenceAssist in the planning and preparation of meetings, conferences and conferencetelephone callsMake preparations for Band Council and committee meetingsMaintain an adequate inventory of office suppliesRespond to public inquiriesProvide word-processing and secretarial supportType confidential documents on a wordprocessing system2. Provide support to the Chief and First Nation AdministratorMain ActivitiesAssist the Chief and First Nation Administrator as requestedProvide administrative services for the Chief and First Nation Administrator3. Perform other related duties as requiredExecutive Secretary5/30/2005 Page 3KNOWLEDGE, SKILLS AND ABILITIES(The knowledge, skills and attitudes required for satisfactory job performance)

KnowledgeThe incumbent must have proficient knowledge in the following areas:office administrationan understanding of relevantlegislation, policies andproceduresan understanding of the northerncultural and politicalenvironmentSkillsThe incumbent must demonstrate the following skills:team buildingbookkeeping skillsanalytical and problem solvingskillsdecision making skillseffective verbal and listeningcommunications skillscomputer skills including theability to operate computerizedaccounting, spreadsheet andwordprocessing programs at ahighly proficient levelstress management skillstime management skillsPersonal AttributesThe incumbent must maintain strict confidentiality in performing the duties of the Finance Clerk.The incumbent must also demonstrate the following personal attributes:be honest and trustworthybe respectfulpossess cultural awareness and sensitivitybe flexibledemonstrate sound work ethicsThe Executive Secretary would normally attain the required knowledge, skills and attitudesthrough completion of an office procedures and/or bookkeeping course combined with relatedexperience. Equivalencies will be considered.Executive Secretary5/30/2005 Page 4WORKING CONDITIONS(The unavoidable, externally imposed conditions under which the work must be performed and which createhardship for the incumbent including the frequency and duration of occurrence of physical demands, environmentalconditions, demands on one’s senses and metal demands.)

Physical Demands(The nature of physical effort leading to physical fatigue)The Executive Secretary will have to spend long hours sitting and using office equipment andcomputers which can cause muscle strain. The Executive Secretary may also have to do somelight lifting of supplies and materials from time to time.Environmental Conditions(The nature of adverse environmental conditions affecting the incumbent)The Band Office may be a busy facility. The Executive Secretary may have to manage a numberof projects at one time, and may be interrupted frequently to meet the needs and requests ofresidents, clients and contractors. The Executive Secretary may find the environment to be busy,noisy and will need excellent organizational and time and stress management skills to completethe required tasks.Sensory Demands(The nature of demands on the incumbent’s senses)Sensory demands include use of the computer, which may cause eyestrain and occasionalheadaches. The Band Office may be noisy and busy making it difficult for the ExecutiveSecretary to concentrate.Mental Demands(Conditions that may lead to mental or emotional fatigue)The Executive Secretary will have to manage a number of requests and situations at one time.Stress may be caused by the need to complete tasks within tight deadlines.Executive Secretary5/30/2005 Page 5CERTIFICATIONEmployee SignaturePrinted Name DateI certify that I have read and understand theresponsibilities assigned to this position.Supervisor’s TitleSupervisor’s Signature DateI certify that this job description is an accuratedescription of the responsibilities assigned tothe position.First Nation Administrator’s Signature DateI approve the delegation of responsibilities outlined herein within the context of the attachedorganizational structure.The above statements are intended to describe the general nature and level of work being

performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of allresponsibilities and activities required of the position.

Duties of a Private Secretary

Kim Blakesley is a former art teacher, business teacher and school principal. She began her freelance writing and photography career in 2008, focusing on education, fine arts, remodeling, green living and crafts. Blakesley's articles have appeared on numerous websites, including DeWalt Tools, as well as in "Farm Journal" and "Pro Farmer." By Kim Blakesley, eHow Contributor

updated July 03, 2010

1.

o A private secretary fielding phone calls.

A private secretary assists an executive in completing tasks that maximize a company's potential. The position requires an individual who can uphold confidentiality, is trustworthy, works well with people and represents the company in a dignified manner. Job responsibilities for a private secretary vary depending on the company, but all positions share some basics.

2. Secretarial Dutieso A private secretary handles all secretarial duties for the executive. These

include the typing, filing, incoming and outgoing phone calls, dictation, copying and mailing.

Time Managemento The private secretary fields phone calls for the executive so only important

phone calls are sent through. You take messages for the executive to return calls at his leisure. This ensures the executive is not interrupted with unnecessary phone calls that the secretary could answer.

Appointments are made through the private secretary. You keep the appointment calendar up-to-date and make sure appointments do not overlap or conflict with other commitments. The private secretary reminds the executive of commitments so they are not missed. You speak with the executive daily to make sure she knows the appointments that are coming up.

Informationo The private secretary knows the information the executive needs concerning

telephone calls, business trips and visitors. You keep names, phone numbers and addresses of contacts for this purpose. Each business and executive has other pertinent information the private secretary is required to know. This information helps when questions arise.

Arrangementso Private secretaries make travel and hotel arrangements when the executive

is on the road. Other arrangements or appointments that you make include breakfast, brunch, lunch, dinner, seminars and lectures. You may need to rent spaces to hold seminars, lectures, dinner parties and other special events.

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