Every company has a secretary position as it is considered an important role of the management committee. They are often called the Eyes, Ears, and Hands of a company because they are involved in all sorts of responsibilities in different departments.
If you are looking for a secretary, they need to have a diverse set of skills so that they can manage the various responsibilities given to them by the company. While performing the many functions of the company they are a reference point for the committee and board members.
In some cities like Hong Kong, companies must appoint a secretary who is responsible for office administration and legal liabilities of the company. Rechtop KSHK CPA firm is great for business owners in Hong Kong that offer secretaries and virtual offices in HK that solely help in reducing any confusion amongst clients and employees.
In this article, we explore the duties of the secretary and how these duties will benefit your company:
Answer and Direct Calls
One of the key responsibilities of having a secretary is that every call received by the company is directed to the right individual. They are responsible for handling calls from staff, clients, and even taking on important messages during the day. For instance, a legal secretary is responsible for all the calls made from clients regarding their association with the company. Whether it is for legal advice, information on casework, or even connecting to the right attorney, it is their job to distribute the right message.
Organize and Document Files
One of the key duties of a secretary is that they should organize files, records, and documents of the company. This means that if the executives need any document, the secretary should be able to provide it at the very moment. Sometimes you might even need to provide certain documents to your client so you need to ensure you have labeled all your folders and files. Most of the time these documents or records are stored on a computer on a hard drive so a secretary should have the skills to file and organize the documents with skill. The last thing you would want is to forget where you have stored your precious documents.
We all know that the executives of the company are often busy dealing with important business decisions of the company. And during this time handling administrative matters of the company can be difficult. That’s why a secretary can relieve the executive of the company and manage all office administration and update the committee members of any important issues during the day. Some of the administrative work would include attending calls, greeting guests or visitors, replying to office emails, documenting important issues, and so much more. If you are a secretary or planning to become one, consider this tool that will help you improve your management process.
Another vital role of a secretary is to schedule, arrange, and even conduct various types of meetings. They are required to perform several duties before, during, and after the meeting which includes sending notices, preparing notices, creating minutes of the meeting, and so on. Secretaries are even given authority on behalf of executives, chairpersons, or other high-level professions who are unable to conduct the meeting. They can even conduct certain meetings by themselves by discussing points given to them by the CEO or other decision-makers of the organization.
Advisor and Guidance
A secretary is closely associated with several aspects of the company this means their opinion or input into different management processes is important. Handling several tasks of the company is not as easy as it sounds and if the management wants to make changes to the processes of the company, the secretaries view will help you take necessary policy decisions. That’s why they can act as an advisor in certain tasks or projects based on the knowledge that they have accumulated during their work. The guidance provided by a secretary can also help the chair and committee members understand the development of the organization.
Link Between Management and Staff
Lastly, a secretary is the main link between management and staff, they act as a bridge of communication and coordination. This means that every policy or decision made through the executives is directed to the employees by the secretary. So it is important to have a secretary who has the skills to establish an effective link between the management and the employer that helps in boosting productivity and employee engagement. Keep in mind that the secretary is also a custodian of secret information or confidentiality of all decisions or information made by the executives.
As a business owner, a secretary is important who can take on several tasks and responsibilities through their customer service, communication, technical, administrative skills, and so on.