Secretary

A secretary is a person appointed to handle administrative functions within an organization, association, company, or office. The secretary manages correspondence, maintains records, handles telephone calls, organizes schedules, and prepares meetings. The term derives etymologically from the concept of 'secret'—a person trusted with the organization's confidential information.

The scope of the role varies from one organization to another. In some cases it is a support and administrative position; in others it is a senior post with decision-making authority, such as the general secretary of an association or the secretary of a ministry.

Core duties

Standard duties include sending and receiving official correspondence, organizing files, recording incoming and outgoing documents, taking meeting minutes, and maintaining administrative schedules. The secretary typically serves as the first point of contact for external parties communicating with the organization.

General secretary

A general secretary is a leadership position found in international organizations, political parties, and labor unions. This person usually heads the executive office, implements decisions of the governing body, and represents the organization externally. For this reason, the term 'secretary' alone does not convey the level of the position; the organization's constitution must be consulted.

Training and skills

Required skills include rapid typing, proficiency with word-processing and data-management software, knowledge of multiple languages in international offices, and maintenance of professional confidentiality. Specialized administrative secretarial training is offered by vocational institutes in many countries.