The job profile of Personal Secretary has greatly developed as technology continues
to be relied upon in most offices throughout the country. A wide range of duties
that were once given to managerial and professional staff are now delegated to secretaries
due to office automation and organizational restructuring. The prime duties of a
Personal Secretary includes training and informing new staff, perform Internet research,
and use and troubleshoot the latest technology in offices. The incumbent is also
expected to conduct and organize office?s administrative duties and events, as well
as receiving and handling information for distribution to staff and clients.
Secretaries? other responsibilities include various administrative and clerical
duties needed to run a company efficiently and smoothly. They range from serving
as an office information manager, arranging and scheduling meetings or appointments,
organizing and preserving paper and computer files, managing projects, handling
travel arrangements, performing research, and distributing information through the
use of telephones, mail, and e-mail.
Secretaries of different levels of experience and job titles carry different
responsibilities. The clerical tasks include basic organizing of conference calls
and scheduling of meetings as well as more complex responsibilities such as performing
research, planning statistical reports, teaching employees, and directing other
clerical staff. A few secretaries , such as legal and medical secretaries, must
have substantial knowledge of technical terminology and procedures in order to carry
out highly specialized work. While legal secretaries organize correspondence and
official documents such as summonses, complaints, motions, responses, and subpoenas;
Medical secretaries record dictation, get correspondence ready, and aid physicians
or medical scientists with reports, lectures, articles, and seminar proceedings.
Other technical secretaries helping engineers or scientists might organize correspondence,
keep up the technical library, and search and edit resources used for scientific
papers.
Aspirants aspiring to be a personal secretary must be self motivated with
the ability to work calmly under pressure. There should be presence of excellent
interpersonal skills to co-operate and work with colleagues and other staff disciplines.
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