Secretary
Encyclopedia
A secretary, or administrative assistant, is a person whose work consists of supporting management, including executives, using a variety of project management, communication & organizational skills. These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members and organizes official meetings and events.
A secretary has many administrative duties. Traditionally, these duties were mostly related to correspondence, such as the typing out of letters, maintaining files of paper documents, etc. The advent of word processing
has significantly reduced the time that such duties require, with the result that many new tasks have come under the purview of the secretary. These might include managing budgets and doing bookkeeping, maintaining websites, and making travel arrangements. Secretaries might manage all the administrative details of running a high-level conference or arrange the catering for a typical lunch meeting. Often executives will ask their assistant to take the minutes at meetings and prepare meeting documents for review.
until the late 19th century, men involved in the daily correspondence and the activities of the mighty had assumed the title of secretary.
With time, like many titles, the term was applied to more and varied functions, leading to compound titles to specify various secretarial work better, like general secretary
, financial secretary
or Secretary of state
. Just "secretary" remained in use either as an abbreviation when clear in the context or for relatively modest positions such as administrative assistant of the officer(s) in charge, either individually or as member of a secretariat. As such less influential posts became more feminine and common with the multiplication of bureaucracies in the public and private sectors, new words were also coined to describe them, such as personal assistant
.
In the 1880s, with the invention of the typewriter
, more women began to enter the field, and since World War I
, the role of secretary has been primarily associated with women. By the 1930s, fewer men were entering the field of secretaries.
In an effort to promote professionalism amongst United States
secretaries, the National Secretaries Association was created in 1942. Today, this organization is known as the International Association of Administrative Professionals
(IAAP) The organization developed the first standardized test
for office workers called the Certified Professional Secretaries Examination (CPS). It was first administered in 1951.
In 1952, Mary Barrett, president of the National Secretaries Association, C. King Woodbridge, president of Dictaphone Corporation, and American
businessman Harry F. Klemfuss created a special Secretary's Day holiday, to recognize the hard work of the staff in the office. The holiday caught on, and during the fourth week of April is now celebrated in offices all over the world. It has been renamed "Administrative Professional's Week" to highlight the increased responsibility of today's secretary and other administrative workers, and to avoid embarrassment to those who believe that "secretary" refers only to women or to unskilled workers.
, a Bachelor's degree
in Office Management is ideal for the position. University
courses economics
, modern languages, and office administration offer great preparation for the position.
, a variety of skills and adaptability to new situations is necessary. As such, a four-year degree
is often preferred and a two-year degree
is usually a requirement.
institutions), and possess the authority to make crucial decisions affecting the direction of such organizations, and is therefore a resource in decision-making and policy setting. The executive assistant performs the usual roles of managing correspondence, preparing research, and communication while also acting as the "gatekeeper," understanding in varying degree the requirements of the executive, and with an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive's time.
An executive assistant may from time to time act as proxy for the executives, representing him/her/them in meetings or communications.
An executive assistant differs from an administrative assistant in that they are expected to possess a higher degree of business acumen, be able to manage projects, as well as have the ability to influence others on behalf of the executive.
Word processing
Word processing is the creation of documents using a word processor. It can also refer to advanced shorthand techniques, sometimes used in specialized contexts with a specially modified typewriter.-External links:...
has significantly reduced the time that such duties require, with the result that many new tasks have come under the purview of the secretary. These might include managing budgets and doing bookkeeping, maintaining websites, and making travel arrangements. Secretaries might manage all the administrative details of running a high-level conference or arrange the catering for a typical lunch meeting. Often executives will ask their assistant to take the minutes at meetings and prepare meeting documents for review.
Etymology
The term is derived from the Latin word secernere, "to distinguish" or "to set apart," the passive participle (secretum) meaning "having been set apart," with the eventual connotation of something private or confidential, as with the English word secret. A secretarius was a person, therefore, overseeing business confidentially, usually for a powerful individual (a king, pope, etc.). As the duties of a modern secretary often still include the handling of confidential information, the literal meaning of their title still holds true.Origin
Since the RenaissanceRenaissance
The Renaissance was a cultural movement that spanned roughly the 14th to the 17th century, beginning in Italy in the Late Middle Ages and later spreading to the rest of Europe. The term is also used more loosely to refer to the historical era, but since the changes of the Renaissance were not...
until the late 19th century, men involved in the daily correspondence and the activities of the mighty had assumed the title of secretary.
With time, like many titles, the term was applied to more and varied functions, leading to compound titles to specify various secretarial work better, like general secretary
General secretary
-International intergovernmental organizations:-International nongovernmental organizations:-Sports governing bodies:...
, financial secretary
Financial secretary
Financial secretary is an administrative and executive government position within the governance of a State, corporation, private or public organization, small group or other body with financial assets....
or Secretary of state
Secretary of State
Secretary of State or State Secretary is a commonly used title for a senior or mid-level post in governments around the world. The role varies between countries, and in some cases there are multiple Secretaries of State in the Government....
. Just "secretary" remained in use either as an abbreviation when clear in the context or for relatively modest positions such as administrative assistant of the officer(s) in charge, either individually or as member of a secretariat. As such less influential posts became more feminine and common with the multiplication of bureaucracies in the public and private sectors, new words were also coined to describe them, such as personal assistant
Personal assistant
A personal assistant or personal aide is someone who assists in daily business or personal tasks. It is common in design to have a PDA, or personal design assistant....
.
Modern developments
In 1870 Sir Isaac Pitman founded a school where students could qualify as shorthand writers to "professional and commercial men." Originally, this school was only for male students.In the 1880s, with the invention of the typewriter
Typewriter
A typewriter is a mechanical or electromechanical device with keys that, when pressed, cause characters to be printed on a medium, usually paper. Typically one character is printed per keypress, and the machine prints the characters by making ink impressions of type elements similar to the pieces...
, more women began to enter the field, and since World War I
World War I
World War I , which was predominantly called the World War or the Great War from its occurrence until 1939, and the First World War or World War I thereafter, was a major war centred in Europe that began on 28 July 1914 and lasted until 11 November 1918...
, the role of secretary has been primarily associated with women. By the 1930s, fewer men were entering the field of secretaries.
In an effort to promote professionalism amongst United States
United States
The United States of America is a federal constitutional republic comprising fifty states and a federal district...
secretaries, the National Secretaries Association was created in 1942. Today, this organization is known as the International Association of Administrative Professionals
International Association of Administrative Professionals
The International Association of Administrative Professionals was formed in Kansas City, Missouri in 1942. At that time, the organization was known as the National Secretaries Association...
(IAAP) The organization developed the first standardized test
Standardized test
A standardized test is a test that is administered and scored in a consistent, or "standard", manner. Standardized tests are designed in such a way that the questions, conditions for administering, scoring procedures, and interpretations are consistent and are administered and scored in a...
for office workers called the Certified Professional Secretaries Examination (CPS). It was first administered in 1951.
In 1952, Mary Barrett, president of the National Secretaries Association, C. King Woodbridge, president of Dictaphone Corporation, and American
United States
The United States of America is a federal constitutional republic comprising fifty states and a federal district...
businessman Harry F. Klemfuss created a special Secretary's Day holiday, to recognize the hard work of the staff in the office. The holiday caught on, and during the fourth week of April is now celebrated in offices all over the world. It has been renamed "Administrative Professional's Week" to highlight the increased responsibility of today's secretary and other administrative workers, and to avoid embarrassment to those who believe that "secretary" refers only to women or to unskilled workers.
Contemporary employment
In a business many job descriptions overlap. However, while administrative assistant is a generic term, not necessarily implying directly working for a superior, a secretary is usually a personal assistant to a manager or executive. Other titles describing jobs similar to or overlapping those of the traditional secretary are office coordinator, executive assistant, office manager and administrative professional.- At the most basic level (Grade / Band 1 or 2) a secretary is usually an audio typistAudio typistAn audio typist is someone who specialises in typing text from an audio source which they listen to. The source, or original document is usually recorded onto microcassettes created by someone dictating into a Dictaphone...
with a small number of administrative roles. A good command of the prevailing office language and the ability to type is essential. At higher grades and with more experience they begin to take on additional roles and spend more of their time maintaining physical and electronic files, dealing with the post, photocopying, emailing clients, ordering stationery and answering telephones.
- A more skilled executive assistant (Grade / Band 4 to 6) may be required to type at high speeds using technical or foreign languages, organize diaries, itineraries and meetings and carry out administrative duties which may include accountancyAccountancyAccountancy is the process of communicating financial information about a business entity to users such as shareholders and managers. The communication is generally in the form of financial statements that show in money terms the economic resources under the control of management; the art lies in...
. A secretary / executive assistant may also control access to a manager, thus becoming an influential and trusted aide. Executive assistants are available for contact during off hours by new electronic communication methods for consultations. Specialized secretaries at higher level also include Medical and Legal Secretaries/Personal Assistants.
- The largest difference between a generalized secretary and skilled executive assistants is that the executive assistant is required to be able to interact extensively with the general public, vendors, customers, and any other person or group that the executive is responsible to interact with. As the level that the executive interacts with increases so does the level of skill required in the executive assistant that works with the executive. Those executive assistants that work with corporate officers must be capable of emulating the style, corporate philosophy, and corporate persona of the executive for which they work. In the modern workplace the advancement of the executive assistants is codependent on the success of the executive and the ability of both to make the job performance of the team seamless whereas the job place evaluation is reflective of each others performance executive secretary for now.
Belgium
In BelgiumBelgium
Belgium , officially the Kingdom of Belgium, is a federal state in Western Europe. It is a founding member of the European Union and hosts the EU's headquarters, and those of several other major international organisations such as NATO.Belgium is also a member of, or affiliated to, many...
, a Bachelor's degree
Bachelor's degree
A bachelor's degree is usually an academic degree awarded for an undergraduate course or major that generally lasts for three or four years, but can range anywhere from two to six years depending on the region of the world...
in Office Management is ideal for the position. University
University
A university is an institution of higher education and research, which grants academic degrees in a variety of subjects. A university is an organisation that provides both undergraduate education and postgraduate education...
courses economics
Economics
Economics is the social science that analyzes the production, distribution, and consumption of goods and services. The term economics comes from the Ancient Greek from + , hence "rules of the house"...
, modern languages, and office administration offer great preparation for the position.
United States
In the United StatesUnited States
The United States of America is a federal constitutional republic comprising fifty states and a federal district...
, a variety of skills and adaptability to new situations is necessary. As such, a four-year degree
Bachelor's degree
A bachelor's degree is usually an academic degree awarded for an undergraduate course or major that generally lasts for three or four years, but can range anywhere from two to six years depending on the region of the world...
is often preferred and a two-year degree
Associate's degree
An associate degree is an undergraduate academic degree awarded by community colleges, junior colleges, technical colleges, and bachelor's degree-granting colleges and universities upon completion of a course of study usually lasting two years...
is usually a requirement.
Executive assistant
The work of an executive assistant differs slightly from that of an administrative assistant. Executive assistants work for a company officer (at both private and publicPublic company
This is not the same as a Government-owned corporation.A public company or publicly traded company is a limited liability company that offers its securities for sale to the general public, typically through a stock exchange, or through market makers operating in over the counter markets...
institutions), and possess the authority to make crucial decisions affecting the direction of such organizations, and is therefore a resource in decision-making and policy setting. The executive assistant performs the usual roles of managing correspondence, preparing research, and communication while also acting as the "gatekeeper," understanding in varying degree the requirements of the executive, and with an ability through this understanding to decide which scheduled events or meetings are most appropriate for allocation of the executive's time.
An executive assistant may from time to time act as proxy for the executives, representing him/her/them in meetings or communications.
An executive assistant differs from an administrative assistant in that they are expected to possess a higher degree of business acumen, be able to manage projects, as well as have the ability to influence others on behalf of the executive.
See also
- Clerk
- ReceptionistReceptionistA receptionist is an employee taking an office/administrative support position. The work is usually performed in a waiting area such as a lobby or front office desk of an organization or business...
- Personal assistantPersonal assistantA personal assistant or personal aide is someone who assists in daily business or personal tasks. It is common in design to have a PDA, or personal design assistant....
- Legal secretaryLegal secretaryA legal secretary is a particular category of worker within the legal profession.In the practice of law in the United States, a legal secretary is person who works in the legal profession, typically assisting lawyers. Legal secretaries help by preparing and filing legal documents, such as appeals...
- Office ladyOffice ladyAn office lady, often abbreviated OL , is a female office worker in Japan who performs generally pink collar tasks such as serving tea and secretarial or clerical work. Like many unmarried Japanese, OLs often live with their parents well into early adulthood...