TECHNICAL UNIVERSITY OF COTOPAXI

MANAGEMENT EXECUTIVE SECRETARIAT

TECHNICAL ENGLISH

THEME: Secretary’s Role and Function

MEMBERS: ASTUDILLO JOHANA

CASTILLO NATHALY
CHAMORRO BELEN
VALENZUELA JESSICA

TEACHER: Mg, PAULINA ARIAS

COURSE: 7TH “H”

DATE: 22TH, MAY

APRIL – AUGUST 2018

 Introduction

The secretary is important in the company because to her/his different skills and function,
however, her/his principal function is to assists the manager, also she/he carries the
management agenda. In addition, the secretary is responsible of writing, sending,
receiving, saving, and filing, all the documents such as: letters, sympathy letters, trades,
etc.

The most important secretary’s activity is the customer service, answering calls, taking
message and giving information to the clients. Also, she/he organize meeting, conference,
programs and other activities of the company.

A Secretary vs. an Executive Secretary

Complexity of Tasks

The secretary and the executive secretary perform similar activities, however the
executive secretary should have different qualities and abilities as discretion, tact,
assertiveness, good communication and willingness to work.
Level of Responsibility

The executive secretary has more responsibility that an only secretary because the
executive secretary make important decisions y make jobs.
Education and Training

The executive secretary has knowledge in different signatures, also she/he needs a
university degree, and on the other hand, an only secretary requires a minimum of a
bachelor´s degree.

The secretary
The secretary is a very important person in all the companies, because she/he has
contact with the clients or she/he is responsible to oversee the proper use of the
company
Guzman & Guzman (2006)
The word secretary means one who keeps the secrets/ confidential matters of the
organization. A secretary may be defined as a person who writes for another,
especially one who is employed to conduct correspondence, to keep records and
to transact other business for another persona or for a society, a corporation or a
public body (p.1).
Gregory George (2014) “Secretary, an officer who by his master´s orders writes letters,
dispatches, and other instruments, which he renders authentic by his signet”(p. 11)
Kumar, Arum & Sharma Rachana (1998).
A secretary is he who functions for other, on their behalf and risk, but who is
responsible for all the activities of master or his organization. He is expected to
be a persona around whom all the activities of his master or the organization
cluster. He should prove himself to be a pivot - an indispensable part (p.1).

A secretary is a person who works in an office and assists the manager, also she/he is
responsible for managing all the correspondence, writing letters, answering calls phones,
taking messages. Also, the secretary is considered as an important part in the organization
because he/she needs to be able to carry out all her/his manager’s requests, moreover the
secretary should save secrets about the company and she/he must not disclose the
information.

Decalogue of a secretary

The secretary has the capacity to plan, organize, execute and evaluate secretarial activities
for the good performance of the organization.

According Alvarez (2013) informs in its publication that the principal Decalogue of the
secretary is:
 The correct performance of his/her tasks requires complementary knowledge and
adapt them in the work.
 The daily activities must be based in the discretion and efficacy. Accompanied of
qualities such as the loyalty and simplicity.
 The knowledge of English and others foreign languages is to requirement
essential for an executive secretary because the trade relations existing between
the different companies and countries.
 The personal image and clothing. It must be discrete according to the requirements
of the company that works.
 The relations with the manager should be based in the loyalty and respect.

In conclusion an executive secretary modern develops several activities, qualities and

abilities, that is essential in her/his working environment. The secretary should develop a
series of attributes, which will enable it to function effectively.

Secretary’s function
The secretary complies an important functions in the company, where, she/he is to
charge of the administration and personal control.
However, the secretary functions currently is performed by highly calcified people for
this work, Anonymous (2008). Acts as secretary the person than is responsible of carries
all documents of the company.
According Anonymous (2016) informs in its publication that the secretary’s function is:

Correspondence: composes and types routine letters, memoranda, reports,

minutes of meetings, scientific or technical material, numerical data, charts and
forms.

Receptionist: receives and screens visitors and telephone calls, takes messages,
schedules appointments for professional(s) and/or management staff and
provides information to callers requiring knowledge of agency's operations,
supervisor's point of view, and the interpretation and application of policies and
procedures.

Organize events: schedules and arranges meetings and conferences for

professional(s) and/or management staff and notifies interested parties; makes
travel reservations as needed.

File: establishes and maintains office files, logs, indexes, control records, or
other information concerning the work under the supervisor's control. Enters,
retrieves, updates, verifies, and deletes information from electronic files. (p. 2-
3)

These are the functions that a Secretariat carries out the company, she/he maintains
confidentiality of documents in information received. The secretary, assists in the
preparation of budgets and financial reports, also, determines needs and orders office
supplies, equipment, repair and maintenance services through agency channels.
Operates standard office equipment. Performs related work assigned.
SECRETARY'S TIME MANAGEMENT
Nowadays the secretary has become in the fundamental axis of the companies, where,
she/he must perform various activities but the time is not sufficient for finish with all
tasks. As a result, to this the secretary has a high level of pressure for part of management.
According Barnfather (2014) informs that
Time is precious. You cannot save time. You cannot put a couple hours away in a
cupboard to use later when you need them. It seems that time is the greatest enemy
of many people. Yet some people seem to get the job done with ease and in time.
The difference is each person’s ability to manage their time. (p. 1).
The Secretary has a good time management in their daily activities, therefore, She/He
manages the time in each of her/his functions, for fulfill with all tasks that the boss
require. In conclusion, the secretary has obligation of give all documents or information
to the hour and day that the boss estipulate according to his/her agenda.
Reference book
References web page

Greenwood Beth (6 de march de 2018). La diferencia entre un secretary y un Secretario

Ejecutivo. obtenido de Chron: www.chron.com /diffrences-between-secretary-executive-
secretary-6674.html?r=1#
Reference book
darpan, p. (2008). Pratiyogita darpan. India: new delhi-110016.

Anonymous (2016). Job specification secretary.new york: michigan civil service

commission
Guzman, Dianosia & Guzman, Cipriano. (2006). The secretary for the corporate World.
Philippines: book store.
Gregory George (2014). A Dictionary of Arts and Sciences. Philadelphia: Isaac Pierre

Kumar, Arum & Sharma Rachana, (1998). Secretarial Practice and Company Law. India:
Atlantic Publishers & Dist
darpan, p. (2008). Pratiyogita darpan. India: new delhi-110016.

Anonymous (2016). Job specification secretary.new york: michigan civil service

commission

Alvarez, M. (19 de August de 2013). Decalogue of a secretary effective. Obtenido de

Scrib explorer: https://es.scribd.com/doc/161253363/EL-DECALOGUE-OF-A-
SECRETARY-EFFECTIVE

Anonymous. (2018). Time management for secretaries. Obtenido de

http://www.peopleachieve.com/page/time-management-for-secretaries
Barnfather, J. (2014). Executive Secretary. Obtenido de
http://executivesecretary.com/time-management-or-behaviour-management/