Qualifications of a Private Secretary

The prime Objective of employing private secretary is to relieve is to relieve the over burdened administrators, executives, businessperson, politicians, educationists, novelists etc. Therefore, the private secretaries should have some minimum qualifications so that they can perform some of their employer duties. The desired qualifications that the private secretaries should posses are as follows:

Educational qualifications and general knowledge: The private secretaries should have a higher academic education. The levels of their academic qualification may vary depending on the nature of their jobs. Besides the academic qualification, they must have adequate general knowledge to cope with any changing or abstract situation.

Knowledge on Language: Linguistic knowledge refers to the knowledge on vocabulary, appropriate use of words and grammar etc. sometimes private secretaries require to draft reports and speeches for their employers. Even some private secretaries need to write many creative stories, drama, biological stories etc. on the basis of their employer’s oral description. So they should possess good command on appropriate language.

Proficiency in shorthand and typing: Private Secretaries take dictations from their employers and compose them in computer. So they need to have adequate proficiency and speed in wringing shorthand and typing.

Knowledge on office work: Private Secretaries are mainly responsible for performing various routine office works, such as sending and receiving letters, filing, indexing and preserving the important papers and documents etc. so they should have enough experience in performing office works.

Knowledge in operating modern office equipment: Technology saves time in performing works. Now days, various technologies are used in performing office works. So, the private secretary should possess enough know how in using modern office equipment.

Knowledge on secretarial science: The functions of private secretaries are mainly secretarial in nature. The main secretarial functions are arranging meeting, preparing and sending notice and agenda of the meeting, drafting minutes, documents, administering the office staffs, advising the employers etc. therefore they should have knowledge on secretarial science.

Other Qualities: Besides the above stated qualities the private secretaries require to gain knowledge on the prevailing Laws and Acts, such as- Company Law, Industrial Law, and Commercial Law, Negotiable instrument Act, Factories Act, Payment of Wage act, stamp act etc. Moreover, up-to-date knowledge on the trade, foreign exchange, money and capital market, rules on Securities and Exchange Commission, laws on taxation etc will make the private secretaries competent in performing their functions effectively and efficiently.

Functions of a Private Secretary

It is impossible to formulate a specific list of functions of private secretary. The functions of a private secretary mainly depend on the nature of his employer’s business. He has to perform as he is asked by his master. However, the following functions are generally performed by the private secretaries:

  • Routine Office Works: Private Secretaries are mainly responsible for performing various routine office works of their respective employers. Sending and receiving letter filling indexing sand preserving the important papers and documents taking dictations and composing them in computer etc are the main office works of a private secretary.
  • Maintaining Public Relations: Privet secretary acts as the mouthpiece and liaison officer of his employer. He attends the guests and visitors conducts correspondences receives telephone calls and arranges meetings and interviews in favor of his employer.

Private-Secretary

  • Fornications Related to Meeting: Private Secretary also performs various activities related to meeting on his employer’s behalf. He prepares and distributes notice and agenda of the meeting arranges and decorates the meeting place assists the employer in conducting the meeting session writes the minutes of the meeting etc.
  • Maintain Accounts: Sometimes a private secretary maintains the accounts of income and expenditure of his employer. He looks after the personal income and expenditure bank accounts, etc. and also pays out the insurance premium utility bills etc. of his employer.
  • Performing some literary duties: Some private secretaries require to prepare draft of the report and speech for their employers, even some private secretaries write many creative stories drama biological stories etc on the basis of their employer’s oral description.
  • Arrange the daily work and tour schedule: Another important function of private secretary is to arrange the daily work and a tour schedule of his employer.
  • Accompanying the employer: Sometimes private secretaries require accompanying their employers in their official tour.
  • Other functions: Private Secretaries also perform many other personal and official duties of their masters such as-
    • Looking after the children of the employers
    • Attending the guests and visitors of the employers
    • Informing the employers about their participation in different programs.