Duties of a private SecretaryDiscuss functions of a private secretary
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A private secretary is a personal assistant of an individual by whom he/she is appointed. Duties of private secretary are not fixed by any law. Functions of a private secretary generally specified by the employer.
Functions of a private secretary can be listed as follows:
A private secretary(A) Function of Receptionist:
A private secretary has to perform some duties as a receptionist. Functions are as follows:
1. Maintaining appointment schedule:
A major function of a private secretary is to maintain the appointment schedule for his boss. In most of the cases a separate diary is maintained to record all appointment dates & times.
2. Receiving telephone calls:
A private secretary also need to handle telephone calls properly on behalf of the boos.
3. Attending visitors:
Another routine work of a private secretary is attending visitors. As per the direction of the employer a private secretary has to satisfy the needs of the visitors by providing required information.
(B) Official Functions:
Official functions of a private secretary are as follows:
1. Maintaining Personal files:
Different personal files of the employer also maintained by the private secretary. A personal file includes:
i. Tax related files
ii. Bank accounts related files
iii. Investment records
iv. Confidential files
v. Other documents.
2. Taking dictation:
A private secretary has to take dictation from his/her boss regarding written messages.
All type of written correspondence is typed by a private secretary.
4. Dealing with replies:
A private secretary also deals with replies through written and electronic Medias.
5. Maintain day by day work schedule of the employer:
One of the important tasks of a private secretary is to maintain day by day work schedule of the employer.
6. Meeting related function:
A private secretary need to play vital role regarding the meetings to be attended by the boos: Meeting related functions are:
i. Preparing agenda
ii. Arranging documents
iii. Drafting speeches
iv. Providing notice, etc.
7. Social functions:
On behalf of the employer a private secretary also need to deal with the social functions. These are the basic duties of a private secretary. Besides these a private secretary has to cope-up with the requirements of his/her boss.
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