Define a Secretary and explain the importance of a secretary.

According to Oxford Dictionary “A person whose work is to write for others, especially one who is employed to conduct correspondence, keep records and to transact various other business for another person or for a society or corporation or public body.”

The importance of a secretary are:

(i) Provide guidance and advice:

The secretary provides guidance to the management for efficient working and achieving goals. He also gives advice to the superior on important matters and helps them to take the correct decision.

(ii) Custodian of secret information:

The secretary is closely connected with top management and has access to all the secret and confidential information about the business. He safeguards confidential documents and decisions of the business.

(iii) Correspondent:

Secretary handles all the inward and outward mails of the business. He conducts correspondence with members, directors, registrar, bank, government authorities, etc.

(iv) Conducting meetings:

Secretary carries out all formalities before, during, and after the meeting. He prepares notice, agenda, minutes, etc., and makes all the arrangements for the meetings.

(v) Administrator:

Secretary handles office administration and routine management work efficiently. On behalf of the employer, he looks after the working of day to day work of the business.

(vi) Legal officer:

Secretary performs various statutory duties. He prepares books, reports, registers, documents as prescribed by the Companies Act, 2013.

(vii) Link between management and staff:

The secretary is a link between management and staff. He maintains a balance between management and staff through effective communication and proper coordination.