Personal Secretary Career Information
What a Personal Secretary does
A secretary plays a vital role in the smooth functioning of the office. You'll perform the role of a coordinator, taking away the drudgery of routine work from the top bosses. This allows the directors, CEOs and others to concentrate more on the managerial aspects of their jobs and to stay focused to their strategic roles. Secretaries may be referred as Personal Assistants, Private Secretaries and Executive Secretaries.
Your job profile as a Personal Secretary involves:
• Answering telephone calls and channeling the calls to the right person
• Taking messages, answering e-mails, voice mails and snail mails
• Operating office equipments like fax, photocopiers, printers, etc.
• Taking care of the routine paper work
• Maintaining files, going through documents and identifying the relevant portions for the managers to see and comment, fill out forms
• Scheduling appointments
• Arranging travel and tours of the corporate executives
• Keeping track of important work matters in the absence of the corporate executives
• Co-coordinating with the suppliers and maintenance people
Wait, we are not done yet. As a secretary it's your job to find out relevant data from different sources like Internet, print media, etc. to help the executives make business decisions. Some also co-ordinate the functions of various tops managers on behalf of the executive with whom they are working.
This job calls for frequent late nights and good presence of mind. You have to be alert all the time.
As a secretary you will work in:
• Various corporate organisations
• Government departments and agencies
Secretaries with foreign language skills can easily get a job in international organisations, consulate, embassy offices etc.
Well, career growth prospects may not sound very high profile in the beginning. But of course, your salary and other perks will grow as you gain more experience. And so will your duties and responsibilities in the company.
If you perform very well, your chances of being promoted are high. These promotions may take anywhere between 3-7 years or more. If you gain considerable skill in using computers, you may be promoted to EDP/MIS (EDP is Electronic Data Processing and MIS is Management Information System), etc.
But there is a flip side to the story as well. With increasing automation in the office place and with companies cutting down their work force some human resource experts predict that the need for personal secretaries will actually reduce in the coming years.
Abilities & Traits Required
Requirement to be a good Personal Secretary:
• Pleasing personality and an ability to smile in every situation
• Shorthand and typing Skills
• Drafting and summarization of letters, reports, messages memos etc.
• Good organising ability
• Excellent communication skills
• Patience and perseverance
• At least a graduate in any discipline
• Computer savvy to as to conduct research on the Internet.
• Ability to handle office equipment like fax, photocopiers, etc.
Remember, if you want to get far in this profession, you will have to win your employer's trust as often; secretaries come in contact with highly confidential documents which could prove catastrophic to the firm, if lost or leaked outside.
Graduation Any Subject. Should be proficient in computer software packages including Word, Excel and database applications.
Your starting salary will depend on the kind of organisation you get to work with. Usually it's in the range of Rs 18000 – 20000 or more a month. With experience, your salary will increase to around Rs 30000 a month within 3-7 years.
In large companies and multinational you could also be promoted to the executive cadre and earn salaries in the executive grades. Here you can earn up to Rs 40000 a month after 8-10 years of experience.