Material - Executive Secretariat Course - Module 1
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ScribdTranslationsMaterial - Executive Secretariat Course - Module 1
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ScribdTranslationsCES in Executive Secretarial
MODULE 1
The role of the secretary
Teacher: Cristina Lorenzo Valado
1. Concept
2. Origin and evolution of the secretary
3. Profile of the executive secretary
4. Secretary vs. Assistant: The new secretariat
5. Competencies
A person who works as an executive secretary
provides high-level administrative support to the
executives taking care of the requests of
information and carrying out office functions
how to prepare the correspondence, receive
visitors and clients, organize the meetings and
manage the programs. They can also
supervise lower-level office staff.
Secretaries have existed since the
antiquity. This figure already existed in Ancient Egypt and has
survived throughout the ages until reaching our days.
However, it has been able to survive due to its changes in
role and power of adaptation.
Evolution of the role of the secretary
The role of the secretary has been adapting to the times and has
allowed to continue growing little by little. Starting in the
the invention of the typewriter, it was women who
they dedicated themselves to it because it was considered that they were much more
agile writing.
In 1930, with industrialization, the need for a
greater number of administrative procedures and the implementation of
different procedures. People move to the cities and, in this
year, women represent 95% of the human capital in the offices
in the United States.
In 1940, the National Secretariat Association was created. They defended
a continuous training to keep growing
professionally.
In 1950, the first Professional Secretarial Certificate was created.
create a high level of excellence in the profession.
After years of revolutions regarding Social Rights, in 1980
it starts to expand and gain more strength in the sector of the
secretaries, where their skills begin to expand.
The technological revolution creates more responsibilities for the figure
from the secretary. They are no longer hired just to take notes.
notes and pick up the phone. Now use computers, internet,
text editing programs, presentations, spreadsheets, email
electronic, social networks, among others.
Among the qualities and abilities that one must possess
the professional profile of a secretary includes the
next:
Communication skills and active listening
Ability to create, innovate, and implement
Be able to solve problems quickly
Own criteria to act promptly and
distinguish priorities
Ability to adapt to changes
Ability for self-management and to meet multiple
tasks simultaneously
Prioritize important tasks without neglecting the
secondary
Ability to observe, concentrate and have breadth
by heart
Interdepartmental management
Willingness to work in a team
Telephone attention
Logistics organization
Office automation knowledge
Correct writing and spelling
Processing and filing of documents
Proactivity (having initiative)
Differences between secretary and personal assistant
•Las tareas de la secretaría tienen un rango de acción mayor que un asistente, tal como la autonomía
to make decisions. On the other hand, the assistant is specifically dedicated to helping with the work to
a certain senior position.
The secretary is in charge of all tasks inherent to a department. While the
The assistant carries out the activities of the personal agenda that depends on the superior manager, in addition to
the events, meetings between their boss and other employees.
The secretary has the authority to supervise other team members.
difference between the assistant, who is only responsible for fulfilling their assignments.
The secretary has greater independence to carry out the duties of their position. The differences
between both profiles will basically be established by the employers or bosses, who define the
areas to perform.
Although the tasks they perform are, to a certain extent, similar, there is a difference between secretary and...
and a very noticeable personal assistant and it is the salary that is received in each position.
Generally, a secretary tends to work in office environments with
preset schedule of 8 hours, since the environment predominates among its functions
administrative. This means that their usual workplace is companies, ministries,
consulates, organizations, agencies with administrative work, etc.
A personal assistant usually has less demanding functions and an hourly pay that does not
requires adhering to a pre-established schedule. Thus, their workplace expands covering
the administrative offices and other places, depending on the person being assisted and their
functions.
•Answer, filter, and forward phone calls, take
messages and take care of information requests and
requests.
Receive visitors and guide them to the people.
corresponding.
Open, sort, and distribute incoming mail.
including email, and prepare responses to the
correspondence that contains routine questions.
Read and analyze incoming memos, presentations, and reports to determine their
importance and plan their distribution.
Write correspondence, memorandums, reports, presentations, and other documents from
drafts, handwritten copies (for example, by means of computers with a series of packages
of the software).
Archiving and retrieving documents, correspondence,
records and reports and establish filing systems.
Manage and maintain the executives' programs.
Organize travel preparations, itineraries of the
trips, conferences, and social events for the
executives.
Prepare the agenda and make arrangements for meetings (for example, committee meetings and
from the board), attend meetings and write the minutes.
•Conduct information searches and gather it for the executives.
Carry out general office tasks such as ordering supplies and reporting on equipment.
offices that do not work.
Supervise other office workers and delegate work to them.
