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A Guide on How to Become a Secretary
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Introduction
If you’re wondering how to become a Secretary, you’re in the right place. A Secretary is a professional who does everything from organizing files, preparing documents, managing office supply inventory, and scheduling appointments. They mainly work as behind the scenes professionals who keep organizations running smoothly. So, if you’re interested in learning how to become a Secretary, keep reading.
Are you interested in building a career in secretarial practice?
To build a career in the secretarial practice sector, you need first to understand the job profile and responsibilities of the secretarial practice career. This is a crucial step on your journey on how to become a Secretary.
This blog gives you a detailed idea of what it is like to become a Business Secretary in India. So, if you’re serious about learning how to become a Secretary, stay tuned for more insights.
Skills Required
- Organization skills:Organization is an important skill for a secretary assistant, as they are required to maintain files, manage calendars and keep track of correspondence which will help stay organized and can help you complete your tasks efficiently and free up your manager’s time
- Communication skills : They have to convey information through a verbal or written format, and may be required to communicate with clients, coworkers, and other assistants.
- Computer skills: Computer skills are a necessary part of being an effective secretary as a basic understanding of computer programs like Microsoft Word, Excel, and PowerPoint is required.
- Attention to detail : To be a more efficient Company secretary to detail is a must, this skill helps one to complete tasks more quickly and accurately. This will keeps your orders in check and reduce time on correcting minor mistakes.
- Problem-solving : A company secretary is tasked with finding solutions to problems that arise, the ability to think critically and solve problems can help in your career very much.
Eligibility & Courses
After 12th | After Graduation | After the Executive Programme. |
After completing 10+2 from a recognized board, one becomes eligible to pursue the Foundation Programme of CS | After the student has completed the Foundation Programme, the Next step is the Executive Programme. | To become a Company Secratary, the Candidate must then, Enrol and complete the Professional Programme. |
The Foundation Programme is an 8 months program | The Candidate must be a Graduate to be eligible for this program which is 9 months long in Duration. | The Candidate must have completed the Executive Program to be eligible for this program which is 10 months long in Duration. |
This Program is Important as it helps the student understand the basics of the Course. | Candidates applying for CS courses after graduation can directly join the Executive Programme and continue with the Professional Programme after completion. The Candidates can be of any stream except fine arts. | ICSI’s CS Programme is Open all throughout the year and exams will be held twice a year i.e. in June and December |
Top Colleges in India
- St. Xavier’s College, Kolkata
- Loyola College, Chennai
- Mount Carmel College, Bangalore
- Mithibai College, Mumbai
- Christ University, Bangalore
- Indira Gandhi National Open University (IGNOU), New Delhi
- Banaras Hindu University, Varanasi
- University of Mumbai, Mumbai
- KJ Somaiya College of Arts and Commerce, Mumbai
- Ethiraj College for Women, Chennai
Top Colleges in Mumbai
- St. Xavier’s College
- Jai Hind College
- Narsee Monjee College of Commerce and Economics
- KC College
- KJ Somaiya College of Arts and Commerce
- Ramniranjan Jhunjhunwala College
- SIES College of Arts, Science and Commerce
- SNDT Women’s University
- Tolani College of Commerce
Entrance Exams
- All India Entrance Examination for Admission (AIEEA): Conducted by the Indian Council of Agricultural Research (ICAR), this exam is for admission to undergraduate and postgraduate courses in agriculture and related fields.
- Delhi University Entrance Test (DUET): Conducted by the University of Delhi, DUET is for admission to undergraduate and postgraduate courses in various disciplines, including Office Management.
- Indira Gandhi National Open University (IGNOU) Entrance Test: This exam is conducted by IGNOU for admission to various undergraduate and postgraduate courses, including Office Management.
- Christ University Entrance Exam: Conducted by Christ University, this exam is for admission to various undergraduate and postgraduate courses, including Office Management.
- Symbiosis Entrance Test (SET): Conducted by Symbiosis International University, SET is for admission to various undergraduate courses, including Office Management
Work Description
Secretarial assistants are the behind the scenes professionals who keep organizations running smoothly, by providing administrative support to their organization’s executives and other employees, handling a wide range of tasks that would be difficult or impossible for these individuals to complete on their own. They generally, handle clerical duties such as typing letters, taking notes during meetings, filing paperwork, and answering phones. However, they may also be responsible for more complex tasks such as creating presentations, updating databases, and maintaining computer systems.
- They organize meetings by booking rooms, scheduling speakers, taking notes during meetings, and preparing meeting minutes
- They also Process incoming mail by scanning, filing, or shredding materials as needed
- They also keep a database of contact information for individuals in the company or industry
- Processing payments by operating a cash register
- Coordinating travel arrangements by making reservations at hotels or catering facilities
- arranging ground transportation, booking flights or charters, and coordinating with other staff members
- Scheduling office activities such as setting up meetings, ordering supplies, arranging for repairs, and arranging for catering
- Preparing and maintaining records such as accounting ledgers
- Typing letters and reports using word processing software
- Organizing and maintaining records on computer databases using database management software
Job Profiles
Career | Description |
Assistance to the Board of Directors: | They are a confidential, exempt position, which serves at the pleasure of the General Manager/CEO and assists the General Manager in scheduling meetings; assembling and distributing Agendas and Board Packets and notifying the public and employees of the Board’s actions |
Legal Advisor: | A Legal Advisor is a person who provides legal advice to a company or organization and is responsible for handling a company’s legal responsibilities. |
Corporate Policymaker: | The duty of a corporate policymaker is to plan short term and long-term business strategies of a company by guiding the company board when existing strategies are brought up for assessment from time to time |
Principal Secretary: | They are required to attend matters pertaining to the employees of subordinate judiciary such as appointments, transfers, promotions and leave. |
Pros and Cons
Pros
- Job opportunities: Secretarial Practice is a critical function in any organization, and there is a high demand for skilled secretaries or office managers in various industries such as law firms, healthcare, government, education, and more.
- Varied roles and responsibilities: Secretaries or office managers perform a wide range of duties such as scheduling appointments, managing emails, preparing reports, organizing meetings, maintaining records, and more. This provides an opportunity to learn and develop a variety of skills.
- Career growth: With experience and skill development, secretaries or office managers can advance to higher-level positions such as executive assistant, administrative manager, or chief of staff.
- Flexibility: Many secretarial jobs offer flexible work hours and the opportunity to work remotely.
Cons
- Repetitive tasks: Some tasks in secretarial jobs may be repetitive, such as answering phones or scheduling appointments, which can become tedious over time.
- Stressful environment: Secretaries or office managers often work in fast-paced environments and may have to manage multiple tasks and projects simultaneously, which can be stressful.
- Lack of recognition: Secretarial jobs are often seen as supporting roles and may not receive the recognition or appreciation that other roles in the organization receive.
- Limited growth opportunities: In some organizations, there may be limited opportunities for career growth or advancement beyond a certain point.
FAQs
What is a Secretary?
A Secretary is a professional who does everything from organizing files, preparing documents, managing office supply inventory, and scheduling appointments. They mainly work as behind the scenes professionals who keep organizations running smoothly.
What skills are required to become a professional Secretary?
Key skills include organization, communication, computer skills, attention to detail, and problem-solving. These skills help in maintaining files, managing calendars, understanding computer programs like Microsoft Word, Excel, and PowerPoint, completing tasks more quickly and accurately, and finding solutions to problems that arise.
What is the eligibility to become a professional Secretary?
After completing 10+2 from a recognized board, one becomes eligible to pursue the Foundation Programme of CS. After the student has completed the Foundation Programme, the Next step is the Executive Programme. To become a Company Secretary, the Candidate must then, Enrol and complete the Professional Programme.
What does a Secretary do?
Secretarial assistants are the behind the scenes professionals who keep organizations running smoothly, by providing administrative support to their organization’s executives and other employees, handling a wide range of tasks that would be difficult or impossible for these individuals to complete on their own.
What are some top colleges for studying Secretary courses in India?
Some top colleges include St. Xavier’s College in Kolkata, Loyola College in Chennai, Mount Carmel College in Bangalore, Mithibai College in Mumbai, and Christ University in Bangalore. In Mumbai, St. Xavier’s College and Jai Hind College are popular choices.
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