CHAPTER ONE

INTRODUCTION

1.1       Background Information

            A Secretary, according to Webster’s dictionary is “a person responsible for dealing with the correspondence and records of an organization or individual employer”.

            Apparently, a secretary is a person who posses special office and other skills that can enhance the efficiency of any organization.

            The position or grade of secretary varies from junior stenographer to administrative assistant. Their work ranges from taking shorthand notes, transcribing verbatim on the typewriter, to handling all administrative duties of a large modern organization. Secretaries assist executives. They are found in all organization of the world, ranging from small to large commercial centre in major cities.

            It is generally acknowledged that the secretary is an indispensable contributor to the successful conduct of day to day running of organization. The secretary is the major communication link between the Executives, the office staffs and the public.

            Secretary duties depend to a large extent on the type of organization, it objectives and its understanding or evaluation of a secretary. Some organizations do not actually know the particular areas in which the secretary has to function. Under such circumstances, clerical and secretarial duties are all combined and assigned.

            However, some of the well – known duties of a secretary include the following: taking down dictation in shorthand and transcribing them on the typewriter, typing of documents, reception duties and of course public relations which form the subject matter of the study.

            The word “Secretary” has different meanings or connotations to different people in some organizations, the Chief Executive is addressed as the “Executive Secretary” while in others, the Public Relation Officer (PRO) are known and addressed as company secretaries.

            The art of secretaryship is a specialized one which requires a high level of performances. The secretary is an ambassador who links his/her organization with the outside world and contributes greatly to the accomplishment of the organizational objectives.