Secretaries play an important role in government and in any business administration. Their responsibilities differ depending on function and purpose. On the other hand, the administrative function of a secretary may be categorized into business/company and government function.

In Business Administration

The role of a secretary in business organizations varies depending on their position in the administrative level:

An Executive secretary is the highest position a secretary may attain in an organization; he/she may also be considered as an administrative assistant. Duties involve making arrangements for the executive’s meetings, scheduling travels and appointments, as well as manage all administrative details during conferences and board meetings. They are also in charge of taking down minutes of meetings and prepare documents for review.

A Personal Secretary is assigned to work for a certain person, usually a manager, and is responsible for an organized and smooth scheduling of appointments and meetings as well as keep records and other important data.

The common work of secretaries is to write reports regularly, prepare necessary documents and organize and file papers in a systematic way. Additionally, they attend meetings together with the manager and help in organizing the situation. That is why secretaries are expected to be discreet and attentive even in tiny details. They may also be regarded as the liaison officer for they make necessary contacts to countless clients and costumers.

Office Clerks are considered secretaries. Their duties include record keeping, filing, staffing service counters and perform other administrative tasks.

Broad level of skills is required for this profession. Fluency in shorthand is necessary in order to take notes faster and efficiently.

Shorthand writing is a specialized way of writing as fast as possible. It is a method designed for secretaries to be able to translate verbal communication into writing in complete details.

A good secretary knows how to keep confidential information, is punctual, neat and efficient in every way. In order to be a secretary, one should at least study vocational course in Secretarial though there are degree courses similar to secretarial to choose from.

In Government

Philippine government has nineteen executive departments under the Cabinet, the largest component of the national executive branch of the government. It comprises the largest part of the country’s bureaucracy.

The person assigned to handle a certain department is called Secretary, a member of the cabinet. The function of Cabinet Secretaries is to advice the president with regards to the different issues on different affairs of the government. He/she is personally nominated by the president and then presented to the Commission on Appointments for confirmation or rejection. If approved, they are sworn into office and receive the title Secretary.

The Executive Secretary is the head and the highest-ranking official serving the Cabinet of the Philippines. He/she can issue orders in behalf of the president and can review as well as modify decisions of other cabinet secretaries.

Responsibility of secretaries is to represent certain departments in the cabinet and push programs that will develop the service of each branch that will benefit the public and deals with the issues that needs immediate response.

In the Department of National Defense, for example, the secretary is responsible for guarding the country against external and internal threats, and maintaining the peace and security of the country.

In the Department of Energy on the other hand, responsibilities of a secretary include preparing, integrating, coordinating, supervising and controlling all plans and programs relative to the consumption and conservation of energy.

Though duties and responsibilities of secretaries differ in each department, their primary role is to promote the welfare of the public through representation in the cabinet meeting.