The Role of Executive Secretary to Chairman

Introduction

An Executive Secretary to Chairman is a multi-task-oriented role that requires a high level of competence and organizational skills. The Secretary must work alongside the Chairman of the organization to ensure successful coordination of activities and agenda. In addition, the Secretary is responsible for most of the communication and correspondence work for the Chairman. This article aims to highlight the importance of this role and outline some critical responsibilities and skills required for the Secretary to perform effectively.

Responsibilities

As the Executive Secretary to Chairman, there are several main responsibilities that must be successfully fulfilled. Some of these include:

Scheduling

The Secretary is responsible for maintaining the schedule of the Chairman. This includes arranging meetings, appointments, and conferences. The Secretary must ensure that the schedule runs smoothly by allocating enough time to each activity. The Secretary must also be able to recognize priorities and adjust activities accordingly.

Correspondence

The Executive Secretary is responsible for most of the Chairman's written correspondence. This includes emails, letters, and memos. It is essential to ensure that all correspondence accurately reflects the Chairman's priorities and message. Additionally, the Secretary must be able to maintain a high level of discretion when dealing with sensitive information.

Information Management

The Secretary must ensure that the Chairman is up-to-date with essential information, including industry trends, major events, and internal operations. This involves preparing and presenting reports, compiling data, and providing recommendations to the Chairman.

Skills

The role of the Executive Secretary to Chairman requires several essential skills to perform effectively. Some of these skills include:

Organizational Skills

The Secretary must have excellent organizational skills to manage the Chairman's schedule successfully. This includes being able to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines.

Communication Skills

The Secretary must have excellent written and verbal communication skills to liaise with internal and external parties effectively. They must also be able to maintain a high level of discretion when dealing with sensitive information.

Time Management Skills

The Secretary must be able to manage time effectively, including their own and the Chairman's.

Problem Solving Skills

The Secretary must be able to identify and solve problems that may arise while performing their duties. They must be able to think critically and make sound decisions.

Conclusion

In conclusion, the role of the Executive Secretary to Chairman is an essential and challenging role. The Secretary must possess several essential skills and be able to fulfill a range of critical responsibilities. Ultimately, it is the Secretary's contribution that helps the Chairman maintain a high level of productivity and ensures the organization's ongoing success.