Secretary

Lore & Background

The role of secretary has evolved significantly over time. In the 19th and 20th centuries, entry requirements were low, with shorthand, typing, filing, correspondence, bookkeeping, and office management skills being commonly required, often learned through short courses. Secretaries were typically audio typists, amanuenses, and gofers, with a small number of administrative roles. By the 21st century, the position often requires a four-year bachelor's degree or a two-year associate degree, and professional certifications from national associations can complement but typically do not fully substitute for higher education or work experience. Duties vary widely depending on the organization. Secretaries may manage budgets, bookkeeping, telephone calls, visitors, websites, travel arrangements, event planning, mailroom operations, and expense reports. They may also take minutes at meetings, prepare documents, and keep official records. Senior secretaries are often regarded as office managers. The work contributions of secretaries are celebrated on Administrative Professionals Day. Titles vary by duties and seniority. An executive assistant works directly with a senior executive, while a personal assistant may handle both professional and personal matters. The most senior administrative staff member may be called an office manager or chief of staff. The role of secretary is distinct from that of a company secretary, who handles statutory compliance, and from the title of secretary used for cabinet members or political party leaders.

Reader's Guide

The secretary, now often called an administrative assistant or administrative professional, has been a foundational role in organizations for centuries. Their significance lies in the evolution from a low-skilled clerical position to a professional role requiring specialized knowledge, university degrees, and skills in project management, research, and decision-making. Secretaries are the gatekeepers of offices, controlling access to managers and handling a wide range of administrative tasks that keep businesses running smoothly. Their legacy is reflected in the diverse career paths available in the administrative support field, spanning private, public, and voluntary sectors, and in the recognition of their contributions through Administrative Professionals Day. The role continues to adapt to technological changes, requiring proficiency in software and the ability to manage complex operations. As organizations grow more complex, the secretary's role as a trusted aide and coordinator of office systems remains indispensable, bridging the gap between executive leadership and daily operations.

Did You Know?

• The title 'secretary' is not used as often today as in decades past, with 'administrative assistant' or 'administrative professional' becoming more common in the United States.
• Secretaries may be responsible for managing budgets, bookkeeping, travel arrangements, event planning, and even maintaining websites.
• The most senior administrative professional with managerial authority may be called an office manager or chief of staff.
• In the 19th and 20th centuries, shorthand, typing, filing, correspondence, bookkeeping, and office management skills were commonly required for a secretary position.