Functions of a Private Secretary

It is impossible to formulate a specific list of functions of private secretary.

The functions of a private secretary mainly depend on the nature of his
employer’s business. He has to perform as he is asked by his master.
However, the following functions are generally performed by the private
secretaries:

 Routine Office Works: Private Secretaries are mainly responsible for

performing various routine office works of their respective employers.
Sending and receiving letter filling indexing sand preserving the
important papers and documents taking dictations and composing them
in computer etc are the main office works of a private secretary.
 Maintaining Public Relations: Privet secretary acts as the mouthpiece
and liaison officer of his employer. He attends the guests and visitors
conducts correspondences receives telephone calls and arranges
meetings and interviews in favor of his employer.

 Fornications Related to Meeting: Private Secretary also performs

various activities related to meeting on his employer’s behalf. He
prepares and distributes notice and agenda of the meeting arranges and
decorates the meeting place assists the employer in conducting
the meeting session writes the minutes of the meeting etc.
 Maintain Accounts: Sometimes a private secretary maintains the
accounts of income and expenditure of his employer. He looks after the
personal income and expenditure bank accounts, etc. and also pays out
the insurance premium utility bills etc. of his employer.
 Performing some literary duties: Some private secretaries require to
prepare draft of the report and speech for their employers, even some
private secretaries write many creative stories drama biological stories
etc on the basis of their employer’s oral description.
 Arrange the daily work and tour schedule: Another important
function of private secretary is to arrange the daily work and a tour
schedule of his employer.
 Accompanying the employer: Sometimes private secretaries require
accompanying their employers in their official tour.
  Other functions: Private Secretaries also perform many other personal
and official duties of their masters such as-
 Looking after the children of the employers
 Attending the guests and visitors of the employers
 Informing the employers about their participation in different
programs.

Companies, independent business executives and public figures often hire private secretaries to
help them manage their affairs. These secretaries, who are hired by an individual or his company,
work exclusively for the individual and perform a variety of tasks to help him manage his business
and private life. Private secretaries must handle multiple tasks with precision and must develop a
good rapport with the individual. This includes understanding the individual's preferences and
interests. Private secretary work also requires strong organizational and communication skills.

Scheduling Duties

Private secretaries handle their clients' schedules.The secretary must set appointments for
meetings, business trips, interviews and vacations. Private secretaries use calendar-based planners
to manage clients’ schedules. Software programs help with the task. Private secretaries often
communicate with others to confirm or cancel meetings and other scheduled events. Private
secretaries must adapt to ever-changing schedules and must prioritize to make sure the most
important meetings are planned and organized with care. Private secretaries also plan trips, which
requires them to book reservations for flights, rental vehicles and hotels.
Clerical Duties

Private secretaries type letters, take diction from the client, send emails, record meeting minutes,
write reports, prepare presentations and paperwork for meetings and answer phone calls. Private
secretaries must possess strong writing and typing skills. The ability to write and type quickly and
accurately is a vital necessity for any private secretary. While fielding calls and inquiries from visitors
to the client’s office, private secretaries serve as gatekeepers deciding who gets access to the busy
client. Private secretaries ensure that clients do not receive unwanted visits or phone calls.

Purchasing Duties

Private secretaries often have budgeting responsibilities and often make purchases for their clients.
They have access to an individual’s or a company’s banking accounts and credit cards to order
groceries, office supplies and gifts and pay for services such as dry cleaning, office equipment
repair, vehicle maintenance and janitorial services. They also pay for hotels, flights, catered meals
and conference hall reservations. Private secretaries often manage budgets set by the client or
establish their own budgets based on client preferences.
Liaison Duties

Private secretaries serve as liaisons between an individual, his staff and clients. These secretaries
send and respond to mail and email on behalf of the client and receive and make and receive calls
to relay important information from the client to others. Secretaries sometimes represent an
executive at her meetings and special events. Private secretaries commission work on behalf of the
client and pass along the client’s requests to other staff members. Some private secretaries also hire
other staff members at the client's request.
2016 Salary Information for Secretaries and Administrative Assistants

Secretaries and administrative assistants earned a median annual salary of $38,730 in 2016,
according to the U.S. Bureau of Labor Statistics. On the low end, secretaries and administrative
assistants earned a 25th percentile salary of $30,500, meaning 75 percent earned more than this
amount. The 75th percentile salary is $48,680, meaning 25 percent earn more. In 2016, 3,990,400
people were employed in the U.S. as secretaries and administrative assistants.