Multiple Roles of Secretaries

劉倩　王姝瀕　趙柳

【Abstract】The work of secretaries is very comprehensive and secretaries are key members of a company team.The study on the multiple roles of secretaries is not only about the theory but also about the practice.To understand and study the multiple roles of secretaries can strengthen secretaries ability of adaption and secretaries strain capacity.The purpose of this paper is to present a way of looking at the complexities of secretaries roles，and let secretaries have a better understanding of their roles to act out perfectly.

【Key words】roles； secretaries； multiple analysis

A role or social role is a set of connected behaviors，rights，obligations，beliefs，and norms as conceptualized by actors in a social situation.It is an expected or free or continuously changing behavior and may have a given individual social status or social position.For many roles，individuals must meet certain conditions，biological or sociological.And the roles of secretaries are decided by the situation and contents in the social activities.The responsibilities for secretaries are not single.So the roles of secretaries are multiple.

1.Multiple Roles for Secretaries

As we can see，the guiding ideology for secretaries is to serve the leaders.The secretary often acts as an information and reference point for the Chair and other committee members： clarifying past practice and decisions； confirming legal requirements； and retrieving relevant documentation.A good secretary should act out complex characters in different situations by knowing the multiple roles of secretaries.

2.The Specific Roles of Secretaries

The roles of secretaries are interesting and challenging； and they are undergoing many changes that have made this occupation even more appealing.The diversity of secretarial duties determines the multiple roles for secretaries.In actual secretary work，the task performance varies too.

2.1The Role as Assistants.Secretaries are often the backbone of a company or business and often receive the promotion to higher positions in the administration of the company.The major role of a secretary is to provide assistance to a manager or managers.

2.1.1 Secretaries work in Affairs.Secretaries work in affairs.That means they are the assistants when the leaders solve some problems or make some important decisions.Secretaries should help their leaders to make the decisions and put forward their own opinions to solve some problems.They can do some research and sort data to assist their leaders.

2.1.1.1Preparations for Decisions.Secretaries should be the information manager to collect information as much as possible by every means.They are responsible for sorting information and making analysis and then put forward what are suitable to be the references for leaders.Their preparation can make the things go well and go properly.

2.1.1.2Implementation of Decisions.During this process，secretaries should check and supervise the execution of decision-making.When leaders have made the decisions，firstly，secretaries should make preparation for the implementation of decisions.Secondly，secretaries should give the feedback about the implementation to the leaders.

2.1.2 Managerial duties.Secretaries can be invaluable aid to the boss，assuming many responsibilities.Secretaries do some typing，filing，and taking dictation.Secretaries are in charge of the daily affairs and they should make the work schedule to provide workers some work information and give out notice that leaders want to inform.Secretaries are crucial to the smooth running of the whole process.In order to be effective，secretaries need to be careful and efficient.

2.2The Role as Writers.In many meetings or activities，secretaries need to write.Therefore，secretaries are required to have some basic writing skills.They should be familiar with the basics of the use of different literary styles.And they should have clear thinking，master the structure，and use the vivid language and accurate expressions.They are under the leaders requirements to write different types of articles.

2.2.1 To write Minutes. As to minutes，secretaries should jot down the proceedings of meeting while it is still going on，lest some of the situations are forgotten or can only be vaguely remembered when the meeting is over.Secretaries are responsible for writing minutes.

2.2.2 To write Investigation Report.Investigation report is one of the secretaries work means.When secretaries help leaders make decisions，draft articles，answer questions and some routine work，investigations or researches are very common.And the investigation report is the last process to complete the whole investigation or research.

2.3The Role as PR.Public Relations（PR） is the practice of managing the spread of information between an individual or an organization and the public.Secretaries sometimes are PR.The aim of public relations by a company often is to persuade the public，investors，partners，employees，and other stakeholders to maintain a certain point of view about it，its leadership，products，or of political decisions.

3.Conclusion

The work of secretaries is very comprehensive and secretaries have multiple roles.The study on the multiple roles of secretaries is not only about the theory but also about the practice.To understand and study the multiple roles of secretaries can strengthen secretaries abilities to adaption and their strain capacity.

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