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The importance of a Secretary are as follows:

• Correspondent: Secretary is a professional letter writer and handles the correspondence of the business. He skillfully drafts letters and prepares reports and maintains the goodwill of the business. 
• Custodian of secret information: A secretary is closely connected with the top-level management and has access to all the confidential information of the business. He should not disclose these to outsiders. 
• Administrator: Secretary acts as an administrator. He efficiently handles office management and also execution duties of the business. 
• Legality: Secretary performs various statutory duties. He files returns, maintain books and register as stated by the Act.

Secretary acts as a link between management and staff.

(i) For the efficient working of the company, the Board of directors is assisted by many persons known as key managerial personnel.

(ii) The secretary handles the office administration on behalf of the employer. He assists in making plans, execution of plans, supervision, etc.

(iii) A secretary appointed by an institution or organization is called an Institutional secretary.

E.g. Secretary of Non-profit association, or Cooperative society or Joint Stock Company, or Government Department.

(iv) The department working under the various ministers of the State and Central Government is called as Government Department.

(v) It means showing politeness and kindness while dealing with people, which creates positive impressions about the employer and the organization.

This statement is TRUE.

Reasons:

• Secretary is a person who assists the management in achieving the objectives of the organization.
• He is an individual who assists the management in carrying out the operations of the business smoothly and efficiently. Along with the routine functions, the secretary performs a number of other functions too.
• These functions include managing the office and office work, conducting correspondence, conducting meetings, co‐ordinating departmental work, maintaining public relations and company image.
• The appointment of a secretary depends upon the laws governing the organization. The appointment may be full time or part time. Also, the secretary is not a member of the organization.
• The secretary is a paid employee of the organization wherein he is paid salary on the terms as agreed. As per the law though, Secretary is a senior official and occupies a pre‐dominant position in the business. He is not given any independent powers or authorities. He merely assists the management in achieving the objectives.
• He works as per the instructions and directives given by the top level management. He acts within the powers delegated to him by the managing body. The secretary assists the management in making decisions but has no power of decision making. 

Thus, the secretary is an employee who executes the decisions of the management of the organization.

(i) Company Secretary must be a member of ICSI.

(ii) The term scribae was used in the Roman empire.

(iii) The Co-operative Society is managed by of Managing committee.

(iv) The Latin name for secretary is Secretarius.

(v) The Secretary of the Lions Club is an example of an Institutional secretary.

i. Sanjiv is suited for the post as he has passed his CS exams and is a member of ICSI which is the basic qualification for a company secretary according to the Companies Act, 2013.

ii. Yes, Rajiv has experience of 10 years as a personal secretary, hence he can be able to assist the director.

iii. No, Pharma India Pvt. Ltd. is a private company that can appoint a Company Secretary for its work. Rajiv has experience as a personal secretary so he cannot be appointed as a secretary to Pharma India Pvt. Ltd.

1. A secretary is a paid employee of the business.

2. He works as a secretary and receives a salary or honorarium in return.

3. He is not the owner but works for them.

4. Thus, a secretary is considered a paid employee.

Correct option is (a) Scribae

i. ICSI

ii. IAS

(i) Ministries in the Sachivalaya

(ii) Companies Secretary

(iii) Secretarial Standards and Secretarial Audit

(iv) Personal secretary

(v) Reception

Duties of a Secretary performed by Atmaram Bendre residing at Gokulghar Housing Society, Malad (W), Mumbai are as follows:

1. To hold a monthly meeting of Managing Committee.

2. To prepare notice along with agenda and issue to members of the managing committee.

3. To record and maintain minutes book of the managing committee.

4. To assist the chairman before, during, and after the meeting.

5. To issue a Share certificate to members of the Co-operative Housing Society.

6. To transfer Share certificate within a given period of time.

7. To maintain books relating to the resignation and transfer of members of society.

8. To examine the documents related to transferring flats.

9. To take appropriate actions against default members by giving legal notice, if any.

10. To maintain accounting records required for auditing.

11. To finalize the audit report.

12. To utilize the sinking fund of the society with prior approval of members of society for repair, maintenance internal leakage problem, etc.

13. To give No Objection Certificate for flat agreement of sale or any kind of loans on flat.

14. To abide bye-laws as guided by Cooperative Housing Society Act, 1960. 

15. To maintain all correspondence records, files, documents, etc. 

16. To issue notice to the member who breaches the bye-laws of the society. 

17. To maintain records for the societies such as account records, statutory records, and membership records. 

18. To produce records as and when required by the government authorities with the consent of members. 

19. To issue allotment or cancellation letter as required by the members of the society. 

20. To take contingency meetings as and when required in the event of an emergency.

i. False

ii. False

iii. False

A secretary of a co-operative society should have a good knowledge of the Co-operative Societies Act.

1. (C) a Chief Executive Officer

2. (A) public 

3. (A) secre

4. (C) an employee

5. (C) an individual

6. (B) a connecting link

7. (A) an advisor 

i. False

ii. False

iii. True

iv. True

v. True

(i) False

(ii) True

(iii) True

(iv) False

(v) False

(i) Courtesy

(ii) Administrative head

(iii) Maharashtra State Co-operative Societies Act 1960

(iv) Key Managerial Personnel

(v) Sachivaor Amatya

A Cultural Club is an example of a Non-profit association.

i. Personal Secretary is appointed by a busy individual.

ii. Busy individuals appoint Personal Secretary.

iii. The Secretary of a Government Department must be a member of IAS.

iv. The term Chitnis was used in Ancient Indian history.

The Co-operative Society in Maharashtra has to get registered under Maharashtra State Cooperative Act, 1960.

Lions club is an example of a Non-profit association.

Correct option is (a) Personal secretary

(i) Institutional Secretary

(ii) Secretary

(iii) Secret and Confidential

• A company secretary is normally appointed by the Board of Directors. 
• He executes the decisions of the Board and carries out the instructions and orders of the board. 
• He acts as a confidential clerk of the Board. 
• He has to help the directors in framing the policies of the company and preparing progress reports and other reports. 
• A company secretary acts as a line of communications between the Board and the staff. 
• He acts as the mouthpiece of the Board, as the Directors act only through the secretary.
• Every grievance of the staff is communicated to the Directors through the secretary. 
• Hence, it is compulsory to appoint a secretary in Joint Stock Company. 
• Thus, a company secretary is the mouthpiece of the Board of Directors.

Correct option is (b) Institutional

1. A personal secretary is appointed by busy persons to handle their day-to-day work.

2. Professionals and busy persons appoint a secretary so that routine work is handled by the secretary and they can focus on other important work.

3. Thus, a personal secretary is appointed by busy individuals.

• A cooperative society is a voluntary organization registered under the Cooperative Societies Act. 
• It mainly aims at protecting and safeguarding the common interests of its members and the public.
• It also provides various services and amenities. 
• Such organizations have to add the word “co-operative” to their names. 
• Eg. Co-operative Bank, Consumer Cooperative store, Co-operative Housing Society, etc. 
• Therefore, a sports club cannot be a cooperative society, it is a recreation center, where various sports are introduced and training is given to players. 
• It is an example of a Non-profit organization. 
• Thus, a sports club is not a cooperative society.

Personal Secretary can be appointed by busy individuals, eg. Doctors, Lawyers, Engineers, Chartered Accountants, Actors, Politicians, Leaders, Ministers, etc.

• The non-profit association is a voluntary association established for conducting social, cultural, educational, or economic activities. 
• Such associations work for the benefit of the members and for society. 
• These associations are service-oriented, which promotes the welfare of society. 
• Examples: Rotary clubs, social clubs, sports clubs, educational institutions, recreation clubs, cultural clubs, chamber of commerce, etc. 
• Thus, Non-Profit Association means an institution formed for providing services.

• A personal secretary is an individual who is appointed by busy persons like industrialists, businessmen, or professionals to conduct their correspondence and do their personal work. 
• Professionals like doctors, lawyers, engineers, chartered accountants or actors, ministers appoint personal secretaries due to their busy schedules in order to do their routine work. 
• Therefore, the personal secretary is appointed by people who have to devote their time and energy to discharge more important and challenging duties. 
• A personal secretary is also called a personal assistant or private secretary. 
• He is entrusted with confidential matters and his duties vary in nature. 
• An individual only can perform all such work of a personal secretary. 
• Thus, the Personal secretary must be an individual.

Secretary is a person who assists the management in achieving the objectives of the organization.

Concept of Secretary:

• In ancient times, a secretary was appointed by the King, Emperor or a person holding an important position in the society to look after their routine work. However, the work of a secretary was limited to writing letters, doing confidential work and providing advice, as and when required.
• In the modern times, due to expansion of business, the secretary is required to perform a number of functions and duties.
• The secretary is required to:

Possess knowledge relating to the recording of financial reports and statements,

Possess professional skills, 

Maintain public relations,

Possess  knowledge  about  various  legal  Acts  and  provisions  which  are  applicable  to  the  business organization etc.

• The secretary works as a backbone for the organizational structure.
• This resulted in the change of the concept of profession of a secretary from that of a personal secretary to an institutional secretary. Such changes led to the change in his duties from a clerical level to a ministerial level.

Importance of a Secretary:

Irrespective of the size of an organization, a secretary performs various important duties and functions. He performs routine administrative duties, keeps records, statutory books and accounts, meets visitors and maintains communication with interested parties. Thus, he has an important role to play in trading, industrial and commercial activities.  

The importance of a secretary is as follows:

i. Administrator: 

• The basic work of a secretary is to look into the routine office administration of the organization.
• Office administration includes documentation related to important issues, replying to official mails, answering phone calls, meeting visitors, arranging meetings etc. 
• This in turn, facilitates the top level management i.e. president, vice‐president, managing director etc. to concentrate on important matters such as framing policies, drawing plans, supervision on implementation of plans and overall control.
• This can be done only when the routine jobs are taken care of by the secretary.

ii. Custodian of Secret Information:

• The secretary acts as a confidential and a trustworthy person of the organization.
• The secretary conducts meetings as per the order/directions of the directors and also attends the meetings to assist the management and draft minutes.
• Since, the secretary attends the meeting, he is aware of all the confidential decisions taken. 
• As a trusted employee, the secretary is expected to maintain utmost business secrecy as he is closely connected with the top level management.  

iii. Correspondent:

• The secretary conducts timely correspondence with the members, directors, shareholders, banks, lenders, creditors, customers, registrar, insurance companies, government authorities etc.
• He communicates through the medium of letters, telephone, e‐mails etc.  
• He looks after the inward as well as the outward correspondence.
• The secretary is required to maintain public relations and create good image of the business among the public through proper correspondence. For this, he has to draft letters, e‐mails etc. skillfully.

iv. Legality:

• One of the most important duties of the secretary is to comply with all the legal requirements on behalf of his organization.
• The secretary is required to maintain statutory books and registers in accordance with the provisions of applicable laws.
• Moreover, he has to file returns and statements with the government authorities within the stipulated time, as laid down by the applicable Act.

v. Chief Executive Officer:

• In a business organization, whether small, medium or large, the secretary is the channel or connecting link through which the management and staff communicate with each other.  
• The secretary is required to establish an effective communication channel and co‐ ordinate between the management and staff at various levels.
•  This facilitates smooth conduct of business operations and ensures continuity in work. 
• Being a Chief Executive Officer, the secretary has to implement the policy decisions of the management.  
•  Also, he has to implement the Central and State Government policies applicable to the business organization from time to time.

vi. Advisor:

• The secretary is connected closely not only with the top level management but also with various aspects of the business organization.
• Thus, his views, suggestions and observations are taken into consideration by the management while taking crucial decisions and formulating plans and policies.
• The secretary performs the role of an advisor to the management and helps in taking correct and timely policy decisions.
• These policy decisions are often crucial to achieve and maintain growth of the organization.

vii. Vital Role in Conducting Meetings:

• It is the duty of the Secretary to arrange and conduct various meetings as per the directives of the Board of Directors.
• He has to adhere to all the legal provisions of conducting a meeting. The secretary has to perform all the necessary duties before, during and after the meeting.