Secretary facts for kids
A secretary is someone who helps managers or leaders with their daily tasks. Other names for this job include administrative assistant, executive assistant, or personal secretary. Their work involves organizing, communicating, and managing projects. This job can be found in almost every type of business or organization.
A personal assistant might help just one person or several people. In some groups, a secretary is an official who handles letters, welcomes new members, and plans meetings. However, this is different from a "cabinet secretary" or "company secretary," who are high-level government or business leaders.
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What a Secretary Does
A secretary, also called a personal assistant (PA) or administrative assistant, has many important duties. The word "secretary" comes from a Latin word meaning "keeper of secrets." While the name is used less often now, the job has grown with technology.
The tasks can change depending on the company's size and type. These might include:
- Managing money and keeping records.
- Answering phone calls and greeting visitors.
- Updating websites and planning trips.
- Organizing events and preparing spending reports.
- Taking notes during meetings.
- Keeping official company records.
Today, many secretaries also do research and write reports. They help manage projects and deal with customers. They set up office systems for managing information and files. They might even help with public relations or getting supplies. Sometimes, they take on some of their manager's duties and help with decisions.
While "administrative assistant" is a general term, a secretary is often the main person for all office tasks. They are sometimes called the "gatekeeper" because they control who gets to see the manager. Other similar job titles include Office Coordinator, Executive Assistant, and Office Manager.
- Here are some job titles similar to secretary: secretary, administrative professional, administrative assistant, executive assistant, administrative officer, administrative support specialist, clerk, military assistant, military aid, management assistant, office secretary, program assistant, project assistant, personal aid, personal secretary, or personal assistant.
- In the past, especially in the 20th century, a basic secretary often typed and did a few office tasks. Good language skills and typing ability were key. With more experience, they took on more roles. These included managing files, handling mail, making copies, emailing clients, ordering supplies, and answering phones.
- A more skilled executive assistant might type very fast, even in technical or foreign languages. They organize schedules, travel plans, and meetings. They also handle financial tasks. An executive assistant can control access to a manager, becoming a trusted helper. They are often available for contact outside of work hours using modern communication tools.
- The biggest difference between a general secretary and an executive assistant is that executive assistants talk a lot with the public, suppliers, and customers. As the executive's role becomes more important, so does the skill needed from their assistant. Executive assistants who work with top company leaders must understand and represent their executive's style and goals. In today's workplace, the success of the executive and the assistant often depend on each other.
This job is different from a company secretary. A company secretary has a senior role in a company, making sure it follows all legal rules.
Executive Assistant Role
Helping Civilian Leaders
The work of an executive assistant is often different from an administrative assistant. In many organizations, an executive assistant is a high-level job. They work for top company leaders and can make important decisions. This means executive assistants help with decision-making and setting company rules.
An executive assistant handles letters, prepares research, and communicates. They often have other administrative assistants who help them. The executive assistant also acts as a "gatekeeper." They understand what the executive needs and decide which meetings or emails are most important for the executive's time.
Sometimes, an executive assistant might represent their executive in meetings. They might also manage projects when the executive is away. Executive assistants need strong business sense and the ability to influence others for their executive. In the past, a high school diploma was enough. Now, many jobs require a bachelor's degree or special knowledge in their field.
Helping Military Leaders
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In the U.S. Department of Defense, military officers hold the title of military assistant (MA) or executive assistant (EA). These are usually high-ranking officers like colonels or captains. They directly support top defense officials, including the Secretary of Defense and generals.
The Secretary of Defense also has a very senior military assistant, usually a lieutenant general or vice admiral.
Like civilian executive assistants, military EAs help with decisions and setting policies. They also oversee all the military and civilian staff who support the leader. EAs are often similar to a chief of staff in other military groups.
How to Become a Secretary
In the late 1800s, the invention of the typewriter created many new jobs for both women and men. By the early 1900s, women with typing skills could often get secretarial jobs after high school.
Commercial schools started in the 1840s to teach students office skills. In 1870, Sir Isaac Pitman opened a school for shorthand writers. At first, it was only for men. By the 1890s, there were hundreds of such schools in the United States.
In the 1880s, with the typewriter, more women entered the field. After World War I, the role of secretary became mostly associated with women. By the 1930s, fewer men chose this career.
To improve the job, the National Secretaries Association was formed in 1942. Today, it's called the International Association of Administrative Professionals (IAAP). This group created the first test for office workers, called the Certified Professional Secretaries Examination (CPS), in 1951.
By the mid-1900s, there was a great need for secretaries. Many offices had large groups of secretaries. Sometimes, women from other countries, like Britain, were hired to fill these jobs in the U.S. Groups like the Society of International Secretaries helped them.
In 1952, a special Secretary's Day holiday was created to honor office staff. This holiday is now celebrated worldwide during the fourth week of April. It has been renamed "Administrative Professional's Week" to show the increased responsibilities of today's administrative workers. This new name also helps avoid the idea that "secretary" only means women or unskilled workers.
In the 20th century, typing became very popular for women. They came from middle-class and working-class backgrounds.
For a long time, the job of secretary was sometimes seen in a negative way. People thought it involved only low-value tasks like serving coffee or filing papers. Also, it was mostly a job for women. However, in the 21st century, many entry-level jobs, including some traditionally held by men, are now called secretary or administrative assistant roles.
Where the Word Comes From
The word "secretary" comes from the Latin word secernere. This means "to distinguish" or "to set apart." The word secretum means "having been set apart," which led to the idea of something private or secret. A secretarius was someone who handled private business, often for a powerful person like a king. Since modern secretaries still handle private information, the original meaning of their title is still true.
See also
In Spanish: Secretario (administración) para niños
- Clerk
- Cabinet secretary or Department secretary
- Office lady
- Receptionist
