Secretary facts for kids
A secretary is someone who helps managers or leaders with their daily tasks. They are also called an administrative assistant or executive assistant. Their job involves using skills like planning, organizing, and communicating.
Secretaries work in almost every type of business. They can have different levels of experience, from internships to senior roles. Sometimes, a secretary helps just one person. Other times, they help a whole team or organization. This role is different from a "cabinet secretary" in government, who is a high-level official.
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What a Secretary Does
A secretary, also known as a personal assistant (PA), 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 is still very important.
Their tasks can change depending on the company's size. They might answer phones, greet visitors, or manage budgets. They often help with travel plans and organizing events. Secretaries might also take notes during meetings. They keep important records for the company.
Today, many secretaries do much more. They might research topics or write reports. They help manage projects and solve problems for customers. They also organize office systems and handle public relations. They can even help with decision-making.
Other job titles similar to secretary include:
- Administrative professional
- Executive assistant
- Office coordinator
- Office manager
In the past, a secretary mainly typed and handled basic office tasks. They needed to be good at typing and speaking the office language. As they gained experience, they took on more duties. These included managing files, handling mail, and ordering supplies.
A more experienced executive assistant might type very fast. They could organize busy schedules and meetings. They might also handle some financial tasks. These assistants often control who gets to meet with their manager. This makes them a trusted helper. Executive assistants need to be good at talking to many different people. They represent the person they work for.
Executive Assistant Role
An executive assistant (EA) is a high-level administrative job. They work for top company leaders or government officials. EAs often help make important decisions for the organization.
They manage communications and prepare research. They might even have other administrative assistants working for them. An EA acts as a "gatekeeper." They decide which meetings or emails are most important for their executive's time.
Sometimes, an executive assistant might represent their boss in meetings. They can also manage projects when the executive is away. EAs need strong business skills. They can influence others on behalf of their executive. In the past, a high school diploma was enough. Now, many EA jobs require a college degree.
Military Assistants
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In the U.S. military, high-ranking officers can have military assistants (MAs) or executive assistants (EAs). These are usually colonels, lieutenant colonels, or majors in the Army, Air Force, and Marine Corps. In the Navy, they are captains, commanders, or lieutenant commanders.
They support top defense officials, like the Secretary of Defense. These military EAs also help with decisions and policies. They lead the military and civilian staff who support their official.
How the Job Changed
In the late 1800s, the typewriter was invented. This created many new jobs for both men and women. By the 1890s, most students learning shorthand and typing were female. For much of the 20th century, women could get secretarial jobs with just a high school education.
The role of secretary first appeared in European governments. Men handled the daily letters and tasks for powerful people. Over time, the word "secretary" was used for many different jobs. This led to titles like "general secretary" or "financial secretary."
In the 1840s, schools started teaching business skills. In 1870, Sir Isaac Pitman opened a school for shorthand writers. At first, it was only for men. But by the 1880s, with typewriters, more women joined the field. After World War I, the job of secretary became mostly associated with women. By the 1930s, fewer men were becoming secretaries.
To make the job more professional, the National Secretaries Association was formed in 1942. It is now called the International Association of Administrative Professionals (IAAP). This group created the first test for office workers in 1951.
In the mid-20th century, there was a big need for secretaries. Many offices had large groups of them. Sometimes, secretaries were even recruited from other countries.
In 1952, a special "Secretary's Day" holiday was created. It was meant to thank office staff for their hard work. This holiday is now called "Administrative Professional's Week." It is celebrated in April around the world. This new name shows that the job has grown and includes more responsibilities. It also avoids the old idea that "secretary" only means women or unskilled workers.
For a long time, the job of secretary was sometimes seen as low-value. People thought it only involved simple tasks like making copies or serving coffee. It was also seen as a "pink-collar job" mainly for women. However, in the 21st century, many entry-level jobs, including those once held by men, are now called secretary or administrative assistant roles.
Word Origin
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. So, a secretarius was someone who handled private business, often for a powerful person. Since modern secretaries still handle confidential information, the original meaning of the word still fits.
Images for kids
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Der Gemeindeschreiber (the town clerk), painting by Albert Anker, 1874
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Thomas de Keyser, Portrait of Constantijn Huygens with his Secretary, 1627
See also
In Spanish: Secretario (administración) para niños
- Clerk
- Cabinet secretary or Department secretary
- Office lady
- Receptionist
