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The role of a personal secretary has undergone a big change. Apart from being called "professional secretaries" now, they have a say in administrative matters and form an integral part of the growth of an organisation, says SUDHEENDRA PUTTY.
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SMART AND SAVVY: Taking a professional leap.
THE MENTION of personal secretary brings to mind images of a coy, demure woman, hesitantly walking into the boss' cabin (with a short-hand scribbling pad in one hand and a half-chewed pencil in the other), often with trepidation. She would take a dictation and return with a copy for any further correction. In most offices, she would also be the telephone-operator-cum-receptionist, talking away endlessly on the telephone to her boyfriend and implement a tip or two in the art of manicure.
Images partly created by the depiction of personal secretaries/assistants in the movies in the Seventies and Eighties. Images that are far from the truth today. For, the role, position and responsibilities of secretaries have undergone a complete change. Unlike in the past, when it used to be no more than a mere pastime for 20 somethings, waiting for matrimony, personal secretaries are fast turning professional to meet the growing demands at the workplace.
Says Ingrid Dsouza, at Agrotech Foods (she is also the chairperson of the National Institute of Professional Secretaries), "the stereotyped image of the personal secretaries is long gone. Today, she is emerging as an integral part of the administrative set up performing a wide variety of roles in the organisation."
The role of `professional secretaries', as they would like to be called now, is rapidly expanding, shaped and stretched as it is by emerging technologies and business philosophies. The entry of multi-national companies has heralded a loosely structured hierarchy and an informal work culture resulting in the elimination of middle management positions at the work place. Apparently, the job-profile of personal secretaries has got enriched in this process of economic liberalisation and globalisation with the addition of administrative responsibilities.
Personal secretaries are indeed discharging more onerous responsibilities today than at any other time in the past. Agrees Christina Roberts, confidential secretary to the chief executive at Bhadrachalam Paperboards division of ITC, "the role is more of an advisor and giving inputs to the boss. Supporting him in the process of decision-making. There is a need for one to go beyond the ordinary. A secretary is today more of a manager - managing the most valuable asset in the organisation - information." Business has become more competitive and volatile resulting in the necessity to generate quicker reports. "This makes it absolutely necessary for the secretary to keep abreast of the latest happenings in the economy and the industry in which the company operates," says Rajashri, who assists a company Director. "Scanning newspapers for articles and editorials, the Internet and professional journals and magazines is something that is being done exclusively by us to provide the relevant information to the boss. Getting the right information, at the right time and in the right format (the crux of Management Information System) is of paramount importance.
"There is a deeper understanding of the issues and problems in question from a business perspective. There is an urge as well to make a contribution to the boss and organisation and be counted. Says Christina, "we need to improve the efficiency of the boss and ensure that the time he spends in the office is quality time without his having to keep groping around for the relevant information. By contributing to the efficiency of the boss, we effectively contribute to the organisational growth too. This is in addition to managing his schedules and programmes on a sustained basis."
And what happened to the old adage, "the boss is always right?" With the changing times, that has changed too. Corporate directors and general managers are sitting up and taking notice of what their secretaries have to tell them and are prepared to get corrected on occasions. A change that has a lot to do with the bolder and more proactive approach of the secretaries. That the profile of the personal secretaries has changed is amply witnessed by the use of more contemporary nomenclature: executive secretary, administrative assistant, administrator, coordinator and other job-specific titles.
Qualities, traits and qualifications too matter for being an effective personal secretary. PVS Jagan Mohan Rao, Vice President at Karvy Consultants says, "a good personal secretary must take the initiative, be fast and yet not compromise on accuracy. That is when the job is done." More objectively, according to the National Institute of Professional Secretaries, computer skills, documentation (record creating and keeping), flexibility, multi-tasking and a professional approach to any situation make for a successful professional secretary.
BONDING WELL: The members of the Hyderabad Chapter of National Institute of Professional Secretaries (NIPS) celebrate `International Boss' Day'.
Communication, of course, is a sine qua non. "The secretary's role calls for a lot of interaction both within and outside the organisation. There is a need to upgrade software skills and be IT savvy," adds Rajashri. A management degree too would help.
Interestingly, when the fairer sex is storming (is it toppling?) one male bastion after another, one comes across a considerable number of men taking up jobs as personal assistants. Says Jagan Mohan Rao, "to me I don't think there is any difference. The job needs to be done and I believe that both men and women are equally good at doing it." However, the women believe otherwise. Says Ingrid, "I suppose this is a woman's job. Women have a distinct way of approaching things and are softer in approach." Adds Christina, "there are some gifts of god that women enjoy - dedication and loyalty. Also finer qualities like understanding and not retaliating." Men, too, may have these qualities, but to a slightly lesser degree.
Although there are more women today in the workplace than at any time before, there is an unfortunate proportionate increase in the instances of sexual harassment at the work place. "I suppose women are in general at risk in any organisation, no matter what post they might hold," agrees Ingrid. Adds Christina, "however, today's woman is no longer meek. It would be appropriate if women don't stick to such organisations where the conditions are awkward."
Personal secretaries are sanguine about their future role. "The entire administration function could one day be in our hands," is their prophesy. "Already, a fair bit of our work involves administrative responsibility," they say in chorus. The only problem seems to be, the pay packet. Most feel the money is not too good and not commensurate to the role performed by them. Are the (financial) bosses listening?
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