Secretary: Overview, definition, and example
What is a secretary?
A secretary is an individual who performs administrative, organizational, and clerical duties within an organization or company. Depending on the level and type of organization, the role of a secretary may vary, but it generally includes tasks such as managing communications, organizing schedules, maintaining records, and handling correspondence. In corporate governance, the term "secretary" can also refer to the company secretary, who is responsible for ensuring that the organization complies with legal and regulatory requirements, particularly in relation to corporate governance, meetings, and documentation.
Why is a secretary important?
A secretary is important because they provide essential administrative support that enables the smooth operation of an organization. By handling routine tasks such as scheduling meetings, maintaining records, and managing communications, the secretary allows other members of the organization, particularly senior executives, to focus on more strategic responsibilities. In a corporate governance context, the company secretary plays a key role in ensuring compliance with legal regulations, which is crucial for avoiding legal issues and ensuring that the organization operates within the law.
Understanding secretary through an example
Imagine a company’s CEO, who is responsible for running the business and making high-level decisions. The CEO relies on a secretary to handle administrative tasks such as scheduling meetings, organizing travel arrangements, preparing reports, and maintaining filing systems. This allows the CEO to focus on more complex matters while ensuring that the organization’s day-to-day operations are running smoothly.
In another example, a company may have a company secretary who is responsible for ensuring that the company holds its annual general meetings (AGMs) according to legal requirements, maintaining the company’s statutory records, and filing necessary documents with the relevant authorities. This individual plays a critical role in ensuring the company’s compliance with corporate laws and regulations.
An example of secretary clause
Here’s how a secretary clause might appear in a corporate governance document or employment contract:
“The Company appoints [Name] as the Company Secretary, who shall be responsible for ensuring compliance with all statutory and regulatory requirements, organizing board meetings, maintaining corporate records, and handling the official communications of the Company as per the guidelines outlined in the Corporate Governance Policies.”
Conclusion
A secretary is a key role within an organization, providing administrative support that allows the business to function efficiently. Whether performing general administrative duties or ensuring compliance with corporate governance, the secretary's role is vital in maintaining order and supporting the leadership of an organization. By taking on organizational tasks and managing compliance, the secretary helps the organization stay organized and focused on its objectives.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.