What Are The Duties Of The Secretary During The Meeting?

• Taking minutes in meetings.
• Keeping files of past minutes and reports.
• Letting people know when and where the next meeting is and what it is about.
• Helping to prepare agendas for meetings with the Chairperson.
• Writing and receiving letters on behalf of the group.

What are the duties of a secretary before and during the board of directors meeting?

Often, at board meetings, there are action points decided which are the responsibility of a specific board member, a committee chair or management. The company secretary is responsible for following up on these, sending reminders when necessary and putting the outcomes up for discussion at the next meeting .

What are the duties of company secretary before a general meeting?

• To draft the notice carefully according to statutory form and issue it.
• To prepare the Statutory Report and obtain the approval of the Directors. ...
• To prepare the Statutory Report and forward the same to every member of the company at least 21 days before the meeting.

What is secretary responsibility & duty?

A secretary’s duties can vary depending on where they work, and sometimes secretaries exceed their job requirements. Answering and directing phone calls . Organizing and distributing messages . Maintaining company schedules . Organizing documents and files .

What a secretary should do before a meeting?

• Consult with the Chairperson on the order of business for the meeting, and the way in which it should be dealt with on the agenda. ...
• Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared;

What skills does a secretary need?

• Good communication, customer service and relationship-building skills.
• Teamworking skills.
• Organisation and time management skills.
• Attention to detail.
• Negotiation skills.
• Assertiveness.
• Flexibility.
• Tact, discretion and diplomacy.

What are the qualities of a secretary?

• Confidentiality and Privilege. Confidentiality is the main quality expected of a good secretary. ...
• Honesty and Integrity. Honesty and Integrity go hand in hand. ...
• Professionalism. ...
• Knowledge and Skills. ...
• A Sense of Humour.

Is it mandatory for company secretary to attend board meeting?

Any Director, including an Independent Director, of the company may, at any time, summon a Meeting of the Board unless otherwise provided in the Articles. ... The Company Secretary or in his absence , any other person authorised by the Board, should then proceed to convene the Meeting.

Does the company secretary have to attend board meetings?

In particular, their duties normally include arranging board meetings. Secretaries must convene a meeting of the board of directors if any director asks for one . ... If an AGM needs to be held, the secretary should give 14 days’ notice (21 days for a public company).

Who appoints company secretary?

As per the Companies Act, 2013 company secretary” or “secretary” means a company secretary as defined in clause (c) of sub-section (1) of section 2 of the Company Secretaries Act, 1980 (56 of 1980) who is appointed by a company to perform the functions of a company secretary under this Act.

What is the work of General Secretary?

The General Secretary is the responsible authority of the university administrative units and is also responsible to the Rector for the operation of these units. ... To carry out all bureaucratic and administrative services of the University through its affiliated units.

How do I prepare for a meeting?

1. Clarify purpose and aims. A clearly stated purpose or aim describes the key decisions that must be made or actions that must occur at the meeting. ...
2. Create an agenda. ...
3. Schedule the meeting. ...
4. Post and send out agenda. ...
5. Circulate supporting information. ...
6. Make room arrangements. ...
7. Arrange for recorder.

How can I be a successful secretary?

1. be methodical, with a good eye for detail;
2. be well organised, with an orderly mind;
3. bring objectivity to the proceedings;
4. deal promptly with correspondence;
5. be able to take accurate notes of meetings;
6. make sure members receive all the necessary material;

What is the role of a confidential secretary?

Confidential Secretaries provide administrative and clerical support to the executives of a corporation . Their duties include following dictated instructions, taking minutes, transcribing documents, preparing confidential reports, writing letters, taking phone calls, and making travel arrangements.

Does a secretary do?

The duties of a secretary vary by employer and industry, but they usually include answering phone calls, emailing correspondence, organizing meetings , taking meeting minutes and coordinating inter-office communications.

What kind of communication skills does a Secretary need?

• For good Communication(Face to Face)
• Be tactful, friendly & cheerful, be courteous, polite, well mannered.
• Express desire to serve.
• Good language & body language.
• Never talk too much or too little.
• During conversation encourage the other person to open up.
• Never criticize and avoid embarrassing issues.
• Over telephone.