How to Be an Organization's Secretary

Last Updated: October 25, 2022 Approved

Whether you are talking about a student council, political group or special task force, all organizations require a secretary. The secretary is arguably the most important officer as s/he is responsible for organizing, assimilating and disseminating information within and without the organization. They need to be organized, hard working, intelligent, and possess excellent writing skills.

Things You Should Know

Meet with the outgoing secretary, if possible, to gain a solid understanding of the organization's needs and your expected duties.
Organize all administrative files and documentation. If a solid filing system isn't in place, introduce one and stick to it.
Maintain a friendly, professional demeanor to establish contacts and build strong relationships.

Steps

1
Decide that this is the right job for you. Some people think that it is easier to be secretary than treasurer or president, but many meeting veterans will tell you that the secretary's job is much more difficult.^{[1]
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2
Meet with the outgoing secretary if possible. Have him or her give you the previous meetings' minutes, correspondences, reports, administrative orders, etc. With any luck, these will already be well organized and ready for you to take them over; if not, read the next step.

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3
Get a filing cabinet or a briefcase. These should be provided by your organization, but if they are not, buying used is a good first step and an excellent way to reduce unnecessary expenses on your part or on the part of your organization. There are many filing systems that can be employed for administrative documents like meeting minutes, by-laws and so on; read up on these and determine which is the easiest to follow and the cheapest to implement, and stick to that system. If you received the files in a disorganized mess, you don't want to leave them that way for the next secretary when your tenure is completed.^{[2]
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4
Learn that good organizational skills make a good secretary. If your organization's office is not well organized, this is something that should be addressed right away. Use the office to store all relevant documentation and try to employ the same filing system that you have used on your filing cabinet.^{[3]
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5
Go from small to big when organizing files and documents. Begin by filing all relevant documentation into a filing cabinet or briefcase, and then organize the entire office and organization using the same system, but on a larger scale. That will make the office very user friendly and afford a lot of peace of mind to you and your successor.
6
Develop good contacts and use them wisely. A friendly, professional demeanor is very important to an organization's secretary. You will learn very rapidly that most secretaries rely on an intricate network of friends and contacts to conduct day-to-day business.

Community Q&A

Question

How do I write such letters?

Community Answer

Whatever you are secretary of, there will be files for you to maintain. Look at the file copies of letters written in the past, and use those as models for new letters that you generate. Libraries have books that include sample business letters, study those. And/or ask someone in your organization to "eyeball" your draft of a letter you're about to send. Get help, especially if your English is uncertain. The other person will probably love helping you. A good and proper letter will make you look good and also your organization and whoever signs the letter.
Question

Why is it important for an organization to have a secretary?

Community Answer

It's important so the organization or group can keep a record of everything that goes on within the group.
Question

What are the steps to becoming a secretary?

Community Answer

Prepare a professional resume. Research and visit locations you wish to work for. Be pleasant in appearance and communication. Let them know what you can bring to the organization. Be upbeat and driven. Include your education & prior work experience that shows your capabilities on your resume. Secure interviews at a few locations and choose the one that best meets your needs.