MINISTRY OF TECHNICAL EDUCATION, VOCATIONAL TRANING, AND

APPRENTICESHIP
*******************************
TECHNICAL HIGH SCHOOL OF ABIDJAN

Presented by :

GROUP D

• FATOUMATA KONATE
• NADORA PREMIERE JUMELLE ABE
• AMENAN N’GUESSAN

CLASS : TG1B

ENGLISH PRESENTATION
TOPIC :

COURSE INSTRUCTOR : Mme BOHOUSSOU

 TABLE OF CONTENTS

I. THE MAIN FUNCTIONS OF A SECRETARY ............................................................ 4

A. Administrative management ........................................................................... 4
B. Reception and communication ....................................................................... 5
C. Support for various services............................................................................ 5
II. SKILLS NEEDED TO BE A GOOD SECRETARY ....................................................... 5
A. Technical skills .............................................................................................. 5
B. Interpersonal skills......................................................................................... 6
III. CHALLENGES AND DEVELOPMENTS IN THE SECRETARIAL PROFESSION .......... 6
A. Technological evolution .................................................................................. 6
B. VERSATILITY AND SPECIALIZATION ................................................................. 6
IV. CONCLUSION ................................................................................................... 7
About

This project was undertaken as part of our final year of high school, during our senior year, by a group of
three determined students seeking to thoroughly explore the crucial role of the secretary in modern
businesses. Through this presentation, we aimed to highlight the paramount importance of this often-
overlooked profession, which is indispensable for the smooth functioning of organizations.

Our objective is to demonstrate the versatility and adaptability required to excel in this profession.
Secretaries must not only master various technical skills but also possess valuable human qualities. By
drawing on concrete examples and current analyses, we hope to offer a clear and comprehensive view of
this essential profession.

We wish to express our gratitude to our teachers for their unwavering support and insightful advice
throughout this project. We also extend our thanks to all those who contributed, directly or indirectly, to the
completion of this presentation. We hope that our work will captivate and inform, while emphasizing the
importance of secretaries in today's professional world.
INTRODUCTION
In the labyrinth of modern organizational structures, there exists an essential cog, often
unknown to the general public, without which the equilibrium of the company would
falter: the secretary. Imagine a symphony orchestra playing a complex composition.
While the leaders and senior executives shine as talented soloists, the secretary is the
invisible conductor, ensuring the harmony and fluidity of every note. Behind every
perfectly coordinated meeting, meticulously filed document, and skillfully filtered phone
call, lies the expertise and dedication of this versatile professional.

The role of the secretary has evolved over the decades, transitioning from a mere executor
of administrative tasks to a key player in business strategy. Equipped with impressive
technological proficiency and an extraordinary ability to adapt, he or she must juggle a
multitude of responsibilities while maintaining impeccable precision. Beyond technical
skills, being a secretary requires invaluable human qualities: discretion, empathy, a
service-oriented mindset, and impeccable communication.

Through this presentation, we aim to unveil this indispensable profession, exploring the
various facets of the secretary's role. We will highlight the essential skills required, the
challenges faced in an ever-changing world, and the potential evolutions shaping the
secretary of tomorrow. Let us embark on this fascinating journey to discover a profession
where efficiency meets versatility, and every detail counts towards collective success.

I. THE MAIN FUNCTIONS OF A SECRETARY

A. Administrative management
One of the primary functions of a secretary lies in administrative management. This
includes drafting and handling correspondence. For instance, a secretary may be
responsible for writing official letters, activity reports, and company emails. Additionally,
filing and archiving documents is a crucial task, allowing easy retrieval of necessary
information. Imagine a company without an organized filing system: documents would be
scattered, leading to considerable time loss. Furthermore, the secretary also organizes
travel and meetings for colleagues. For example, in the case of an important meeting with
foreign partners, the secretary would need to coordinate schedules, book meeting rooms,
and ensure all necessary equipment is available.
 B. Reception and communication
In addition to their administrative duties, the secretary plays a central role in reception
and communication. Greeting visitors and clients, both in person and over the phone, is
essential for making a good first impression of the company. Imagine an important visitor
arriving for the first time: a warm and professional welcome can make all the difference.
The secretary is also responsible for transmitting information and messages, ensuring
that each request reaches the right person in a timely manner. For example, when a client
calls with an urgent question, the secretary must be able to quickly convey the
information to the relevant department. Additionally, managing the agenda and
appointments is another major responsibility, ensuring that executives and employees do
not miss any important meetings or appointments.

C. Support for various services

Finally, the secretary provides indispensable support to the various departments of the
company. This administrative assistance can take various forms, such as the preparation
and monitoring of files. For example, a secretary in a legal firm may be responsible for
preparing case files for lawyers and tracking procedural deadlines. Additionally,
collaboration with other employees is essential to ensure proper coordination. Imagine a
large-scale project requiring the involvement of multiple departments: the secretary will
play a key role in communication and coordination among the teams to guarantee the
project's success.

II. SKILLS NEEDED TO BE A GOOD SECRETARY

A. Technical skills
To excel in the profession of a secretary, it is imperative to possess strong technical skills.
Mastery of computer tools is essential. A secretary must know how to use word
processing software like Microsoft Word to draft professional documents, as well as
spreadsheets like Excel to manage data. For example, when preparing a financial report,
using Excel allows for efficient organization and analysis of figures. Additionally, good
spelling and impeccable grammar are crucial to avoid errors in official documents. Lastly,
organizational and time management skills play a key role. A secretary must be capable
of prioritizing tasks and meeting deadlines, which is particularly important when
coordinating events or managing the schedule of a senior executive.
 B. Interpersonal skills
In addition to technical skills, a good secretary must also possess well-developed
interpersonal skills. The ability to communicate and listen effectively is fundamental for
establishing harmonious relationships with colleagues, clients, and business partners.
For instance, when a client expresses a concern, an attentive and empathetic secretary
will know how to convey the message appropriately and effectively. The ability to work as
part of a team is equally important. In a collaborative work environment, the secretary
must cooperate with different departments to achieve common goals. Take, for example,
a project involving several departments: the secretary will play a crucial role in ensuring
coordination and facilitating communication among the teams. Lastly, discretion and
confidentiality are essential qualities. A secretary often handles sensitive information,
and it is therefore vital to guarantee the confidentiality of data and communications.

III. CHALLENGES AND DEVELOPMENTS IN THE

SECRETARIAL PROFESSION

A. Technological evolution
The rapid evolution of technology has profoundly transformed the role of the secretary.
The shift towards increased digitization and the automation of many administrative tasks
have altered traditional working methods. For example, the use of electronic document
management systems (EDMS) allows for efficient classification, retrieval, and sharing of
documents, thereby reducing dependence on paper-based records. Secretaries must
therefore be proficient with these technological tools and continuously train to stay
updated. The digitization of documents has also changed the way information is managed
and shared. Take the example of meetings: with the rise of video conferencing, a secretary
must master digital platforms such as Zoom or Microsoft Teams to organize remote
meetings, which was unthinkable a few decades ago.

B. VERSATILITY AND SPECIALIZATION

In the face of these technological advancements, secretaries must demonstrate
versatility and, in some cases, specialization to meet the specific needs of their company.
Versatility has become a key skill, as secretaries often have to assume diverse
responsibilities, ranging from human resource management to event organization. For
example, a secretary in a small business might be required to handle both traditional
administrative tasks and public relations, thus showcasing their ability to adapt to various
situations. Concurrently, specialization is also becoming a notable trend. Secretaries can
specialize in specific fields such as legal, medical, or commercial sectors. Imagine a
secretary working in a law firm: he or she would need to possess specific knowledge in
law to prepare and manage complex legal files. This specialization enables secretaries to
develop a sharp expertise and become indispensable resources within their organization.

IV. CONCLUSION
In conclusion, it is undeniable that the role of the secretary, often overlooked, is essential at
the heart of any organization. Like a maestro orchestrating multiple administrative tasks, the
secretary ensures the smooth operation and efficiency of daily activities. This versatile
professional, a true guardian of internal and external communication, combines sharp
technical skills with valuable human qualities. Through their discreet yet decisive actions, the
secretary significantly contributes to the collective success of the company.

Technological challenges and the growing need for specialization have only heightened the
importance of this profession. By embracing innovations and developing a diverse skill set,
today's secretaries position themselves as key players, capable of navigating seamlessly in a
constantly evolving professional environment. Take, for example, the management of virtual
meetings, which has become essential in the current context. A competent secretary will not
only organize these sessions but also ensure their smooth execution, demonstrating
unparalleled adaptability.

It is therefore crucial to recognize and value the skills of these dedicated professionals, who,
through their hard work and attention to detail, ensure the cohesion and performance of the
company. Looking to the future, it is clear that the role of the secretary will continue to
evolve, adapting to new demands and technological innovations while maintaining its
fundamental role within organizational structures.