Meaning and Definition of a Secretary

1. Meaning and Definition of a Secretary

Origin of the term. The word 'secretary' comes from the Latin secretarius (meaning 'one entrusted with secrets') and secretum ('a secret'). Historically, a secretary was a confidential assistant entrusted with a person's private correspondence and records.

Modern meaning. In the everyday sense used across offices, clubs, and companies, a Secretary is a person appointed to handle the correspondence, records, and administrative affairs of a person or an organisation, and to act as a vital communication link — between the head of the organisation and its members, between one department and another, or between the organisation and the outside world (government offices, other companies, the public).

A working definition. A Secretary is an official appointed to conduct the correspondence, keep the records, and manage the day-to-day administrative business of an individual, association, institution, or company, acting throughout as a link between the persons or bodies concerned.

Key features common to every kind of secretary:

1. An appointed official — a secretary holds an office, whether elected, appointed, or employed; the post exists independently of who currently fills it.
2. Custodian of records and correspondence — maintains files, registers, minutes, and handles incoming/outgoing correspondence.
3. A link/communication channel — connects the organisation's head or governing body with its members, staff, or outside parties.
4. Administrative and coordinating role — organises meetings, prepares agendas and minutes, and ensures the smooth day-to-day functioning of the office.
5. A position of trust and confidentiality — by the very origin of the word, a secretary is expected to handle sensitive and often confidential information responsibly.