By going through these Maharashtra State Board Secretarial Practice 11th Commerce Notes Chapter 1 Secretary students can recall all the concepts quickly.

Maharashtra State Board Class 11 Secretarial Practice Notes Chapter 1 Secretary

Origin of Secretary

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 1 Secretary 1

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 1 Secretary

Meaning and Definition

1. Oxford Dictionary:
‘A person whose work is to write for others, especially one who is employed to conduct correspondence, keep records and to transact various other businesses for another person or for a society, corporation or public body.’

2. Companies Act, 1980: “A person who is a member of Institute of Company Secretaries of India.”

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Features of Secretary:

  • Individual – Only an individual can be as a Secretary
  • Duties – Perform routine and administrative duties O Day to day duties
    Ensure legal compliances
  • Qualification – Prescribed qualification according to Companies Act, 2013
  • Appointment – Can be appointed by individuals, professionals, society corporation, etc.
  • Paid Employee – Paid either by salary or paid an honorarium.
  • Confidential Officer – Acts as a custodian of secret and confidential information of the organization.
  • Representative – Personal secretaries – represent their employers.
    Institutional secretaries who is appointed by societies, companies, government departments – represent their organizations.
  • Qualities – o Concentration, intelligence, tact, loyalty, co-operation, courtesy, etc.

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 1 Secretary

Importance of a Secretary:

1. Expert advice and guidance –

  • opinion of secretary valuable.
  • advices the superiors in the matter of policy decisions.
  • guides to the management for business growth.

2. Administrator-

  • routine office administration
  • office management, documentation of important issues
  • executive duties : like assisting policy formulation, preparation of plans, supervision on execution of plans

3. Custodian of secret information-

  • access to confidential and crucial information related to the organization.
  • making and executing important decisions
  • guards the secrets of the organization as ‘confidential officer’.

4. Correspondent –

  • responsible for inward and outward correspondence.
  • correspondence with members, directors, banks, insurance companies, etc.

5. Legal compliance officer –

  • ensure proper and timely legal compliances.
  • perform various statutory duties.
  • file returns, documents with proper authorities within the stipulated time.

6. Conducting meetings-

  • formalities required to be undertaken before, during and after the meeting.
  • includes preparation of agenda. sending notices, preparing minutes etc.

7. Link between management and staff –
link between management and staff. helping in effective communication.

8. Fulfillment of Secretarial Standards and Secretarial Audit-
to check whether the company is adhering to legal and procedural requirements.

Types of Secretary:

  1. Personal Secretary
  2. Institutional Secretary

Institutional Secretary-

  • Secretary of a Non – profit association
  • Secretary of a Co-operative
  • Secretary of a Joint Stock company
  • Secretary of a Government Department
  • Other Body Corporates

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Maharashtra Board Class 11 Secretarial Practice Notes Chapter 1 Secretary

Personal Secretary-

  1. Appointment
  2. Qualifications

1. Appointment –
Individuals appoint personal
secretary to look after other or daily routine work.
E.g. → (1) Doctors (2) Lawyers (3) Engineers (4) CA (5) Actors (6) Politicians, etc.


  • No specific qualifications
  • Depends on the requirement of employer’s profession

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Institutional Secretary-

1. Secretary of a Non – Profit Association
Example: Secretary — Rotary club — Lions club. etc.

may be a full time or part time person working on salary basis or on honorarium basis.


  • no prescribed qualification
  • should be acquainted with the objects and basic functioning of the organization.

2. Secretary of a Co operative Society
3ecretary – Co-op. Bank – Co-op. Housing ociety. etc.


  • one member of managing committee is appointed as a Secretary.
  • works on honorary basis.
  • for large scale co-operative organisation; he/she may be appointed as a
    full time employee on salary basis.


  • no specific qualification.
  • good knowledge of the Co-operative Societies Act with at least
    graduate qualification.

3. Secretary of a Joint
Stock Company
Reliance Industries Ltd, Tata Motors Ltd, etc.

Company Secretary is appointed and works under the control of Board of Directors.

Qualification: As per Section 2O3 of Companies Act 2013, Company Secretary must be a member of the Institute of Company Secretaries of India (ICSI).

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 1 Secretary

4. Secretary of Government Department
Finance Secretary, Defence Secretary, etc.

Acts as an administrative head of a Ministry or Department for Government of India or State government.


  • requires graduation degree.
  • should have passed the Civil Services Examination and should be an TAS.

Functions of a Secretary-

1. Correspondence

  • to look after inward and outward mail.
  • to reply to inquiries from outsiders, government department.
  • to look after the various records of the organization.

2. Office management

  • to supervise and control the staff.
  • to look after smooth functioning of the company.
  • to look after training, promotion and transfer of the office staff.

3. Reception function

  • to attend to telephone calls and visitors.
  • to attend to inquiries, fixing appointments, etc.

4. Financial functions

  • to handle banking transactions and maintain books of accounts.
  • to keep watch on receipts and payments.
  • to provide information to employer, management, banks and Govt.

5. Arrange meetings

  • between employer and other parties.
  • to arrange general meetings and board meetings as per Act.
  • to draft notices, agenda and minutes of the meeting.

6. Statutory functions
to comply the provisions of the Companies Act, Income Tax Act, Stamp Act, etc.

7. Assistance in formulating policies

  • to collect statistical data and information.
  • to assist the management in formulating policies

8. Providing information
to provide Information related to various departments to management, banks, government departments, shareholders and employees.

9. Administrative functions

  • to assist in appointing employees,
  • to distribute office work, to supervise, to train and to promote.
  • to maintain all statutory books and keep under proper custody.

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 1 Secretary

Qualities of a Secretary-

  1. Accuracy
  2. Adaptability
  3. Co-operativeness
  4. Courtesy
  5. Initiative
  6. Leadership
  7. Loyalty
  8. Orderliness
  9. Pleasing personality
  10. Knowledge seeker
  11. Punctuality
  12. Sound judgement
  13. Tactfulness

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Word Meaning:

emerged – to come out / to rise up; assist – to help someone; employer – one who keep the worker against remuneration (salary, wages); employees- one who works for someone against remuneration (salary or wages) / a person who works for somebody for salary; compliance – to follow rules / to abide; prescribed – to advice / to suggest; honorarium- payment made to professionals for their services; custodian – a person who is officially charged for something; personal- one’s own property / belonging; institutional – large organization; concentration- to focus on some work; courtesy – polite behavior towards other people; orderliness – neat and tidy / proper placement; seeker – needy person; able- guidance – valuable suggestion; executive – person at top level; formulation – creation of a plan or policy; stipulated – fixed / desired time; agenda – points to be discussed in meeting; minutes – written record of points discussed in meeting; co-ordinate – to work together; adhering – to follow; procedural – formal way to do something; acquainted – habitual; vital- important; relevant – important / needed; promotion – to lift up; voluntarily – by one’s own wish; accomplish – to achieve / to get; pleasing – good looking personality; implies – without saying directly; mannerism – behave respectfully, statutory – compulsory; appropriate – proper; effectiveness – productiveness; determined – firmly / fixed; perks – additional benefits.