怎样做一名合格秘书,英文版

How to be a secretary

崔倩51092023 As a secretary he or she may have a lot of duties to fulfill. There is no doubt that secretary plays an essential roles in every company. Thus, how to be a good and professional secretary has become a hot issue. In my opinion, a good and professional secretary has to do the following major jobs.

First, a secretary should pay close attention to his or her dress. Women should dress western-style clothes and skirts and men wear western-style clothes and trousers. A secretary must dress formerly so that he or she look peart.

Second a secretary is expected to relieve the executive of various administrative details. For instance, a secretary should make appointments for the executive and maintain his or her calendar;

a secretary is expected to arrange business itineraries and coordinate the executive"s travel requirements. To be a good secretary, you should learn to satisfy your boss by working hard and acurisely.

Thirdly, a secretary is required to coordinateand maintain effective procedures and efficient work flow.

Next, a secretary should be able to establish and maintain harmonious working relationships with superiors, co-workers, subordinates, customers or clients, and suppliers. For example, You have to learn how to please all sides of colleagues and make them happy working with you. When dispute happens, you can handle them squarely. You can create easy atmospere around your office to let the boss deal with things lesurely. A secretary should be helpful to and thoughtful of the clients, supervise other employees, submit employers, and so on.

Apart from what has been mentioned above, a secretary should also be able to do a variety of other jobs. To begin with, a secretary should make appointments for the executive and maintain his or her calendar. He or she is expected to receive and assist visitors and telephone callers in every way possible and then refer them to the executive or other appropriate persons as circumstances warrant. A secretary is expected to arrange business itineraries and coordinate the executive? travel requirements.

Next, a secretary is expected to take action authorized during the executive?s absence and use initiative and judgment to see that matters requiring attention are referred to a delegated authority or handled in a manner so as to minimize the effect of employer?s absence.

A secretary should be able to take shorthand or longhand notes and transcribe from it or transcribe from machine dictation. He or she should also be able to type material from longhand or rough copy.

In addition, a secretary is expected to sort, read, and annotate incoming mail and documents

and then attach appropriate files to facilitate necessary action. He or she should be able to compose corre spondence and reports for the executive?s signature as well as prepare communication outlines by the executive in oral or written directions.

A secretary is expected to research and abstract information and supporting date in preparation for meetings, work projects and reports. He or she must be able to correlate and edit materials submitted by others in draft format.

Also, a secretary should have the ability to manage the office work well. He or she should be good at maintaining filing and record management systems and other office flow procedures.

Another duty of a secretary is to make arrangements for the executive and coordinate conferences and meetings. A secretary may serve as the recorder of minutes with responsibility for transcription and distribution to participants. He or she may supervise or hire other employees, select or make recommendations for purchase of supplies and equipment as well as maintain budge and expense account records, financial records, and confidential files.

In addition to the duties mentioned above, a secretary should possess the following skills. he or she should have a good command of office skills and be proficient in office software such as Microsoft Outlook, Microsoft word, Excel and ect. Ever.

Good secretary should have the personal qualities. Secretarial staff to take on a business or social organization to promote wider and better direction to the responsibility of secretarial staff directly related to the level of quality the level of quality and efficiency. As a good secretary, not only have excellent ideological and political quality, high professional ethics, quality and capacity of a solid knowledge of psychological health, but also a wide field of vision, innovative thinking, so as to occupy at work the initiative. A secretary Should have the personality characteristics. Personality affects the adaptability of the individual"s career, a certain personality for the job in a certain. So you want to be a good secretary should have the Secretary of the professional requirements of the individual"s personality, including the following five points. Believe they have the ability to complete their tasks undertaken, the use of high enthusiasm and courage to challenge the determination, control their emotions and behavior, so that secretarial work is more organized. Stable. Excellent secretarial work, whether routine or face to face emergency situations should keep a cool head, steady doing things. Rely on keen observation and common sense, without loss of principle in the case the problem is appropriately resolved. Modest. This is an excellent Secretary of the necessary charisma, one asked the Clerk to respect others, not to overwhelm people. Modest. This is an excellent Secretary of the necessary charisma, one asked the Clerk to respect others, not to overwhelm people. Able to create a relaxed and harmonious atmosphere to handle daily conflict, so that others feel relaxed at the same time, to facilitate the smooth progress of work. Firm. The Secretary shall have outstanding perseverance and strong mental

endurance. Leadership from the grassroots and the pressures of the outside world can calmly. Realistic, consciously resist bad style, do rational leadership staff and assistants. Security awareness is the secretarial staff of the basic literacy, as a good secretary should develop strict company secret habits and leadership and ability. A good secretary should have knowledge of literacy Knowledge structure is an important measure of the quality scale Secretary of talent. Secretary of the work not only has a strong practical, and highly integrated, with "mixed it" and "generalist" extensive knowledge. The basics. Including natural science, social science and basic common sense and basic knowledge of legal knowledge of everyday life. Relevant knowledge. That is necessary for the secretary"s work played a supporting role of non-professional knowledge. Including business management, behavioral science, social psychology, thinking, scientific and other kinds of knowledge. As a good secretary, for all kinds of broad and basic knowledge is necessary. Expertise and industry knowledge. Secretary to the systematic study of workers in this career need to learn the doors of professional knowledge and understanding of all aspects of secretarial work, the operation of common sense, basic skills and practices. They are an important prerequisite for competent secretarial work Secretary of the industry"s expertise is also Secretary of the personnel must master, it also challenge the Secretary"s ability to learn in practice, industry-specific knowledge is also secretary to adapt the working environment, good working conditions necessary.

Secretary is on behalf of the company"s image, representing the company"s attitude towards the problem, which requires the Secretary to have a business other than staff positions have a stronger public relations capacity. Including good language skills, memory, language and social skills, better coordination between the company and employees, between departments within the company, between employees and management, business and the relationship between the external sector. To be good at communicating in a different context, for different positions, different departments, different ages, different personalities and different relationship with the company"s personnel to use appropriate language and uphold the correct and reasonable manner, with a good attitude, so that they successfully reached the matter of consensus, resolve conflicts effectively and efficiently establish contact with companies in the square image. To create harmony, trust, cooperation, good working environment. The fundamental role of the secretary is to help leaders do their daily work. A large number of enterprises or institutions face every day inside and outside the big or small, can sort things out secretary, in a wide variety of information in a number of selection and sorting of materials a good leader needs to become secretary of the basic requirements of the modern good, both for the leadership of smooth, the normal operation of the system of the department secretary or future personal development and so play a crucial role in.

In summary, the secretarial position can be described as “the boss” confidant office manager, supply and equipment purchasing manager, …jack of all trades?, and master of office mysteries.” He or she may have to retain a great deal of information without speaking of it to anyone. Because a secretary is often made aware of highly sensitive company information, he or she must be trustworthy and able to keep a “secret”.