There are two types of executive secretaries: "individual secretaries" who support officers by themselves and "group secretaries" who support officers by multiple people. There is also a way of thinking that the group secretary is in charge of the department of the company. Here, we have summarized the characteristics of those jobs.
■ Recommended for general companies! Group secretary
There are various forms of employment as a "secretary", but it seems that it often means "executive secretary". It is recommended to assign a group secretary to general companies. In particular, becoming an executive secretary of a large company requires a huge amount of work, which makes it difficult for one person to handle it. Therefore, it is desirable that the personnel assigned to the "Secretary Division" and "Secretary Office" form a team to support the officers. The work of a secretary is wide-ranging, such as dealing with visitors and dealing with business partners, managing the schedule of officers, writing daily documents, and preparing for a general meeting of stocks. In addition to the full-time hiring method for professionals, there are also cases where a secretary is assigned as a secretary after joining the company. In addition, the method of hiring as a temporary worker is also attracting attention.
■ Recommended for law firms and university professors! Personal assistant
On the other hand, personal assistants are recommended for law firms and university professors. Ideally, you should have a high level of work knowledge to hire a personal assistant. Of course, it goes without saying that they have the skills to support external activities. For example, a law firm's personal assistant must be familiar with the duties of an attorney and be able to provide extensive support, including external paperwork. At major law firms, there are paralegals that specialize in legal affairs. We also recommend a personal assistant as a university professor's secretary. The work content can cover general office work, including the preparation of research fund application documents. In addition, it depends on the professor's area of expertise and the requirements of the professor for his secretary.
■ Use properly according to the purpose!
There are two types of secretarial work, individual secretaries and group secretaries, which are hired according to each department. For this reason, group secretaries are recommended for general companies, but foreign-affiliated companies also have many individual secretaries. Also, when hiring a secretary, it is important to decide what kind of use you want. By doing so, the direction to be adopted will be decided. You don't need any special qualifications to become a secretary, but there are some qualifications that give you a job advantage. One of them is the "secretary test", which can be expected to be effectively used not only as a secretary but also in many workplaces including general clerical workers. There is also a known "medical secretary skill test" that supports doctors. In addition, since a lot of secretary's job information is posted on the site related to temporary staff, we recommend that you refer to it when hiring.
【 TransACT Group 】
If you want to work as an international secretary, you may be wondering what kind of experience and qualifications you need. Speaking of an international secretary, language skills are required, but in reality, there are many other qualities required.
■ What is an international secretary?
An international secretary is a secretary who is in charge of foreign presidents and officers of foreign-affiliated companies and companies developing international business. The president and officers who are bosses may speak Japanese, but in most cases, daily work is done in English. Therefore, fluent language skills that do not hinder business are essential. Since you will be working with senior executives in the company, you will be able to handle business-critical customers and visitors from the head office, and manage and coordinate the busy schedule of the president and executives in charge. We also arrange business trips and arrange meetings, but we may also prepare meeting materials and participate in meetings. Meetings are often held by telephone or video conferencing, and work includes interpreting and translating meeting materials.
■ What are the skills required for an international secretary?
Foreign presidents and officers who are in charge have various nationalities and experience living abroad. Therefore, no matter what kind of boss you are, you need to be able to give careful consideration and consideration so that you will not have any trouble in working in Japan, and to be able to quickly provide the support that your boss needs. In foreign-affiliated companies, senior executives such as the president and executives who are bosses may suddenly return to Japan or change jobs. As a result, sudden changes may occur when working as an international secretary, such as losing a job or being invited to a new job by a boss with favorable treatment if the job is recognized. It can be said that this is a job that comprehensively requires skills that can flexibly respond to such changes, advanced business etiquette, computer skills, and language skills.
■ How can I study to become an international secretary?
As an international secretary, aptitude, skills, and experience are important, and compatibility with your boss also affects your work. However, the content required for a secretary's job changes with the times, so it is important to continue studying. Therefore, you may aim to acquire a qualification to acquire the ability as an international secretary. Typical qualifications are CBS (International Secretarial Examination) and CAP (US Senior Secretary Qualification). CBS (International Secretary Examination) is a qualification aimed at training international secretaries, and CAP (US Senior Secretary Qualification) is a qualification of an international secretary originating in the United States. In addition to studying secretarial work, knowledge of accounting, IT, and business administration is required to obtain this qualification, so it is necessary to study a wide range. Also, even if you get the qualification, you will be recertified once every five years, so you will continue to study.
【 TransACT Group 】
Executive secretaries and executive drivers are very important to a company. In addition to supporting officers, he has the opportunity to interact with many people, so he can be said to be a specialist with excellent interpersonal skills. Here is a summary of their work.
■ [Executive Secretary] Leave the reception and reception of companies and event showrooms to us!
Speaking of secretaries, executive secretaries who support corporate executives are known. You can also divide it into a personal assistant and a group secretary. The main task of the executive secretary is to manage the schedule so that the executive's work can be done smoothly. It also plays a very important role for companies, as it provides entertainment for visitors and entertainment with business partners. Of course, the work content will be tailored to the wishes of the hiring company. In addition to clerical work such as document creation using a personal computer, there are a wide range of tasks such as collaborating with each department in the company, reception of event showrooms, and front reception work.
■ [Executive driver] Leave the vehicle driving for companies and customers!
Executive drivers also have a very important role to play in supporting companies and customers. This work includes transportation to and from the officer's home, transportation to business partners and dinner venues, and even driving a vehicle to golf on holidays. Of course, we also perform daily vehicle management perfectly, such as starting inspections of executive vehicles and cleaning for comfortable use. Careful management of company cars also leads to a corporate image, so we try to thoroughly clean the storage location not only outdoors but also indoors. In addition, there is a method of hiring an executive driver as a temporary employee, which is attracting attention in terms of cost reduction.
■ Good at interpersonal ability! Specialist
Executive secretaries and executive drivers are very important to a company. To that end, it is necessary to have the qualities that can fully support the officers so that they can move easily. It is also essential to be a specialist with good interpersonal skills, as you will have the opportunity to interact with more people. It is important to be a bright and impressed person. In addition, it is necessary to have an attitude of devoting yourself to supporting officers rather than proceeding with work on your own. Moreover, it goes without saying that you know the duty of confidentiality. For companies and customers who are considering hiring executive secretaries and executive drivers, we recommend using a temporary staffing company. Along with that, it is important to check what kind of services are provided and whether the education system is substantial.
【 TransACT Group 】
■What are the most important points that an officer driver should pay attention to during the flight
The job of an officer driver is the same as a taxi in that you move a person in a car, except that the person who carries it becomes a specific officer. Therefore, when you are an officer driver, there are special points to be aware of in addition to safe driving. Therefore, I would like to tell you about the points to note for executive drivers.
■ Human relations with officers in charge of driving
An officer driver will be in charge of a specific officer and will be in charge of driving. Naturally, you will spend a lot of time in the same space with the officer. People who become officers are often wonderful human beings, but even so, they are human beings, so they may not be compatible with each other. It can be mentally painful to continue to be an officer driver without mutual trust, and in the worst case, it may hinder safe driving. So you will need to be careful to build good relationships with your executives. In order to be evaluated by officers, it is important that you first pay attention to the good points of the officers. Doing so will lead to a successful relationship of trust.
■ Awareness as an officer driver
Awareness is also important when you are an officer driver. The first thing to be aware of is the job of driving someone else in the car. Safe driving is a top priority. The next thing to be aware of is to create a comfortable space for executives. The reason why officers are in the car with a dedicated driver is to make effective use of their time on the move. In some cases, it is not only for work, but also for rest. Therefore, you will need to drive quietly and refrain from talking unnecessarily. Officers also drive to attend important business talks and meetings. Therefore, you should be aware that it is always necessary to improve your driving know-how, such as checking loopholes on a daily basis, so that you will not be delayed due to traffic jams.
■ Motivation for driving work
The job of an officer driver is not an easy job because it not only has the skill of driving a car, but also has the function of a secretary in terms of preparing the work environment for officers. You cannot afford to fail in the safe driving part, but you may not always be satisfied with the conversation with the officers and the response when trouble occurs. Still, we need to strive for perfection. However, sometimes you may be mentally and physically tired and unmotivated. In such a case, you can increase your motivation by remembering the words evaluated by the officers and realizing that they are useful for the activities of the officers every day.
【 TransACT Group 】
An executive driver who is assigned an important role to pick up and drop off important people in the company, such as executives and executives. However, in this recession, many places do not hire a dedicated driver to reduce costs. However, the more presidents who can still do it, the more executive drivers they use. Let's verify the effect.
■ The president who can produce dignity
As a president, you always have to be aware of how you are viewed. I like driving, so it's not a bad idea to grab the steering wheel yourself. However, if you want to have an advantage in negotiations with the other party, you should refrain from actions that are despised or seen below. In that respect, if you use an executive driver, you can create the image of a dignified president who sits firmly in the back seat and waits until the door is opened. It may be just a production, but the first impression has a big influence on the negotiations. I would like to have it as one of the many options.
■ The president who can do it spares even the trouble of parking
The busier your work, the more money you get in and out. However, on the other hand, there are some that are decreasing. Yes, it's time. Time that can be said to be the most important asset not only for the president but also for businessmen. The higher your position, the more you understand its importance and the less time you waste. For the president who spares such a minute and a second, it is a waste of time to park. With an executive driver, you can easily solve those problems. You can stand in the business arena while you have your driver drive your car to the parking lot. This is exactly what it means to buy time with money.
■ The president who can do it emphasizes personal safety
The president is the face and heart of the company. If one day the president suddenly disappears from the company ... Isn't it a scary situation just to imagine? In order to protect the president, who is the heart of such a company, it is a natural measure to reduce the risk as much as possible. By leaving the driving of the car to a professional on the road, you can greatly reduce the probability of having a traffic accident. As you can see, executive drivers have all these benefits. However, it costs money to have an exclusive driver in-house. I would like to use the dispatch service in such a case. If you are dispatched, you can use it for as little as one day, so you can use it flexibly according to the situation and usage. Why don't you consider it once to save your time and protect yourself?
【 TransACT Group 】