There are many opinions that even a secretary does not know what kind of work he is doing. Certainly, as the name "secret" implies, secretaries often know confidential matters and boss personal information that can only be known in the executive class, and it is a profession with many mysterious parts. This time, I would like to introduce a secret job that only such a secretary can do.
■ About schedule management and clerical work
Coordinating and managing the boss's schedule is as important as managing the schedule when it comes to secretaries. Normally, a businessman manages the schedule by himself, but the secretary is attached to the officer so that he can release the officer from troublesome chores and concentrate on his work as the original officer. Adjusting the time so that internal meetings with each department can be held efficiently, and paying attention to the type of restaurant when having dinner with important business partners, it seems that the faces of officers are not smeared with mud. , Accurate work and careful consideration are required. Be aware of the speed of clerical work correctly and carefully, and manage the schedule assuming various situations.
■ About telephone, email, and customer support
As an officer's secretary, it is important to be ashamed when dealing with phone calls, emails, and visitors. We may contact our business partners on behalf of our officers, so be careful not to be rude. It's natural to use the correct honorifics, and to write emails and letters in a business-friendly format. When it comes to phone calls, you may get the boss's personal phone call on your behalf. You will also receive the boss's mail every day. Even in such areas, it is necessary to strictly adhere to the personal information of the boss and take appropriate measures. If it's easy, you need to make your own judgment without asking the boss, but be careful not to make a bad judgment and embarrass your boss.
■ What are the rare tasks that actually exist?
In addition to clerical work and schedule adjustment, other tasks that are rare for ordinary clerical workers include arranging dinner and souvenirs. After coordinating the dinner schedule with the other party, you probably have to meet with the other party's secretary or sales representative to think about which place, which food to serve, and which sake to make a delicious restaurant. .. As with any dinner, you can't afford to fail, but if you're a very important business partner who needs to be enthusiastic, you have to be careful not to miss every detail. After work, I sometimes stop by the store to see what the private room looks like or eat some food. The same is true for souvenirs, and you will need to choose one that is popular these days or one that suits your tastes. Therefore, secretaries need to keep an eye on trends and trends in the world.
【 TransACT Group 】
I will explain the essential skills that you should see when hiring as an executive secretary. The skills required of an executive secretary depend on the size and policy of the company, but it is expected that a wide range of social and work experience will be demonstrated in the work. What are the skills that are especially needed?
■ No omissions! Scheduling ability
Many executives are busy, and sudden schedule changes can occur frequently while managing schedules. It is imperative that we can always take such actions naturally, so that we can act calmly when a sudden event occurs, and we can survive with alternatives without rushing to a slight change in schedule. .. Scheduling ability is not something that you can acquire immediately, and you can demonstrate it only because you have a wealth of secretarial experience. It can be said that a competent executive secretary can manage accurately and accurately. In addition, you need to be familiar with the functions of office software and have the skills to master it. If a meeting is canceled or suddenly added, you must make an immediate reservation online. It is important to be able to manage online so that the schedule of officers can proceed smoothly and reasonably according to sudden internal meetings and important visitor schedules.
■ Communication skills loved by people
As a qualification of an executive secretary, it is essential to be attentive and considerate of the other party. In the business support of officers, I often encounter situations where I have to be present with officers at meetings and meetings, both inside and outside the company. Occasionally, when a meeting is difficult, the surroundings may become disturbing, or people who become emotional may throw harsh words. If there is calmness that can respond calmly even in such a situation, the surrounding atmosphere will also calm down. In addition, since I often deal with important matters in my work, there are times when I feel stressed when asked by people around me who want to collect even a little information. Even in such a situation, skills that can control oneself flexibly will be essential.
■ There are many opportunities for ghostwriting! The beauty of important characters that is often overlooked
Recently, the number of business documents and letters that are not handwritten has increased, but even so, there are times when the address is written by hand. Especially for executive secretaries who work with executives, they often send documents to people in company positions that are important to the company. Therefore, the number of documents created by handwriting is not small. There are many opportunities to write documents such as thank-you notes and greetings, and having beautiful characters is an important skill for an executive secretary.
【 TransACT Group 】
Many people have the image of "supporting their boss" as a secretary's job so that the work can proceed smoothly. However, in order to actually play an active role as a secretary, some people may wonder, "What kind of attitude do you need?" So, in this article, I will introduce three attitudes that you need to work as a secretary.
1. What is the secretary's job?
In order to play an active role as a secretary, it is important to first understand the details of your work accurately. The basic task of a secretary is to "provide general assistance" so that the boss can concentrate on the work in the workplace. However, the range of work that a secretary is in charge of is very wide, and the work content tends to differ greatly depending on the company and the boss who assists it. Specifically, it can be said that it is common to be in charge of tasks such as "schedule management," "answering visitors and telephone calls," and "arranging business trips." In addition to that, there are cases where "return to gifts", "information gathering", "document filing", "document management", etc. are performed.
2. Three attitudes necessary as a secretary
Although I want to work as a secretary, many people may be worried about what is actually required. So, let's check here three attitudes that are indispensable for working as a secretary.
2-1. Thorough confidentiality
When working as a secretary, it is very important to have a mindset of "strict confidentiality." Since secretaries often come into contact with people in important positions within the company, such as the president and executives, they inevitably have many opportunities to come into contact with "important company secrets and information" such as confidential matters and confidential information. In the unlikely event that such important information is leaked outside the company, it could be a huge loss for the company. Since secretaries are important tasks that often deal with confidential information, which can be said to be the core of management, thorough confidentiality is required. It is important that the information obtained through the work of the secretary is never shared with outsiders and is kept in your heart.
2-2. Be attentive
The secretary's main role is to support the boss in charge in various ways so that he / she can carry out his / her duties without delay. Therefore, it is important to keep in mind to "always be attentive". You will be required to have the ability to detect and proactively detect various things such as "what is necessary for the boss to proceed with the work" and "what points should be considered". In addition, the secretary needs to consider not only the boss in charge but also the customer and visitors. Be aware that dealing with people outside the company can give the impression of not only yourself, but the entire department and your direct supervisor. Careful response is required, such as paying attention to attitude and wording.
2-3. Being an unsung hero
A secretary is a job that supports others in the shadow without leaving you in front of you. Therefore, it is important to try to work as an "unsung hero". Secretaries are required to work diligently and naturally support them as needed. However, you should avoid fully appealing such support. This is because the secretary's main role is to "improve the results of his boss." No matter how good your skills and ideas are, it is wise to avoid insisting on them. In addition, it is basically not asking for a reward for support. The stance required of a secretary is to be sensitive to what the boss wants, respond promptly to that request, and "behind the scenes."
Secretary is important not only skill but also attitude
Did you firmly recognize the attitude necessary for the secretary's work? In order to play an active role as a secretary, not only skills but also "preparation" as a support role is important. It is important to be aware of three points: thorough confidentiality, attention, and unsung heroes. With the dispatch service "Transact", you can aim to become a secretary from inexperienced. If you are interested in working as a secretary, why not take on the challenge with a firm mindset?
【 TransACT Group 】
When hiring an executive secretary, you need to make sure that you have the skills to do the job. It's not impossible to develop talented people after hiring, but it can be time consuming and costly. Introducing the skills required of executive secretaries.
■ Think about things from a high perspective and support officers
The first skill required of an executive secretary is to be able to think about things from a high perspective and support the executives. A high perspective can be easily understood by imagining two perspectives. The first is the perspective of management and the perspective of business. Since executives are at the forefront of management, supporting operations are often important tasks that affect management, so always check your skills to think about things from the perspective of management. The second is the perspective of human relationships. You need to determine if you can trust the person before you talk to the officers. Also, I would like to check that after understanding the human relationships surrounding the officers, I definitely know who to contact in advance and proceed with the work.
■ Attention at food, drinks, meetings, and banquets
The second thing to check when hiring an executive secretary is your attentive skills, especially your ability to be attentive at eating, drinking, meetings, and banquets. At restaurants and banquets where officers attend in relation to business, even if it seems that they are talking about things that are not related to business at first glance, the attendees observe each other and show their seriousness and humanity to the project. Confirming. Executive secretaries need to have the ability to ensure that such stage meetings proceed smoothly. In particular, when it comes to entertaining people, it is necessary to avoid situations that hinder business as a result of choosing a place, food, etc., and provide topics so that attendees do not feel uncomfortable during the banquet. It is also necessary to consider such things as. It is also necessary to take measures including arrangements for return transportation, accounting, and thank-you after the end. If you're hiring as an executive secretary, it's a good idea to check if you can do this well.
■ We will handle complaints and troubles!
The third thing to check when hiring an executive secretary is the ability to respond to complaints and troubles. Officers collect a lot of information every day, which may include complaints. Instead of just reporting the content to the officers, it is necessary to have the ability to properly grasp the actual situation, raise the report, and respond well in good faith without exciting the other party of the complaint. In addition, it is possible that you will be entrusted with collecting the troubles that occur from the officers. Even in such a case, it is necessary to have the skill to calmly analyze the situation and solve the problem in the shortest distance. It is difficult to find human resources with these skills, but it can be said that it is important for the hiring side to carefully judge the necessary skills before hiring.
【 TransACT Group 】
What kind of means is there to have a driver as an officer-only car? Many large companies have their own dedicated drivers, but the focus is now on dispatching drivers. Here, let's look at both the advantages of using temporary staffing and the disadvantages behind it.
■ Advantages of dispatching drivers
First of all, the biggest advantage that the company can get by using temporary staffing is cost reduction. You can get a driver at an overwhelmingly cheaper price than preparing a dedicated driver by hiring yourself. In the case of in-house employment, of course, bonuses, retirement allowances, welfare programs, etc. must be prepared, and human resource development costs for driver education are high. Considering these, it can be seen that a large amount of money will be required to hire one exclusive driver, but dispatching does not require payment other than the fixed fee. Overall, it seems that expenses are often about half of the company's employment. In addition, if you are dispatched to manage attendance or sudden absenteeism, they will respond promptly. The drivers who come by dispatch are basically professional drivers with abundant practical experience, so it can be said that the advantage of dispatch is that the quality of the driver is kept constant.
■ Disadvantages of dispatching drivers
There are many advantages to using temporary staffing, but of course there are also disadvantages. Due to the characteristics of an officer's car even when dispatched, employee training is thorough so that strict regulations such as confidentiality can be observed, but even so, drivers who hire themselves and set their own regulations and educate them are more reliable. Needless to say. From the perspective of reducing the risk of information leakage from the company, dispatching is more risky. In addition, although it is attractive that the fee is cheap, dispatching may be more expensive than in-house employment depending on the driver's restraint time. In-house employment may result in cheaper if the executive car is in operation on a daily basis, or if it is in operation most of the day.
■ Summary of advantages and disadvantages of dispatching drivers
We have seen the advantages and disadvantages of dispatching, but how about it? In many small and medium-sized enterprises, the opportunity for executive vehicles to operate is generally about half a month, so dispatching is basically cheaper. There are various ways to use executive cars depending on the company. It is a good idea to comprehensively consider the advantages and disadvantages mentioned here and select a driver that suits your company's usage.
【 TransACT Group 】