Regardless of whether the work of the executive secretary is an employee or a temporary worker, the routine work is common. Executive secretaries may be required to take a step ahead in their work. It is also required to work flexibly, accurately and quickly.
■ Customer support / telephone support
When working with an officer, you have to deal with a variety of visitors, including outside and inside people. In addition, you will receive many calls, so you need to be very careful not to make the other person feel uncomfortable with a polite response. It may not be possible for you to act as an executive secretary just by responding. Depending on the situation, you may work while changing the response from time to time. Experienced executive secretaries can instantly understand the status of supporting executives and decide who to take over or not. Sometimes there are uninvited guests, so we sometimes deal with them well without being noticed by them. To be able to grasp the situation so far, it is necessary to build a relationship of trust with the officers.
■ Business card management / customer data management
Business card management and customer data management are one of the important tasks for executive secretaries. This task may seem monotonous, but it is the ability of an experienced executive secretary to take advantage of this information as well as to manage it accurately. Since the memory of officers alone is limited, it is the officer's secretary's effort to remember a little information about the person who exchanged business cards on behalf of the officer and what he was talking about when he met. The same is true for customer data. You may have a chat during a business talk with a customer. Only an executive secretary is good at collecting the hobbies and insistences of the business partner from the conversation. In order to facilitate business relationships, we accurately grasp what the other person is pleased with and support the work of officers under the hood.
■ Mailing arrangement management / other management
The executive secretary undertakes all routine tasks so that executives can concentrate on their primary duties. You may receive a large amount of mail every day, so officers will not have time to open all of them. It is also necessary to sort these mail items and narrow down the items to be delivered. Furthermore, depending on the content of the mail, if you do not respond promptly, you may lose the trust of the other party. It is part of the executive secretary's important job to do all this steady work perfectly and smoothly.
【 TransACT Group 】
The secretary has experience working with numerous business people through schedule coordination and business negotiations. As a result, you will be able to understand the characteristics that are common to people who have a great job. Therefore, I would like to introduce three characteristics of a person who can be understood only by a secretary.
■ Part 1 Organize
The first characteristic of a person who can be seen by a secretary is the ability to keep things organized. In a straightforward example, you can tell if you're a good job by looking at what's on your desk. If you see a pile of documents on your desk, it's likely that you're not the one to get the job done. This is because the desks of the big guys are often so organized that there is almost nothing. Some people blame the busyness of their work for not being able to keep things organized on their desks, but those who are busy with their work do so to keep things organized in order to respond efficiently. Deki people are not only good at desks, but also at managing data on personal computers, writing schedule books, and so on.
■ Part 2 Quick response to emails, etc.
The second characteristic of a person who can be seen by a secretary is that he works fast. An example of how fast work can be seen is the speed of email response. Each person's response to an email has its own characteristics, with some responding immediately and others not responding without a reminder. It is common sense in business that you generally need to reply within 24 hours, but people who are not good at work are characterized by replying the moment they see the email. The reason is that there is no room for postponement, so it is necessary to make accurate decisions in each situation and proceed with work steadily. In addition to responding to emails, it is also a characteristic of people who can start work quickly and do not accumulate work. By doing so, the evaluation from the surroundings will increase and the trust will be gained. As a result, the decent people get busier and faster, and the speed of their work increases accordingly.
■ Part 3 Make the failures and successes of the surroundings your own learning
The third characteristic of a person who can be seen by a secretary is that he can learn from the mistakes and successes of those around him. In general, work ability improves with experience. Experiences include successful and unsuccessful experiences. It is normal for you to improve your work ability as you gain experience. However, the people who are crazy are different. The feature is that you can not only learn from your own experience, but also incorporate the experiences of those around you as your own experience. The more you can learn from the experience of others, the faster you will grow and the more you will be able to differ from your surroundings. In order to learn from others, it is necessary to have an attitude of looking straight at the essence and an unobtrusive mind. It can be said that a decent person also has such qualities.
【 TransACT Group 】
It seems that there are various things that can happen when a dispatched professional driver is appointed as an officer driver. You may be able to hear valuable opinions while communicating in various ways. I tried to summarize what kind of good things can be done when welcoming a dispatched driver.
■ Creating a comfortable in-house environment
The dispatched driver is, so to speak, an outsider. Therefore, you may be able to hear valuable opinions while communicating in various ways. This is because, in the case of a dispatched driver, he may also be a driver of another company, or he may have been dispatched to another company. They will talk to you as much as they can tell you, so maybe the executives of your customers will tell you what to eat. Also, if you communicate with sales people who are active every day in company cars, you will be able to get information on loopholes that everyone did not know, and it seems that conversation will be lively. If you get along well with the dispatched driver, the atmosphere in the workplace will be fun.
■ Conversational ability to read the air
Dispatched drivers are trained in their own company, not only in driving ability but also in business etiquette and conversation ability. Therefore, the driver has excellent conversation ability and speaks so as not to offend people. We don't talk too much, we listen carefully to what our customers say, and we are trained to keep confidentiality. Also, the more experienced drivers are, the more experienced drivers will be able to talk to different people. The dispatched driver has a keen observation ability, so the longer you have a relationship, the deeper your understanding of the person will be, and the more you will be able to read the air and have a conversation.
■ Familiarize yourself with the route to your destination
Dispatched drivers are thoroughly trained in their company on how to deal with geography, road closures, and how to avoid traffic jams. They are educated to handle any situation. Its capacity may exceed the performance of the navigation system installed in the car. This seems to be refined not only by the results of the training but also by accumulating daily work experience. Also, because they have a keen observation ability, they often notice small changes even if they are on the same road. Therefore, I always get the latest information such as the new convenience store and the line up at that ramen shop. Therefore, it is possible to quickly respond to requests such as an officer suddenly wanting to eat and want to go to a restaurant.
【 TransACT Group 】