Information
■What is a secret job that only a secretary can do?
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 】
■Behind the Scenes! Introducing three mindsets to be a successful secretary
Many people have the image that the job of a secretary is to "support the boss" so that work proceeds smoothly. However, some people may wonder, "What kind of mindset is necessary to actually be successful as a secretary?" In this article, we will introduce three mindsets necessary to work as a secretary.
1. What is the job of a secretary?
In order to be successful as a secretary, it is important to first accurately understand the job content. The basic job of a secretary is to "provide general assistance" so that the boss can concentrate on their work in the workplace. However, even though it is simply called a secretary, the range of tasks that can be handled is very wide, and the job content tends to vary greatly depending on the company and the boss they assist. Specifically, it can be said that secretaries are generally responsible for tasks such as "schedule management," "handling visitors and telephone calls," and "arranging business trips." In addition, there are also cases where secretaries are responsible for "returning gifts, etc.", "information gathering," "filing documents," and "document management."
2. Three mental attitudes necessary for a secretary
Many people want to work as a secretary, but are worried about what they will actually be expected to do. Here, we will look at three mental attitudes that are essential for working as a secretary.
2-1. Thoroughly maintain confidentiality
The mental attitude of "thoroughly maintain confidentiality" is extremely important when working as a secretary. Since secretaries often have opportunities to interact with people in important positions within a company, such as the president and executives, they will inevitably have many opportunities to come into contact with "important company secrets and information," such as confidential matters and confidential information. If such important information were to leak outside the company, it could result in a major loss for the company. Since secretaries are an important job that often involves handling confidential information, which can be said to be the core of management, they are required to thoroughly maintain confidentiality. It is important to never disclose any information obtained through secretarial work to outsiders, but to keep it to yourself.
2-2. Be considerate
The main role of a secretary is to support their superiors in various ways so that they can carry out their work smoothly. Therefore, it is important to always be considerate. They will be required to be able to sense and anticipate various things, such as "what is needed for the superior to proceed with the work" and "what points should be taken into consideration". In addition, secretaries need to be considerate not only to their superiors, but also to clients and visitors. Be careful when dealing with people outside the company, as it may affect not only your own impression, but also the impression of the entire department and your direct superior. It is necessary to be polite, such as being careful about your attitude and language.
2-3. Be a silent supporter
A secretary's job is to support others behind the scenes without putting themselves forward. Therefore, it is important to try to work as a "silent supporter". Secretaries are required to work diligently and be considerate in naturally supporting others when necessary. However, it is best to avoid overtly highlighting such support. This is because the main role of a secretary is to "improve the results of the boss." No matter how excellent your skills or ideas are, it is wise to avoid strongly asserting them. It is also basic not to expect anything in return for your support. The stance required of a secretary is to be sensitive to what the boss wants, respond quickly to their requests, and "play a supporting role."
The mindset is important for a secretary as well as skills
Have you properly recognized the mindset required for a secretary's work? In order to be successful as a secretary, it is important not only to have skills but also to have a "mental mindset" as a support role. It is important to be aware of three points: thorough confidentiality, consideration, and being a behind-the-scenes supporter. At the temporary staffing service "Transact," you can aim to become a secretary even if you have no experience. If you are interested in secretarial work, why not take on the challenge with a good mindset?
【 TransACT Group 】
■What skills do you need for your secretary?
As a manager, you may want to have a secretary soon. However, few people understand what kind of ability is needed for secretary. This article introduces the skills and qualifications required for your secretary. These should be a criterion for hiring a secretary, so why not refer to it?
1. Skills required for secretary
Can you specifically imagine the skills you need for your secretary? From here, we will introduce four particularly important skills for promoting secretary work.
1-1. Communication ability
The secretary needs to be able to respond to any partner because he has the opportunity to engage with various people in different positions. Specifically, the basics are to be fair and sincere to everyone, treat with a smile, and clearly convey the necessary information to the other party. In addition, thorough toughness is also important because employees usually touch confidential information, such as personnel changes in executive classes, such as personnel changes in executive classes. Because they may be contacted or negotiated on behalf of the superior, those who can build a good relationship with a wide range of opponents are suitable for the secretary.
1-2. Scheduleing ability
The scheduling ability required for a secretary is a skill that can respond to the sudden changes in a sudden change and to perform the necessary contacts and negotiations promptly to each other. This ability is cultivated by a wealth of experience. It is not unusual for an officer to have a day's schedule. The role of the secretary is to understand the whole picture of the schedule, prevent double booking, and take care to take a regular break. In addition, you must use office software and support online schedule management.
1-3. PC skills
Since the secretary is mainly desk work, it is assumed that basic personal computers such as email, Word, Excel, etc. can be performed. In addition, since you may be required to create presentation materials used in conferences, you also need to apply Word and Excel application skills and use PowerPoint skills. In addition, if you can do a blind touch that is indispensable for improving work efficiency, it will be a strong appeal.
1-4. English skills
In the case of a foreign -affiliated secretary, it is often required to meet in English or make an email, so English communication skills are also required. There are a number of tests and skills that support English proficiency, but TOEIC is the most persuasive. The TOEIC is frequently conducted and can be taken as many times as you want. If you have a TOEIC high score, you can judge that you have the level of English reading skills and listening skills at the level of business.
2. Qualification that secretary wants to have
Now that you understand the practical skills required of your secretary, here are two qualifications that are useful for secretary work.
2-1. Secretary certification
A secretary certification is a qualification to evaluate general manners, telephone response power, conference preparation and document creation skills in addition to understanding the secretary work. It is divided into four stages: 1st, semi -first, second grade, and third grade in order of high difficulty. As a member of society, it is more than 2nd grade that you can evaluate that you have a business manner that can be used in the office. If you become a secretary of the director or the head of the headquarters, you need a higher -ranking test.
2-2. CBS test
The CBS certification is a qualification that uses both Japanese and English, and aims to develop human resources who can perform secretary duties globally. It is widely recognized as a qualification to prove the ability to be an office professional who has both English and Japanese practical processing skills and excellent humanity. It is an essential qualification for those who want to be a foreign secretary. As the company's globalization is progressing, the need for bilingual secretary is growing.
If you have a secretary with various skills, you can aim for a significant work efficiency
Did you understand the skills and qualifications you need for your secretary? The secretary has the ability to support the efficiency of business owners and executives. In particular, hiring a secretary with a wide range of skills can aim for a great deal of work efficiency, and managers can concentrate on their own work. If you are at a loss, why not hire a secretary at this opportunity?
【 TransACT Group 】
