Information
■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 】
