Information
■What does a secretary do? Summary of the secretary's role and specific duties!
People in positions such as presidents and company executives may have secretaries. Even if they know that there is a job called a secretary, there are probably not only job seekers but also managers who use secretaries who do not know what kind of work they do specifically. In this article, we will explain in detail the role and specific duties of secretaries, which are not well known.
1. What is a secretary?
A secretary plays the role of supporting people in positions such as company presidents and executives, university professors, politicians, lawyers and doctors so that they can carry out their work smoothly. Since bosses who work in these positions often have a huge amount of work to do, secretaries can manage their schedules and other tasks so that they can concentrate on their original work. It can be said that the quality required of a secretary is to create an environment where their boss can work easily. Although the duties vary depending on the boss's job, when working as a secretary, you may come into contact with confidential information or meet important people that you would not normally meet.
2. Secretarial duties
What kind of support does a secretary provide for their superiors' work? From here, we will introduce the specific duties that secretaries actually perform.
2-1. Schedule management
Managing the superiors' schedule is one of the most important parts of a secretary's job. In addition to internal meetings, secretaries coordinate schedules for external meetings and conferences in cooperation with internal and external personnel. For example, they make reservations for reception rooms and conference rooms for internal meetings and conferences, and respond to inquiries from within the company about the superiors' schedules. One of the secretaries' jobs is to make reservations and arrangements for airline tickets, bullet trains, hotels, etc. when the superiors go on business trips. If the schedule changes, it is necessary to adjust the schedule while taking into account the importance and urgency.
2-2. Phone calls, emails, and visitors
Secretaries' jobs include receiving and responding to phone calls and emails from both inside and outside the company. They sort through phone calls and emails, and pass on the necessary ones to the superiors, but in some cases the secretary may reply. They must process them accurately according to prior arrangements and instructions from the superiors. They also take appointments for visitors who wish to visit and provide customer service. Since the impression of visitors will change depending on how you greet them, it is necessary to have business etiquette. Secretaries at foreign companies are also responsible for entertaining foreigners who visit Japan and guiding them around.
2-3. Information management
They also play a role in selecting topics that are directly related to the boss's work or that are likely to be useful from the various information available in the world and conveying them. Another important task of a secretary is to organize a huge amount of documents and file them so that the necessary documents can be retrieved immediately. They separate necessary documents from unneeded documents, keep only the necessary ones, and discard unnecessary documents one by one. In addition, secretaries are responsible for creating documents to be used in meetings.
2-4. Management of office equipment and supplies
It is also important to regularly check whether there is a surplus or shortage of supplies necessary for the boss to be able to work smoothly, and if there is a shortage, to replenish them as appropriate. They also clean the boss's desk, office, and other personal belongings, and keep the computer environment ready so that they can provide anything they need immediately if they are instructed or requested to do so.
2-5. Assisting the boss
As an assistant to the boss, the secretary is also responsible for creating various documents. It is the secretary's job to create documents and materials necessary for meetings, conferences, and business negotiations, and to create documents to circulate within the company in the boss's name. On the other hand, thank-you letters for midyear and year-end gifts, and letters related to celebrations and condolences, are handwritten. It is also the secretary's job to input the manuscripts handwritten by the boss into a computer and to format the documents. These documents created at the boss's instructions are often released as official documents, so accuracy is required in the work.
Having a secretary can improve work efficiency!
Secretaries provide support from various angles to help their bosses carry out their work smoothly. Have you gained a deeper understanding of the specific work that secretaries are responsible for through the explanation so far? Having a secretary will help you complete your work smoothly. Therefore, if you are a management team that is undecided about whether or not to hire a secretary, why not give it a positive thought?
【 TransACT Group 】
■Not just companies! Only for the profession! Secretary usage scene
The job of an executive secretary is literally to support corporate executives. Since you will be supporting the management, a considerably high level of skill is required. Therefore, a good executive secretary can be used not only as an officer but also as a secretary for a liberal profession.
■ Recommended for doctors and researchers!
Executive secretaries can also support doctors and researchers. A common task for doctors and researchers is writing a dissertation. When writing a dissertation, it is necessary to read various materials and develop your own theory, but collecting the materials is a difficult task. You can think of using it by having a secretary do this. Of course, it is a secretary's specialty to coordinate the incoming schedules such as medical examinations, surgery, academic conferences and other meetings and lecture requests. If the secretary engages in such external exchanges, he or she will be able to calmly immerse himself in medical practice and research work. Also, if you can't afford to pay attention to fashion, you can expect to get advice on how to dress to attend the meeting.
■ Recommended for lawyers and politicians!
Attorneys and politicians also benefit from using executive secretaries. The most important thing for lawyers and politicians is to build relationships with many stakeholders, including customers and voters. It's more important to think about what you can do for the other person than what you need, so when you work, be sure to understand what your customers and voters are thinking and wanting. You need to understand. Therefore, it will be necessary to understand the importance of each content and prioritize the adjustments that will be made one after another. A level of adjustment ability that is different from mere schedule management is required. If you are an executive secretary, you can expect that level of response ability.
■ Recommended for university professors!
University professors will also find it easier to work with executive secretaries. As with doctors and researchers, the professor himself can concentrate on his lessons and research by collecting materials for writing a dissertation, adjusting the schedule for attending academic conferences, and arranging transportation. Will be. You can also expect it to act as a conduit for the university and students. Some university professors may feel like they are locked up in the laboratory once they start their research. In such a case, having an executive secretary would be helpful if the students could grasp and convey information that they might want to consult and that the university might make such a request. The ability of the executive secretary is high, so it is possible to help those in the profession.
【 TransACT Group 】
■Not just companies! For professionals! Use scene of secretary
The job of an executive secretary is literally to support the executives of a company. Since you will be supporting the management, a fairly high level of skill is required. Therefore, an excellent executive secretary can be used not only as an executive secretary but also as a professional secretary.
■Recommended for doctors and researchers!
Executive secretaries can also support doctors and researchers. A common job for doctors and researchers is writing papers. When writing a thesis, it is necessary to develop your own theory after reading various materials, but gathering the materials is a difficult task. You can think of a way to use it by having your secretary do this. Of course, a secretary's specialty is coordinating a series of incoming appointments, such as medical examinations, surgeries, conferences and other meetings, and lecture requests. If the secretary takes care of such external interactions, the person will be able to calmly concentrate on medical practice and research work. Also, people who don't usually have time to pay attention to fashion can expect to receive advice on what to wear to attend meetings.
■Recommended for lawyers and politicians!
Lawyers and politicians also benefit from using an executive secretary. The most important thing for lawyers and politicians is building relationships with many stakeholders, including customers and voters. My job is more about what I can do for them rather than whether they are necessary to me. It is necessary to understand. Therefore, it will be necessary to understand the importance of each content and determine the priority of the adjustments that will be made one after another. A level of adjustment ability that is different from simple schedule management is required. If you are an executive secretary, you can expect that level of ability to respond.
■Recommended for university professors!
University professors will find it easier to work if they use an executive secretary. Like doctors and researchers, the professors themselves can concentrate on their classes and research by having them collect materials for writing their thesis, adjusting their attendance schedules for academic conferences, arranging transportation, etc. will be You can also expect them to act as a liaison between the university and students. Some university professors tend to lock themselves in their labs once they start their research. In such a case, it would be helpful if there was an executive secretary who would be able to grasp and convey information such as things that students might want to consult with and requests that the university is likely to make. The ability of the executive secretary is high, so it is possible to be useful for the professional.
【 TransACT Group 】
■Must-see for women! 3 secretarial skills that are useful to know!
A secretary is a job that supports important people such as the president of a company and members of parliament. Therefore, the range of secretarial work is wide and various skills are required. Therefore, I will tell you about three skills of secretary's communication ability, clerical ability, and responsiveness that are useful to know.
■ What is communication skills learned from a secretary?
The first useful skill you can learn from your secretary is communication skills. There are two aspects to communication skills. One is communication ability as multilingual ability. The company has a wide network of contacts such as the president, and secretaries are required to have dialogues with people all over the world. Therefore, it is not uncommon to work by making full use of skills to handle multiple foreign languages such as Chinese as well as English. The other is communication skills as a bargaining ability. The secretary may not only coordinate the schedule, but also act as a coordinator for solving management issues. Secretaries are required to have a high level of bargaining ability because they need to talk to people from various departments inside and outside the company to proceed with their work.
■ What is the clerical ability of secretaries?
The second secretarial skill that is useful to know is clerical skills. It will be difficult for a secretary to get along without high clerical skills. The clerical work that the secretary is assigned to is diverse. It is necessary to take measures such as schedule management, creation of materials used in meetings, and information gathering. If you are a regular employee, you are allowed to work according to your abilities to some extent, but the secretary must work at the speed of the boss you support. Moreover, in addition to creating documents that the boss feels easy to understand, it is also possible to give as much consideration as possible, such as adding specialized information and adding the characteristics of the negotiating partner, assuming the situation where the documents will be used. is important. By repeating such clerical work, the secretary's clerical ability will improve.
■ What is the secretary's terrifying responsiveness?
The third skill that is useful to know is responsiveness. Responsiveness is the ability to respond flexibly to the situation that occurs in front of you. If this is not possible, it will not be possible to play a role in preparing the work environment for those who support it as a secretary. Knowledge and experience are the basis of this responsiveness. A good secretary has not only knowledge of secretarial work, but also knowledge of all business in the company, general knowledge of business, and general knowledge of society. In addition, the experience of dealing with numerous troubles and overcoming difficulties will give you terrifying responsiveness. It is difficult to be able to respond to jumps, but it is a skill that can be obtained by steadily accumulating effort and experience.
【 TransACT Group 】
■Competent CEOs Use Drivers! What is the unexpected effect? !
Executive drivers are entrusted with the important role of transporting important people in the company, such as executives and senior executives. However, in this recession, many companies are not hiring dedicated drivers to cut costs. However, even now, the more capable CEOs are using executive drivers. Let's examine the effect.
■ Capable CEOs Create Dignity
As a CEO, you need to be constantly aware of how you are perceived. If you like driving, it's not a bad idea to take the wheel yourself. However, if you want to gain the upper hand in negotiations with the other party, you should refrain from actions that will make you look down on or be looked down upon in advance. In that respect, if you use an executive driver, you can create the image of a dignified CEO who sits firmly in the back seat and waits patiently until the door is opened for you. It may only be a performance, but first impressions have a big impact even in negotiations. It's one of the many options you should have.
■ A capable president even spares the trouble of parking
The busier you are at work, the more money you have coming in and out. But on the other hand, there is one thing that keeps decreasing. Yes, time. Time is the most important asset for not only presidents but also businessmen. The higher you are in your position, the more you understand its importance and the less time you waste. For a president who wastes every minute, even parking time is a waste. By using an executive driver, you can easily solve this problem. While your personal driver is driving your car to the parking lot, you can be at work. This is exactly what it means to buy time with money.
■ A capable president values personal safety
The president is the face and heart of the company. What if the president suddenly disappeared from the company one day? Just imagining it is a terrifying situation, isn't it? In order to protect the president, who is the heart of such a company, it is natural to reduce risks as much as possible. By entrusting the driving of the car to a professional in that field, you can greatly reduce the chances of getting into a traffic accident. As you can see, there are many benefits to having an executive driver. However, having a dedicated driver in-house is expensive. In such cases, you want to use a dispatch service. Dispatch can be used for as little as one day, so it can be used flexibly according to the situation and purpose. Why not consider it to save time and protect yourself?
■Benefits of using an executive driver dispatch
There are various benefits to a company when a president uses a driver dispatch service. First of all, there is the benefit of reducing the costs required for hiring a dedicated driver. When hiring a driver for company employment, it costs a huge amount of money to consider everything from recruitment to selection and training. There is also the risk that the driver you have trained will quit and the costs you have spent up to that point will be wasted. On the other hand, if you use a driver dispatch service, you can avoid the risk of hiring a top-class driver and leave the driving to them. Since you do not pay until you actually use the service, it can be said to be a cost-effective method. Secondly, one of the benefits of driver dispatch is that confidentiality is easily respected. Drivers belonging to a dispatch company are thoroughly trained on confidentiality, so there is no need to worry about confidential information being leaked to the outside. Another major benefit is that there are many drivers with a wide range of skills on staff, so you can have someone dispatched to meet your needs.
■Two ways to use the dispatch of executive drivers
There are two ways to use the dispatch of executive drivers: fixed-term contracts and spot contracts. Fixed-term contracts are long-term contracts that use a driver dispatch service on a monthly or yearly basis. It is a good idea to use a fixed-term contract when you need to transport people to and from the company every day or when you need to make regular inspections. Drivers generally work on weekdays, but they can also drive on holidays or late at night according to the president's schedule. Next, spot contracts are short-term contracts that can be used in units of half a day or a day. It is convenient to use a spot contract when you have an urgent matter to attend, or when you want to go golfing or participate in a social gathering. The available time varies depending on the dispatch company, and there are courses available for 4 hours and 8 hours.
■Hire a driver to make the president's work more efficient
By using a driver dispatch service, the president can gain various benefits, such as creating a dignified appearance and ensuring his or her own safety. Another major advantage is that it reduces the cost of hiring a dedicated driver. There are two types of contracts: fixed-term contracts and spot contracts, and it is convenient to choose the usage method according to the situation. Why not use a dispatch service to hire a driver and increase the efficiency of your company president's work?
【 TransACT Group 】
