There are two types of executive secretaries: "individual secretaries" who support officers by themselves and "group secretaries" who support officers by multiple people. There is also a way of thinking that the group secretary is in charge of the department of the company. Here, we have summarized the characteristics of those jobs.
■ Recommended for general companies! Group secretary
There are various forms of employment as a "secretary", but it seems that it often means "executive secretary". It is recommended to assign a group secretary to general companies. In particular, becoming an executive secretary of a large company requires a huge amount of work, which makes it difficult for one person to handle it. Therefore, it is desirable that the personnel assigned to the "Secretary Division" and "Secretary Office" form a team to support the officers. The work of a secretary is wide-ranging, such as dealing with visitors and dealing with business partners, managing the schedule of officers, writing daily documents, and preparing for a general meeting of stocks. In addition to the full-time hiring method for professionals, there are also cases where a secretary is assigned as a secretary after joining the company. In addition, the method of hiring as a temporary worker is also attracting attention.
■ Recommended for law firms and university professors! Personal assistant
On the other hand, personal assistants are recommended for law firms and university professors. Ideally, you should have a high level of work knowledge to hire a personal assistant. Of course, it goes without saying that they have the skills to support external activities. For example, a law firm's personal assistant must be familiar with the duties of an attorney and be able to provide extensive support, including external paperwork. At major law firms, there are paralegals that specialize in legal affairs. We also recommend a personal assistant as a university professor's secretary. The work content can cover general office work, including the preparation of research fund application documents. In addition, it depends on the professor's area of expertise and the requirements of the professor for his secretary.
■ Use properly according to the purpose!
There are two types of secretarial work, individual secretaries and group secretaries, which are hired according to each department. For this reason, group secretaries are recommended for general companies, but foreign-affiliated companies also have many individual secretaries. Also, when hiring a secretary, it is important to decide what kind of use you want. By doing so, the direction to be adopted will be decided. You don't need any special qualifications to become a secretary, but there are some qualifications that give you a job advantage. One of them is the "secretary test", which can be expected to be effectively used not only as a secretary but also in many workplaces including general clerical workers. There is also a known "medical secretary skill test" that supports doctors. In addition, since a lot of secretary's job information is posted on the site related to temporary staff, we recommend that you refer to it when hiring.
【 TransACT Group 】
If you want to work as an international secretary, you may be wondering what kind of experience and qualifications you need. Speaking of an international secretary, language skills are required, but in reality, there are many other qualities required.
■ What is an international secretary?
An international secretary is a secretary who is in charge of foreign presidents and officers of foreign-affiliated companies and companies developing international business. The president and officers who are bosses may speak Japanese, but in most cases, daily work is done in English. Therefore, fluent language skills that do not hinder business are essential. Since you will be working with senior executives in the company, you will be able to handle business-critical customers and visitors from the head office, and manage and coordinate the busy schedule of the president and executives in charge. We also arrange business trips and arrange meetings, but we may also prepare meeting materials and participate in meetings. Meetings are often held by telephone or video conferencing, and work includes interpreting and translating meeting materials.
■ What are the skills required for an international secretary?
Foreign presidents and officers who are in charge have various nationalities and experience living abroad. Therefore, no matter what kind of boss you are, you need to be able to give careful consideration and consideration so that you will not have any trouble in working in Japan, and to be able to quickly provide the support that your boss needs. In foreign-affiliated companies, senior executives such as the president and executives who are bosses may suddenly return to Japan or change jobs. As a result, sudden changes may occur when working as an international secretary, such as losing a job or being invited to a new job by a boss with favorable treatment if the job is recognized. It can be said that this is a job that comprehensively requires skills that can flexibly respond to such changes, advanced business etiquette, computer skills, and language skills.
■ How can I study to become an international secretary?
As an international secretary, aptitude, skills, and experience are important, and compatibility with your boss also affects your work. However, the content required for a secretary's job changes with the times, so it is important to continue studying. Therefore, you may aim to acquire a qualification to acquire the ability as an international secretary. Typical qualifications are CBS (International Secretarial Examination) and CAP (US Senior Secretary Qualification). CBS (International Secretary Examination) is a qualification aimed at training international secretaries, and CAP (US Senior Secretary Qualification) is a qualification of an international secretary originating in the United States. In addition to studying secretarial work, knowledge of accounting, IT, and business administration is required to obtain this qualification, so it is necessary to study a wide range. Also, even if you get the qualification, you will be recertified once every five years, so you will continue to study.
【 TransACT Group 】
Executive secretaries and executive drivers are very important to a company. In addition to supporting officers, he has the opportunity to interact with many people, so he can be said to be a specialist with excellent interpersonal skills. Here is a summary of their work.
■ [Executive Secretary] Leave the reception and reception of companies and event showrooms to us!
Speaking of secretaries, executive secretaries who support corporate executives are known. You can also divide it into a personal assistant and a group secretary. The main task of the executive secretary is to manage the schedule so that the executive's work can be done smoothly. It also plays a very important role for companies, as it provides entertainment for visitors and entertainment with business partners. Of course, the work content will be tailored to the wishes of the hiring company. In addition to clerical work such as document creation using a personal computer, there are a wide range of tasks such as collaborating with each department in the company, reception of event showrooms, and front reception work.
■ [Executive driver] Leave the vehicle driving for companies and customers!
Executive drivers also have a very important role to play in supporting companies and customers. This work includes transportation to and from the officer's home, transportation to business partners and dinner venues, and even driving a vehicle to golf on holidays. Of course, we also perform daily vehicle management perfectly, such as starting inspections of executive vehicles and cleaning for comfortable use. Careful management of company cars also leads to a corporate image, so we try to thoroughly clean the storage location not only outdoors but also indoors. In addition, there is a method of hiring an executive driver as a temporary employee, which is attracting attention in terms of cost reduction.
■ Good at interpersonal ability! Specialist
Executive secretaries and executive drivers are very important to a company. To that end, it is necessary to have the qualities that can fully support the officers so that they can move easily. It is also essential to be a specialist with good interpersonal skills, as you will have the opportunity to interact with more people. It is important to be a bright and impressed person. In addition, it is necessary to have an attitude of devoting yourself to supporting officers rather than proceeding with work on your own. Moreover, it goes without saying that you know the duty of confidentiality. For companies and customers who are considering hiring executive secretaries and executive drivers, we recommend using a temporary staffing company. Along with that, it is important to check what kind of services are provided and whether the education system is substantial.
【 TransACT Group 】
Automobile operators must provide guidance and supervision to their drivers in various aspects. Above all, safety education, which further raises awareness of safety, is very important, and is being carried out by many transportation companies. This article introduces how driver safety education can be implemented for those who instruct and supervise drivers.
1. Accident rate is decreasing due to safety education
Safety education for drivers has increased safety awareness, and the accident rate has decreased. There are various causes of accidents, such as impatience, carelessness, and blind spots in the driver's seat. Trucks with a high cab are thought to have better visibility, but trucks actually have more blind spots than passenger cars. Therefore, if the truck neglects safety checks, it may lead to a serious accident. In addition, some drivers drive too fast out of a rush to get the job done quickly, causing serious accidents.
By providing safety education, drivers can learn that trucks can be weapons and the importance of thorough safety checks. Raising the safety awareness of drivers themselves leads to the prevention of traffic accidents. In particular, introducing the tragedy of truck accidents and providing near-miss education are useful in raising safety awareness.
2. Contents of safety education
In this paragraph, we will introduce four aspects of safety education: prevention of dangerous driving, prevention of drunken driving, thorough self-management, and responses to accidents and troubles.
2-1.Prevention of dangerous driving
Dangerous driving includes "tilt driving," which causes the car in front of you to drive, "speeding," which is speeding without following the legal speed limit, and "inattentive driving," which is driving while looking away. In particular, trucks running with cargo may not be able to turn sharply even if they suddenly try to avoid danger, which may lead to an accident due to loss of control of the vehicle. Safety education points out such dangers and provides education to prevent dangerous driving.
2-2.Prevention of Drunk Driving
When you drink alcohol, you are less able to process information, pay attention, and make better decisions than when you are not drinking. As a result, they may not be able to make correct decisions immediately, and even if they notice danger, they may react slowly. Safety education also includes education about how long it takes for people to make sound decisions after drinking alcohol. We aim to eradicate drunk driving by teaching the dangers of drunk driving.
Freight car accidents often occur due to poor physical condition. Therefore, in safety education, you can also learn the importance of physical condition management and how to do it. It is important to pay attention to food and sleep on a daily basis and stay healthy, and to prevent fatigue from accumulating in daily work and causing poor physical condition. In safety education, we enlighten drivers to prevent accidents caused by poor physical condition as much as possible.
2-4. Response to accidents and troubles
In the unlikely event of an accident or trouble, it is necessary to take appropriate action quickly. In safety education, you will also receive education on how to wait so as not to block traffic and how to spend your time while waiting. By ensuring your own safety and preventing traffic obstruction as much as possible, you will be able to deter the occurrence of secondary accidents.
3. Company efforts are also necessary
Safety education requires not only the efforts of drivers, but also the proactive efforts of the company. For example, overwork of drivers due to long working hours is a problem not only for drivers but also for companies. Therefore, not only drivers but also companies need to receive safety training. If there is a shortage of drivers, the work of the drivers will inevitably be burdened. The company is required to take measures such as hiring new people to ensure that the driver's schedule is not overcrowded.
Consider dispatch drivers who have undergone safety training
Safety education that raises safety awareness throughout the company is essential, but if you try to do it in-house, it costs money. At the Transact Group, we not only provide driver safety education, but also introduce excellent human resources with high qualifications. If you are looking for a driver, why not consider dispatch drivers who have received thorough safety training.
【 TransACT Group 】
■What are the most important points that an officer driver should pay attention to during the flight
The job of an officer driver is the same as a taxi in that you move a person in a car, except that the person who carries it becomes a specific officer. Therefore, when you are an officer driver, there are special points to be aware of in addition to safe driving. Therefore, I would like to tell you about the points to note for executive drivers.
■ Human relations with officers in charge of driving
An officer driver will be in charge of a specific officer and will be in charge of driving. Naturally, you will spend a lot of time in the same space with the officer. People who become officers are often wonderful human beings, but even so, they are human beings, so they may not be compatible with each other. It can be mentally painful to continue to be an officer driver without mutual trust, and in the worst case, it may hinder safe driving. So you will need to be careful to build good relationships with your executives. In order to be evaluated by officers, it is important that you first pay attention to the good points of the officers. Doing so will lead to a successful relationship of trust.
■ Awareness as an officer driver
Awareness is also important when you are an officer driver. The first thing to be aware of is the job of driving someone else in the car. Safe driving is a top priority. The next thing to be aware of is to create a comfortable space for executives. The reason why officers are in the car with a dedicated driver is to make effective use of their time on the move. In some cases, it is not only for work, but also for rest. Therefore, you will need to drive quietly and refrain from talking unnecessarily. Officers also drive to attend important business talks and meetings. Therefore, you should be aware that it is always necessary to improve your driving know-how, such as checking loopholes on a daily basis, so that you will not be delayed due to traffic jams.
■ Motivation for driving work
The job of an officer driver is not an easy job because it not only has the skill of driving a car, but also has the function of a secretary in terms of preparing the work environment for officers. You cannot afford to fail in the safe driving part, but you may not always be satisfied with the conversation with the officers and the response when trouble occurs. Still, we need to strive for perfection. However, sometimes you may be mentally and physically tired and unmotivated. In such a case, you can increase your motivation by remembering the words evaluated by the officers and realizing that they are useful for the activities of the officers every day.
【 TransACT Group 】