Secretary newbie

Not long ago, the site was announced to release a set of secretarial tutorials for beginners, due to working hours. Temporarily finishing the release of the first article today

First, the feeling of the assistant secretary

Too many things can't be done, sudden incidents, bursts of bullets, rain pressure, big pressure, complicated relationship, and can be said to be written as if I am a versatile character with no role, the bulls can't be separated, the annoyance, the miscellaneous, the messy biscuits.

Second, the role of the role of the junior secretary assistant - transactional secrets
?? Should include the company's front desk reception, telephone operator, commissioner, departmental affairs assistant, assistant director, simple manager assistant. The main work is copywriting and transactional work. Mainly trivial business operations, computer copywriting.
Assistant to the intermediate secretary - secretarial + auxiliary management - including the assistant secretary of the department director, the assistant to the assistant secretary, the secretary of the middle and middle managers, the manager secretary of the small and medium-sized company. Their powers and responsibilities are relatively large, the ability to handle various events is also higher, the management level and computer application ability are higher, and they must have good coordination skills.
Senior Secretary Assistant - Secretary + Independent Management
?? including the head of the multinational company secretary, board secretary, regional president secretary. They belong to the management class, and they need years of training and cultivation for their leadership, coordination and management skills. It is completely capable of independent project management, transaction planning, and decision-making.

The first chapter of the secretary must have the qualities of a professional secretary:
 Dedication and integrity - fairness, adherence to established policies and principles
 The role of honesty is honest - seeking truth from facts

Second, the secretary's professional attitude 主动 initiative (initiative) 适应 adaptability 团队 team spirit 尊重 respect others  innovation spirit 坚持 adhere to the principle  service and contribution 认同 identification and sharing  win-win and interdependence  gentle heart and introspection

Chapter II Important Vocational Skills of the Secretary

Part 1: Daily transaction processing

First, the program and skills to make / receive calls

1. Preparation before making a call
 Prepare the phone book and pen
 List the order of the things and contents to be explained with the other party on the notebook, and check them one by one.
 Prepare the files needed for the call.
 Check the phone number of the other party and confirm that it is correct. Start dialing.
2, formally call:
 After dialing the phone, confirm the other company and name, and then say with enthusiasm and courtesy: "Hello! I am the ** company ** department."
 If you need to talk to the relevant personnel, you should politely ask the other party to page or convey.
 If you inform the other party that the content is more complicated, you should take the initiative to remind the other party to make a record.

[1] [2]

 Explain things one by one, paying attention to the language concise and accurate;
 After the call is over, confirm that the other party has dropped the handset and then put the call.
3, answer the phone
 3 calls will be picked up in the ring, courteous and polite: "Hello! I am the ** department."
 If the content of the call is complicated or there is something unclear, the point should be repeated in order to avoid omission or deviation.
 After the call is over, confirm that the other party has dropped the handset and then put the call.

4, call skills:
 Daily polite language:
When asking the other party, you can use: "Where are you?", "What do you call?" "What is the matter?"
 The external and internal personnel who directly lead the general manager and maintain frequent contact should be as familiar as possible in their daily work, and they should know their people and transfer them in time.

If the other party needs something to convey, if necessary, repeat the name, unit, telephone number and the things that need to be communicated, so that you can contact the other party if necessary.
 If you can't grasp whether the general manager wants to talk to the other party, you can't just answer the general manager's “in” or “out”. You can say, “Please wait a moment, let me see if the general manager is there?” Then ask the general manager whether to transfer.
 If the general manager is unwilling to answer the other party's phone call, he can use euphemistic tone: “I am sorry, **General Manager, I don’t know where to go. I will call you back when I see him; if you are convenient, Can you let me convey your business?" Be polite and drip.
 In the case of knowing the identity but not telling the reason, if you can ask the general manager for convenience, you can decide whether to transfer it. You can also ask whether the other party is a business or a private matter. If you are a business official, you can let the other party know and let you know the cause.
 If the other party refuses to inform the identity and the cause, after repeated inquiry, the call may be terminated.
 If the other party is chattering, nonsense, you can say "Do you have anything else?" or "I'm sorry, I still have something to do" to end the call.
 If one is not finished, you should let the urgent and important personnel speak first, and tell the other party to wait a moment, or record the other party's phone call, and then call it later.
 Organize the phone message and report the relevant information after the general manager returns.