NEWS
■How to become a secretary? Introducing the way to become a secretary
Being a “secretary” is a job that many people dream of. If you keep in mind the path to getting a secretarial job and the specific job description, you can greatly increase the possibility of realizing your aspirations. Therefore, in this article, we will introduce the basic job content, the way to get a job, and the recommended qualifications for those who aspire to work as a secretary.
1.Secretary work content
Basically, the main job of a secretary is to "support the boss in charge so that the work progresses efficiently". Specifically, we manage the schedule of internal and external meetings and meetings, taking into consideration the importance and urgency. In addition, one of the roles is to sort out emails and phone calls addressed to the boss and take appropriate action depending on the content. In addition to that, there are a wide variety of other work that can be done on a case-by-case basis, such as making appointments with supervisors and providing guidance to those who wish to visit. As a result, the secretary's attitude and attentiveness often have an impact on the impression of the visitor. You are expected to behave properly so as not to give a bad impression. In addition, the preparation of materials for conferences and meetings and internal documents is also one of the jobs. In some cases, you may be in charge of miscellaneous tasks such as maintaining the work environment and surroundings, organizing and tidying, and managing information.
2. The road to becoming a secretary
No special qualifications are required to become a secretary. Therefore, even an inexperienced person can get a job. However, it is important for a secretary to have the skills of being "attentive" and "having general business etiquette and common sense." In addition, there are many cases where workplace circumstances, business content, industry knowledge, etc. are required. For this reason, it is generally rare for a new employee to suddenly become a secretary.Since the work of a secretary requires a wide range of knowledge, it is common for a route to be assigned to the secretarial section after gaining experience in a sales position. increase. Also, if you were assigned to general affairs, you may be able to make use of that experience to become a secretary. There is also a route to get a secretarial certification at a junior college or vocational school and get a job as a secretary. In this case, many of them tend to find employment at general companies, foreign-affiliated companies, and even law and accounting firms. Since you will start with basic computer skills and business etiquette, you are expected to work immediately.
3. Advantages and disadvantages of a secretary
Working as a secretary has many benefits. For example, secretaries have many opportunities to interact with people in important positions, so "being involved with people and work at the core of the industry" is a great advantage. In addition to that, there is also the merit of naturally "honing your own skills" while you are in an advanced environment. Developing your skills will increase your chances of career advancement. Also, one of the attractions is that you can make connections. A secretary can interact with a wide variety of people through his work. For those who aim for companies or career advancement, the connections with the people they met there will be a great asset. On the other hand, the disadvantage is that working hours tend to be irregular. A secretary must work according to the convenience of his boss. As a result, it can be difficult to work for a set amount of time. In addition, there is also a disadvantage that "work style is influenced" by the type of boss. It is necessary to keep in mind that it is necessary to work according to the pace of the boss, because the preparation of the environment in the office and the timing of reporting differ greatly depending on the boss in charge. In addition, secretarial work is strictly confidential, so it is sometimes difficult to be cautious of third parties and to complain or consult with colleagues and colleagues. For those who feel stressed about this point, it will be a disadvantage, so be careful.
4. Recommended qualifications for secretaries
One of the qualifications recommended for secretaries is the secretarial test (secretary skill test). The secretarial test is a test that checks knowledge of general economic terminology and secretarial work, as well as skills such as document creation and filing. In addition, the ability to support the boss, such as schedule management skills, manners, and knowledge of entertainment, is also required. The secretarial test is a collection of basic manners and common sense required as a member of society. In addition, the “International Secretary Test” is one of the recommended qualifications. For those who aim to become a bilingual secretary, it is a good idea to check it because it is an indispensable qualification. There is also something called the CBS test. The CBS test is a qualification aimed at training secretaries who can use both Japanese and English. Japanese and English skills suitable for business are required. The exam is divided into "primary" and "final", and if you pass the primary, you can get the semi-CBS qualification, and if you pass the final, you can get the CBS qualification.
Being a secretary is a rewarding job
A secretary is a job whose skills improve through daily work. By making use of the reflection of work next time, you will acquire more advanced skills. Working as a secretary is a job that puts your personality to the test. If you are interested, why not use the temporary staffing service “Transact” and try your hand at secretarial work?
【 TransACT Group 】
■Use temporary staffing for executive drivers who require advanced skills!
When hiring temporary staff as executive drivers, driving skills aren't the only thing required. Since they're constantly with executives, they must also be well-behaved. To achieve this, it's best to hire someone with basic business etiquette. How can you hire such talent?
■Benefits of Hiring Highly Skilled Drivers
Hiring highly skilled drivers offers many benefits to your company. First, they will prevent accidents through safe driving and advance inspections. Highly skilled drivers not only have excellent driving skills, but also constantly consider the risk of accidents. They ensure their vehicles are thoroughly maintained and plan reliable routes in advance to ensure safe executive transportation. Another benefit of hiring highly skilled drivers is increased customer feedback. Excellent drivers have a friendly and courteous customer service style. Their courteous attitude toward customers leaves a good impression on the company, which should lead to more business opportunities. Furthermore, a friendly driver will allow executives and the company president to relax during their travels. Furthermore, skilled drivers always drive safely, which increases a company's credibility. Road etiquette is surprisingly well-regarded, and a company's credibility depends on its drivers' safe driving.
■ Drivers are also the face of the company. Executives should prioritize their driver etiquette.
Drivers who often spend time with executives are likely to encounter important people, such as clients. It's important that they behave respectfully toward such people. Before actually hiring a driver, it's important to check whether they can maintain proper etiquette. In addition to being able to greet basic people, those who have learned basic business etiquette, such as the distinction between upper and lower seats in the car, are ideal. Additionally, someone who is reasonably tight-lipped may be a good fit. Executives tend to relax in the car. If a driver accidentally shares a complaint with others, it could result in missed business opportunities. Furthermore, it's best to hire someone who is well-dressed and well-behaved.
■Skills to Focus on When Hiring a Driver
When hiring an executive driver, it's a good idea to carefully consider whether the candidate possesses the skills listed here. First, since a driver's job is to drive a car, driving skills are of course important. Look for a driver who can drive smoothly without sudden acceleration or braking. A friendly personality is also an important skill. A friendly driver will treat not only the executives in the backseat with courtesy, but also those around them. Being likable will smooth interpersonal relationships and improve the executive's work environment. Next, it's important to ensure the candidate has a sincere attitude toward their job. Excellent drivers will research routes in advance, clean the vehicle, and make the most of their waiting time. Executive drivers spend a lot of time on standby, and their sincerity toward their job will affect how they spend their waiting time. How a driver spends their waiting time will ultimately determine the quality of their service. Finally, accident-free drivers have keen attention and predictive skills. Always pay close attention to the road ahead and behind you, and choose a driver who can drive safely while accurately predicting the movements of surrounding vehicles.
■ Choose a Dispatch Company with a Solid Training System
When choosing a dispatch company, one effective criterion is whether the company has a solid training system. Some chauffeur dispatch companies specialize in providing drivers for executives and company presidents. Training at these executive chauffeur dispatch companies includes not only driving skills but also secretarial-level training in business etiquette. They receive thorough training on managing executive schedules and treating customers with courtesy. Some companies even offer special training on how to treat female executives. Furthermore, conversations with executives often involve information that would never be exaggerated by other companies. Isn't it important to choose a company that nurtures employees who uphold strict confidentiality?
■ There are some things you only realize after working with them for several days. Dispatch allows for easy changes.
Especially when it comes to chauffeurs for executives, you'll be seeing and talking with them every day. You'll need them to help you through both your good and bad days. Even if your business etiquette is impeccable, you don't want to be burdened by someone who makes you feel uncomfortable during a conversation. However, the good news is that you can easily request a replacement from your staffing agency, even mid-contract. While you may feel bad for the person you're leaving, if you're uncomfortable, they may also feel uncomfortable. It may be a win-win situation to have a replacement due to poor compatibility.
■ Hire a skilled driver for a comfortable working environment
Hiring a skilled driver ensures safe travels for executives. Furthermore, a skilled driver will also have excellent customer service skills, making a good impression not only on the executives in the back seat, but also on clients and other employees. When hiring a skilled driver, it's important to verify their driving skills and dedication to their work. Hire a skilled driver and create a comfortable working environment.
【 TransACT Group 】
■I want to bewant to be called a big secretary! What is the difference from an ordinary secretary?
When you hear the word "secretary", many people think of a talented person. However, in reality, there are secretaries who are good and general secretaries who are not. What makes a big secretary different from other secretaries? So, this time, I would like to introduce the features of the secretary.
■ The secretary is very smart
A big secretary is good at knowing what his boss wants. Instead of waiting until you are ordered, you can decide what action to take next based on your boss's behavior. So by the time your boss tries to direct you, you're already ahead of the curve. If the secretary always does such a nifty thing, the boss doesn't have to interrupt his work to give instructions. A boss who can work uninterrupted will have a positive effect on mental and efficiency. The dekiru secretary routinely analyzes the behavior, personality, and habits of his boss with a keen eye. I'm also busy checking my boss's schedule. Based on this information, I try to understand my boss's request as accurately as possible.
■ A big secretary always has a bright smile
If you want to be a secretary, you have to make your boss feel like you want to work with him. To that end, it is important to behave with a bright smile at all times. It goes without saying that abilities such as language and memorization are important for secretaries. However, there are many bosses who excel in those abilities but do not want to work with a secretary in a dark atmosphere. A person who can be assigned a secretary generally bears a heavy responsibility within the company. There is a lot of trouble and pressure, but if the secretary cheerfully supports me, I may be able to do my best. A big secretary doesn't show up even if he gets tired or depressed. I support my boss with a bright smile at all times so that I can work comfortably.
■ A big secretary never forgets humility in any situation
Remembering humility is also one of the conditions for a great secretary. If your boss is in a great position, you may be treated politely by your business partners. The important thing is not to mistake yourself for being great. If you make a mistake, you will lose support for your boss. You must be aware that you are a secretary and that you are a supporter of your boss in any situation. The same is true when communicating your boss's orders to other employees. You have to be careful because you may get the illusion that you are commanding. Being arrogant affects the reputation of your boss as well as yourself. A big secretary puts his boss first and behaves humbly in any situation.
【 TransACT Group 】
■Growing managers use money differently! Determine which points to use
After becoming a manager, there is a type that rapidly acquires ability. You may be wondering what these “growing managers” are spending their money on. They can grow as members of society because they spend money in the right field and continue to improve themselves. In this article, we will explain how to use the money of growing managers and how to identify the fields to use.
1. The way managers use money is to “spend and increase”
Growing managers run their companies with the idea of “spending and increasing” money. It goes without saying that if you use money, the speed of management will increase. This is because you can make the capital investment necessary for corporate growth and secure excellent human resources. However, if money is just thrown around blindly, it will not be possible to collect it, so management will deteriorate. A good manager knows when to be cautious and when to attack. The company can develop because it spends a lot of money at the right time.
Furthermore, even if it's time to attack, it's not like I'm spending money with the feeling of gambling. We are learning how to improve cost-effectiveness and investment effectiveness, and we are discovering the odds of winning. There is a basis for both the investment amount and the investment destination, so the decision is not blurred. That said, it takes courage and learning to become a money-saving business owner. If you learn to use it consciously, it will be a stepping stone to expand your business.
2. Private is self-investment, not waste
The so-called successful people are also good at using private money. In particular, there are many managers who are very skillful when it comes to self-investment. Below, I will explain the self-investment of managers.
2-1. Update knowledge and information
Self-investment is spending money in areas where you need to grow. For example, buying economic books and self-development books is part of self-investment. Participating in seminars for managers and accumulating new knowledge will also lead to skill improvement. Also, if you go to school, you will not only be able to study, but you will also be able to make good friends. The possibility that such personal connections will be involved in management is not zero. In fact, there is also data that one-third of business owners collect information voluntarily. Even in private, growing managers continue to make efforts to improve themselves without being distracted.
Newspapers and television were the most commonly used media for gathering information. Magazines are also effective for acquiring specialized knowledge. However, in recent years, the majority of business owners are getting their information from the Internet. This is not only because the speed at which information arrives is fast, but also because it has the advantage of covering all genres.
2-2. Efficiency of time and environment
In order to secure time for self-investment even when managers are busy, it is important to reduce working hours in various everyday situations. One way would be to spend some money on it. In addition to hiring a professional, it is common to use a proxy service. For example, services such as housekeeping and driving services are widely recognized in the world. If you try to do household chores seriously, it will take a lot of time and effort. Even if you just go shopping, the time for self-investment will be greatly reduced. If you can replace it with a service, you will have more leeway in your daily life. Plus, if you hire a driver, you can do it on your own time while in the car.
An increasing number of business owners are hiring secretaries or having them take over the phone. These personnel are responsible for some of the work of the management. In the meantime, managers can focus on more important tasks and self-investment.
If you use money well as a manager, the company will also improve
For many business owners, how they spend their money has a bearing on the future of their company. If you spend money on self-investment and grow steadily as a manager, you can grow the company. On the other hand, if you repeat impulsive spending, it is not suitable for a manager. Now that you're a business owner, think carefully about where you want to spend your money.
【 TransACT Group 】
■Utilize dispatch for executive drivers who require advanced skills! ?
When hiring a temporary worker as an executive driver, driving skills are not the only qualifications required. I'm always with the officers, so I have to be someone who is always well-behaved. For that purpose, it is better to have a person who has the minimum necessary business etiquette. How can we hire such a person?
■ The driver is also the face of the company. If you are an officer, emphasize the manners of the driver
Drivers who are often with executives will often meet great people such as their customers. For such a person, it is important to be a person who can take an attitude that is not rude. Before you actually hire someone, you need to check if you can follow proper etiquette. Not only can you give basic greetings, but also those who have learned the minimum necessary business etiquette, such as having upper and lower seats in the car, are suitable. Also, a person with a certain degree of mouth may be suitable. Officers are also relaxed in the car. If the driver inadvertently talks to others about the complaints that the officer has spilled, he or she may miss a business opportunity. Furthermore, people who are well dressed and well-dressed are good.
■ Choose a temporary staffing company with a solid education system
When choosing a temporary staffing company, it is one of the effective means to judge whether the education system is solid. Some driver dispatch companies specialize in drivers such as executives and presidents. In such training at an executive driver dispatching company, not only driving skills but also business manners are trained at the same level as a secretary. We receive thorough training such as managing the schedule of officers and dealing with any customer without rudeness. Some companies even offer special training, such as consideration for female officers. In addition, some conversations with executives include information that cannot be shared by other companies. Isn't it important to choose a company that develops human resources who can maintain strict confidentiality?
■ You can only understand after dating for days. You can change if you are dispatched
Especially when you become a homecoming driver for executives, you have face-to-face conversations every day. You have to take care of yourself on both good and bad days. Even if your business etiquette is perfect, you don't want to take care of someone who makes you uncomfortable talking. However, it is good that you can easily change people by asking the temporary staffing company even during the contract. You may feel sorry for the person who quits, but if you are unpleasant, it is possible that the other person is also unpleasant. On the contrary, it may be possible to maintain a win-win relationship if you change it because it feels comfortable and incompatible.
【 TransACT Group 】
