NEWS
■The Stage is a Global Corporation! How to Become a Brilliant International Secretary
If you are considering a career as an international secretary, you might be wondering what kind of experience or qualifications are required. While language skills are certainly essential for the role, there are actually many other qualities sought after as well.
■ What are the basic duties of a secretary?
Before diving into the specifics of an international secretary, let’s first understand the fundamental duties of a secretary. Secretaries are primarily responsible for managing their boss's schedule, handling visitors, preparing documents, and managing various administrative tasks. Essentially, a secretary handles a wide range of duties to support their boss. Regarding schedule management, they organize the boss's agenda—including meetings, business negotiations, and social engagements—to ensure everything runs efficiently. Since schedules often change, the ability to flexibly adjust plans while considering priorities is crucial. Handling visitors and phone calls is another key part of the job; secretaries must respond politely and professionally, adhering to business etiquette to ensure the boss makes a positive impression. Deciding whether or not to put a caller or visitor through to the boss is also part of the role. Additionally, secretaries provide behind-the-scenes support by preparing meeting materials and keeping the office organized. These basic duties remain the same even when working for a foreign-affiliated company.
■ What is an international secretary?
An international secretary supports foreign presidents or executives at foreign-affiliated companies or firms with global operations. While some of these bosses may speak Japanese, daily communication is usually conducted in English. Therefore, a high level of fluency—sufficient to handle business matters without hindrance—is essential. Because the role involves working with top-level management, secretaries handle important clients and visitors from headquarters, as well as manage and coordinate the busy schedules of the executives they support. They arrange business trips and meetings, which often entails preparing meeting materials and sometimes even participating in the meetings themselves. Meetings are frequently conducted via telephone or video conference, and the role often includes tasks such as interpreting and translating meeting materials.
■ What are the benefits of becoming a secretary at a foreign-affiliated company?
English is naturally used in business settings at foreign-affiliated companies. Since secretaries work closely alongside their supervisors and must speak English, the ability to utilize one's English skills is arguably the greatest advantage of this role. Individuals with business-level English proficiency can advance their careers by working as secretaries in these companies. Another benefit is the opportunity to observe—up close—how key executives involved in management operate. Because these companies often conduct business globally, the work tends to be highly rewarding. Additionally, if you are lucky, you might even have the chance to dine at high-end restaurants with your supervisor.
■ What are the downsides of becoming a secretary at a foreign-affiliated company?
While the ability to use English skills is a major draw, there are also downsides to consider. For one, you will encounter various types of supervisors. Your supervisor might be a foreign national or a Japanese national, and personalities will vary accordingly. Since secretaries must adapt their working style to suit their supervisor, the job can often be challenging. Furthermore, supervisors at foreign-affiliated companies often change every three years or so, requiring you to figure out a new supervisor's working style each time. Finally, the role places you in a position where you are privy to confidential company information. While this is true for Japanese companies as well, the burden of maintaining strict confidentiality can be considered a disadvantage.
■ What skills are required for an international secretary?
The foreign presidents and executives you support come from diverse nationalities and backgrounds. Therefore, regardless of your supervisor's personality, you need the ability to provide attentive care and quickly deliver the support they require to ensure operations run smoothly in Japan. Additionally, at foreign-affiliated companies, senior leaders—such as presidents or executives—may suddenly return to their home countries or change jobs. Working as an international secretary can lead to sudden changes—such as losing a job due to circumstances, or conversely, being recruited with a lucrative offer by a boss moving to a new company because your work was highly valued. This role demands a comprehensive set of skills: the flexibility to adapt to such changes, advanced business etiquette, computer proficiency, and strong language abilities.
■ What kind of person is suited to be a secretary at a foreign-affiliated company?
First and foremost, a person suited for this role possesses strong language skills. Since the job is impossible without the ability to communicate with one's boss and employees from client companies, language proficiency is a fundamental prerequisite. It is worth noting that even Japanese companies—not just foreign-affiliated ones—are increasingly expanding their operations globally; consequently, the demand for personnel with high-level language skills is expected to rise further. Next, those who are attentive to others' needs are well-suited for this career. A secretary needs the attentiveness to anticipate what a boss requires before instructions are even given and to make preparations in advance. The ability to fully commit to a supportive role is also crucial. The secretary's job is fundamentally about supporting the boss, not taking the lead and managing tasks independently. No matter how capable someone is, they are likely unsuited for the role if they cannot tolerate not being the central figure. Finally, the ability to maintain confidentiality and keep sensitive company information secure is essential.
■ What is the salary for a secretary at a foreign-affiliated company?
Secretaries at foreign-affiliated companies are required to have high-level language skills. Although the number of Japanese people who speak fluent English is increasing alongside globalization, there is still a shortage of such talent. As a result, secretaries at foreign-affiliated companies generally command higher salaries than standard secretaries. While it depends on the industry and specific duties, the average annual income for such secretaries is said to be around 5 to 7 million yen. For temporary or dispatched positions, the market rate is typically 3,000 to 5,000 yen per hour. In any case, one can expect to earn a higher income compared to working as a standard secretary. ■ How can you prepare to become an international secretary?
For international secretaries, aptitude, skills, and experience are highly valued, and compatibility with one's supervisor also plays a significant role in the job. However, since the requirements of the role evolve over time, continuous learning is essential. One effective approach is to pursue certifications that demonstrate your competence as an international secretary; prominent examples include the CBS (Certified International Secretary) and the CAP (Certified Administrative Professional). The CBS is designed specifically to train international secretaries, while the CAP is a certification originating in the United States. Preparing for these exams requires studying a broad range of subjects beyond standard secretarial duties, including accounting, IT, and business management. Furthermore, since these certifications require recertification every five years, the process of learning continues even after you have obtained the qualification.
■ Becoming a secretary at a foreign-affiliated company requires a comprehensive skill set!
The primary difference between a secretary at a foreign-affiliated company and a standard secretary is the requirement for foreign language proficiency. While the core duty remains supporting a supervisor, you will likely be required to communicate in a foreign language across a wide variety of situations. Because the role demands both fundamental secretarial skills and business-level language proficiency, it is considered a challenging career path. Nevertheless, if you are looking to advance your career, it is certainly a goal worth pursuing.
【 TransACT Group 】
■Is it difficult to work as an executive driver? Introducing what the driver needs!
The job of an executive driver is not particularly difficult compared to other driver positions. However, many people tend to have the image of "somehow difficult work" because they run with the VIP of the company. As a result, some people may hesitate to choose a position as an executive driver. Therefore, this time we will introduce what is necessary for executive drivers.
1. What an executive driver needs!
An executive driver is a driver who belongs to a specific company and transfers the president and officers. With that in mind, I will explain what executive drivers should learn by dividing it into four points.
1-1. Safe driving
As an executive driver, the first thing to keep in mind is safe driving. Safe driving is something that all drivers should adhere to, but it has especially important implications for executive drivers. Because it is a company officer who is in the car. You must be fully aware that in the unlikely event that it can have a significant impact on your entire company. By the way, there are some people who pay attention only to officers by having officers on board, but that is also a problem. Of course, it is important to pay attention to the officers, but it is also necessary to pay attention to the surroundings so as not to be involved in an accident. Always keep in mind the fact that driving safely and getting executives safely to their destination is a top priority for executive drivers.
1-2. Car maintenance
In order to achieve safe driving, not only the precautions while driving but also the maintenance status of the car are important as well. This is because, no matter how carefully the driver drives, poor maintenance of the vehicle itself increases the risk of an accident. Therefore, you need to know all about how to maintain the vehicle. On top of that, it is the job of the executive driver to maintain the car on a daily basis even when not driving. In particular, when driving a long distance with an officer on board, you must not neglect to check the tire pressure. Also, clean the inside of the car and wipe the windows frequently so that the officers can spend their time comfortably in the car.
1-3. No accidents, no violations
In order for officers to ride with peace of mind, it is natural to keep in mind no accidents and no violations. By the way, when hiring a driver, some driving record is required. At that time, the gold license that shows no accidents and no violations is proof that you have advanced technology. Therefore, if you want to be an executive driver, it is important to drive the car carefully so as not to cause an accident or violation before applying. In addition, even after becoming an executive driver, we must strive to maintain a gold license not only for safe driving during work but also for private driving.
1-4. Understanding geography
Officer drivers are required to deliver officers to their destinations on time at the same time as driving safely. For example, if you have an important transaction but you are late for the time, it can be a big loss for your company. To prevent such a situation, it is important to know the geography around the destination. However, no matter how much you hit the travel route in your head, you will still be anxious when you go to the first place. In that case, don't forget to preview it in advance. Nowadays, many cars are equipped with car navigation systems, but it is not uncommon to get lost in crowded places. If you don't know the land, it's a good idea to make a preliminary inspection so that you can reach your destination smoothly.
Understand the work of executive drivers
The job of an executive driver is not difficult at all, but it is true that there are many things that must be done. If you don't understand that point, you may make an unexpected mistake. To prevent mismatches, it is important to know in advance what the executive driver must do. After that, let's think about "whether I can handle it" and "whether I can work hard all the time".
【 TransACT Group 】
■Should SMEs use the executive secretary dispatch service?
For the management of small and medium-sized enterprises, it may be difficult to get an idea of what the job of an executive secretary is like. In such a case, if you consult with a temporary staffing agency, you will be able to discover unexpectedly whether you can ask for such a job.
■ Leave the work that new full-time employees cannot handle!
I think there are many small and medium-sized enterprises that have had such an experience that they are having trouble getting into the details of their work due to lack of manpower. I was relieved that a new employee had finally joined the company, but for a while I thought it was a simple task and couldn't do it at all. Still, there are not enough senior employees who can support them. If you find yourself in such a situation, you may want to consider hiring an executive secretary. Many people have the ability to quickly organize detailed work under various circumstances.
■ Recommended for employees on long vacations!
The biggest advantage of being able to hire an executive secretary under a dispatch contract is that you can rest assured that you will be a substitute for employees who need long vacations due to illness, injury, maternity leave, long-term care, etc. Many people have experience working in a variety of situations, so you will soon be able to integrate into the workplace. He has a high ability to grasp the situation, is accustomed to sudden situations, and will be quick to learn work. There is no need to explain the basic reception again, and you can expect immediate response as an immediate force in a limited period of time. Finding the right people is not an easy task in these limited-term situations. If it is a dispatch contract, the period can be specified at the time of contract from the beginning, and if you are looking for immediate work force, it can be said that an experienced officer secretary is suitable.
■ First of all, realize the merits of the secretary with the dispatch service!
When you collect information from temporary staffing agencies and recruitment agencies and have some understanding of what kind of work an executive secretary is, you may move on to hiring. Still, if this is your first experience with the company, you may be a little worried. Even if you solicit recruitment in-house, there may be various unclear points such as how to proceed with the interview. In such a case, it is recommended to use the service of the temporary staffing company. By explaining what kind of personnel you are looking for to the staff of the temporary staffing company, you will be able to introduce the right person from the personnel registered at the temporary staffing company. You don't even have to advertise for recruitment yourself.
【 TransACT Group 】
■How is waiting time handled? I will explain the working hours of the officer driver
When considering hiring an executive driver, the first thing to worry about is the issue of labor costs. In addition to the fact that the salary tends to be relatively high because it is a job that entrusts the safety of people in important positions, it is also a matter of concern whether wages will be paid during waiting time. Therefore, in this article, we will explain how to handle the daily restraint time and waiting time when hiring an executive driver.
1. What is the executive driver's restraint time?
The main job of an officer driver is to transport the officer in charge to and from his destination. Therefore, when the officers are not moving, they are basically on standby, so their work as a driver is inevitably intermittent. Also, it is common that there is no specific time zone for driving a car. This is because the schedule varies greatly depending on the officer in charge, and even for the same officer, the schedule will differ from day to day. By the way, the waiting officer driver does not have to do anything. While waiting, it can be said that the main task is to grasp the congestion situation of the next movement route and think about how to smoothly arrive at the destination. What I want to keep in mind here is that executive drivers, like general office workers, have basic working hours such as 9:00 to 18:00 on weekdays, and a fixed salary + α is paid based on those hours. The point is that there is Therefore, unlike the commission system of taxis, monthly salaries tend to be stable. On the other hand, there are many cases where executives cannot travel by car within the stipulated working hours, so working hours tend to be irregular.
2. What is the average monthly income of executive drivers?
Many people are wondering how much executive drivers are specifically paid. The average monthly income of executive drivers is said to be around 250,000 yen. It's not as expensive as a taxi or bus driver, but some people can earn more than 500,000 yen a month. Basically, it seems that income tends to increase if there is a lot of overtime work or if the evaluation is high. By the way, due to work style reforms and the effects of the new coronavirus, it is becoming harder to earn overtime than before.
3. Waiting time
Officer drivers are basically on standby when the officer in charge is on duty or other than pick-up and drop-off. However, this waiting is by no means the same as rest time. Because there is a lot to do during the waiting time. For example, checking the schedule is the case, and there are many cases of using the time until departure to perform maintenance. All of these are essential tasks for smooth transportation. In particular, when executives travel long distances, they absolutely have to be on time for Shinkansen bullet trains and planes, so there are even more things to prepare while waiting. In addition, executive drivers are required to make efforts such as cleaning the inside of the car so that the officer in charge can work comfortably with peace of mind. From the above points, in the case of executive drivers, waiting time is considered to be working hours, and salary for that amount is generated. By the way, as for how long the waiting time per day will be, 5 to 7 hours is a tentative guideline.
4. What about driving outside of the designated working hours?
The working hours of executive drivers are set to the same working hours as general employees, and if they drive outside of those hours, overtime allowance, late-night allowance, or holiday allowance will be paid separately. is common. By the way, in the case of executive drivers, overtime work tends to be more than other occupations. This is because company executives tend to have irregular schedules, and there are quite a few sudden errands. In addition, it is common to have a lot of pick-up and drop-off on holidays and at night, such as entertainment golf and dinner with business partners. However, depending on the form of the company, special provisions may exempt employees from the obligation to pay overtime pay and holiday pay. In modern times, there are an increasing number of cases where executive drivers' work outside of the designated hours becomes a problem as to whether it is overtime or not. Therefore, in the case of your company, it is important to check in advance whether the application of overtime pay and holiday pay is exempted.
5. What skills do executive drivers need to increase their income?
The salaries of executive drivers are never high, but you can aim to increase your income by acquiring skills. First of all, it is important to get into the habit of checking the route in advance and to drive safely. The most important thing for executive drivers is to stay on schedule and avoid accidents. In order to improve your reputation as an executive driver, be sure to thoroughly search for routes in advance and confirm safety when driving. It is equally important to maintain confidentiality. Executive drivers may know confidential information from executives' phones, etc., but it is not professional if they leak it to the outside. It is also an important skill to always think about the feelings of the officers on board and not to stress them out. Make sure to check the entrance of the destination facility in advance, choose a road that avoids traffic, etc., so that you can use it comfortably. If you work while trying to hone these skills, your evaluation from clients will naturally increase, which will lead to an increase in your income.
■Transact will dispatch an executive driver!
For top executives of busy companies, even traveling time is a waste. In that respect, a dedicated driver has the potential to be a very powerful helper. The problem is the quality of the drivers, but Transact gathers excellent human resources with high qualifications, introduces them, and provides an environment. We will make optimal proposals according to the customer's request, such as temporary staffing, recruitment, temporary staffing, and business contracting, so why not consider using it?
【 TransACT Group 】
■Is it true that a secretary cant get married?
A secretary generally has the image of a beautiful woman. I have the impression that it seems to be popular, but there are rumors that it is easy to miss the marriage period. Let's examine why such rumors are easy to make.
■ Is it true that many secretaries are unmarried?
It can be said that many secretaries are unmarried women. That's because everything needs to be in line with the schedule of the officer in charge. Of course, vacations and vacations need to be tailored to the officer in charge, so unmarried people are easier to schedule. You also need the help of your secretary when the officer in charge has to respond to sudden events inside or outside the company or in the event of an obituary. Therefore, unmarried women who can respond flexibly to sudden schedules are preferred. It is strictly forbidden for the secretary to get sick and take a sudden rest. You are required to be in good physical condition on a regular basis. This is one of the reasons why unmarried women are preferred over married women because married women may take a rest due to poor physical condition of their husbands and children. However, secretaries who can work and secretaries who are compatible with each other are often requested to continue even if they get married, so if you want to continue even if you get married, it is important to accumulate trust and trust.
■ Is the secretary surprisingly popular?
Although the secretary has a gorgeous impression in the drama, the current situation is that there is generally a lot of sober work. It can be said that there is a lot of in-house work such as preparing and cleaning up visitors by doing clerical work and arranging work on behalf of the officer in charge. In addition, because it acts as a bridge to convey instructions and orders from the officer in charge to people inside and outside the company, depending on the character of the officer in charge, he or she may be shunned regardless of the secretary. It can be said that it is not popular with people who know the secretary's secrets, because sometimes you have to make an unreasonable request to someone who is far older than you or in a position. In addition, because we must always respond to sudden schedules, we are often shunned not only because we need to be nimble, but also because it is difficult to take vacations. However, the experience of support and responsiveness that can be cultivated in secretarial work is often useful in daily life, and it is a popular occupation for those who want to grow as a woman and want to work with a decent person. I can say.
■ Do secretaries have fewer encounters than expected?
If you work for a company where you can have a secretary and you are surrounded by excellent business people, you may have many encounters. However, surprisingly, the secretary has never met. First of all, there are many women who belong to the same department, and then there are many elderly married men who are related to the officer in charge, and there are few opportunities to meet young male employees and men outside the company. There are few opportunities to accompany the officer in charge when going out, and the current situation is that there are basically many cases where guests are welcomed. Even if a young man from outside the company visits, he often accompanies his boss, and it can be said that there is almost no situation where he can talk freely. Since it will be a prominent presence in the company, it is difficult for men to approach it, which is one of the reasons why there are few encounters. However, because I am involved with excellent men on a daily basis, my eyes to see men are cultivated.
【 TransACT Group 】
