The most basic requirements for a secretary
First, be familiar with corporate culture and understand the overall work flow of the company.
Second, understand the responsibilities, work content and work authority of the secretary.
Third, strengthen study at work and improve their own quality.
Establish the concept of lifelong learning, constantly enrich yourself, improve your ability, and pay attention to peacetime accumulation. Learn to learn from each other's strengths, sum up practical experience, overcome their own shortcomings, and enrich their abilities. Actively understand the spirit of leadership in the work, try not to make big mistakes, be able to handle all kinds of daily affairs in time and effectively, and improve their abilities in all aspects.
Four, the secretary should have the professional quality.
1, writing ability
The ability of writing and expression is a very important basic skill for secretaries. The secretary is engaged in all kinds of practical writing, which requires him to master all kinds of practical writing skills, and can quickly and accurately write all kinds of practical writing with correct views, rich content, taboo structure, smooth expression, standardized format and concise style. To master the format, writing style and content requirements of all kinds of manuscripts, we should carefully ponder, carefully study and scrutinize word by word from the aspects of layout, words and sentences, writing style and punctuation, and strive for perfection.
2. Speech ability
Language ability is one of the basic skills of a secretary. The basic requirements of a secretary's language ability are: clear and accurate, concise and clear, articulate, moderate in speech speed, appropriate in words and commensurate with his status.
3. Ability to distinguish right from wrong
Secretarial staff work beside leaders, but also between leaders and the masses. In providing information, comprehensive coordination, receiving visitors and solving problems, we should distinguish right from wrong and handle them properly.
4, comprehensive ability analysis
Analysis and synthesis is to be good at seeing the essence through phenomena and finding out their internal relations and laws from individual things. Whether the secretary can play the role of staff assistant well depends largely on the strength of analytical comprehensive ability. Therefore, secretaries should consciously use scientific theories to guide their work, improve their thinking ability, be good at exploring the same thing from a variety of ideas and methods, and try their best to draw inferences from others.
5, improvisation ability
The secretary undertakes a lot of daily work, and there are often some unexpected situations, which requires the secretary to have the ability to handle things calmly and flexibly.
6. Coordination ability
Doing a good job of coordination is a regular work of the secretariat. The secretary's coordination ability refers to actively communicating information, adjusting relations, unifying pace, promoting flexible operation and improving work efficiency under the assignment of leaders. The first is to coordinate with each other and establish a sense of overall situation. Stand tall, see far and think deep. The second is to coordinate horizontally and establish a sense of consultation. Everything a secretary does should be communicated with relevant departments in a timely manner before brewing, handling and making decisions. The third is to coordinate with each other and establish a sense of service. In coordination, we should be modest and prudent, put ourselves in a correct position, do a good job in service and give good ideas.
Five, the secretary must have good moral quality.
A secretary must have a good moral character, be practical, dedicated, upright and upright, do things in a down-to-earth manner, and be active, meticulous, thoughtful and loyal. Careful work and decent manners are the qualities that a qualified secretary should have.
Professional quality of secretary
The rapid development of market economy leads to the demand for secretarial professionals, and all walks of life are inseparable from the role of secretaries. In China, a secretary only refers to a person who provides auxiliary management and comprehensive services for party and government organs, social organizations or individuals. Therefore, the professionalism of secretaries is very important to the role of secretaries and the level of auxiliary services. Although secretaries can generally be divided into: administrative secretaries, business secretaries and professional secretaries. The professional skills required by these three types of secretaries are different, but the professional qualities of secretaries are similar. Let me summarize it from several aspects.
First, knowledge literacy
Knowledge quality refers to a person's politics, ideology, work style, moral quality, knowledge and skills, etc. After long-term exercise and study, it has reached a certain level. Because the daily work of a secretary is trivial and complicated, it is required that a secretary should have extensive knowledge, excellent professional knowledge and extensive knowledge.
First, basic knowledge. Including politics, literature, law, history, geography and other related knowledge, although this knowledge seems dispensable, it exudes charm invisibly, which is conducive to the improvement of interpersonal relationships and work ability. For example, in the process of writing official documents, the secretary should draft documents according to the relevant national policies and regulations, understand the norms in related fields, and avoid conflicts with government policies and national policies.
Second, professional knowledge. In many colleges and universities, the professional basic courses of secretarial major include: official document writing, file management, secretarial practice, secretarial etiquette and other courses. The author agrees that the secretary's pen and the role of staff assistant need solid professional skills and knowledge, which is the basis of the secretary's knowledge literacy pyramid. Among them, writing ability is the most.
The daily official document writing of government agencies and institutions, the publicity and reporting of enterprises and organizations, the planning of meetings and activities, and speeches all require the secretary to be free to write. Third, auxiliary knowledge. Including table manners, receiving tour guides, foreign language translation, customs and habits, etc. All this knowledge needs the careful accumulation of secretaries. Rich assistance may make up for the lack of basic and professional knowledge, help leaders share unnecessary burdens, and let leaders focus more on important things. For example, at a banquet, the secretary is required to create a harmonious atmosphere to make the guests feel at home. At the same time, it is necessary to properly stop the wine for the leaders, add glasses for the leaders and guests, and introduce the cuisine.
Second, ability and accomplishment.
Ability directly affects the efficiency of activities, which is the personality and psychological characteristics of successful activities. The top management of the enterprise hopes to find an all-round secretary with strong comprehensive ability to reduce the burden and better assist the work. Therefore, the secretary is required to have a variety of abilities, including written expression ability, foreign language ability, adaptability, logical thinking ability and so on. The following summarizes the abilities that a secretary should have according to the importance.
First, the ability of organization and coordination
The secretary is a bridge from top to bottom and an emissary between departments and leaders. On the one hand, before a leader makes a decision, the secretary needs to communicate with various departments to understand the information of each department and provide information consultation for the leader's decision. On the other hand, after a leader makes a decision, all departments need to implement it together, track the implementation and give timely feedback. All these require the secretary to have strong organizational and coordination skills and maintain good relations with various departments.
Second, memory.
Memory refers to the human brain's response to the things it felt and experienced in the past. The secretary's job is routine, which requires care and memory. The company personnel list, the project client list, the leader's schedule and the things temporarily assigned by the leader all need a strong memory to complete, and a slight mistake will lead to great disaster.
Third, adaptability.
In the face of unexpected situations, it is required to respond in time and quickly. Secretarial staff directly serve the leaders, so their work covers a wide range, and they need someone to accompany them to deal with all kinds of people, and unexpected things often happen in their work, which requires secretarial staff to be flexible. When facing the ambiguity of the leader, the secretary needs to ponder and deal with it according to the psychological characteristics of the leader; When the leader doesn't want to receive visitors, the secretary needs to politely decline the phone call from the leader; In the face of impulsive leadership, we need a secretary to persuade us with language art.
Fourth, the ability of logical thinking.
Logical thinking ability refers to the ability to think correctly and reasonably. Whether speaking or writing, a secretary needs to have strong logical thinking ability and be able to express his ideas clearly and accurately. In daily work, the secretary's thinking habits will affect his behavior ability. Being able to serve the leader according to his daily behavior style will often win the trust of the leader. Especially in the process of secretary writing, although secretary writing is legal, serious and concise, it does not affect the play of reasonable logical thinking.
Third, the role orientation.
As an auxiliary service personnel, a secretary is neither a "vase" role in people's eyes nor a respected "Gao Qian" position. The secretary should put himself in a correct position and know his role.
The secretary directly serves the leaders, and often accompanies them, attending important occasions and receiving important guests. It should be said that he has certain authority, but he can't take credit for himself and go offside without authorization. Maybe sometimes, leaders make incredible or even wrong decisions, and they can't change the meaning of leaders themselves. At the same time, the leader may arrange for you to handle personal affairs, which requires the secretary to keep his mouth shut and win the trust of the leader. To learn the role behind being willing to give up, the nature and characteristics of secretarial work often make the achievements of secretaries hidden, and often spend a lot of time and energy not being discovered and recognized by others, which requires a good attitude. Generally speaking, a secretary needs to be clear about his role.
Fourth, ideological style cultivation.
Maintaining a clean and honest style is a compulsory course for every secretary. In the era of high anti-corruption within the party, many senior officials fell. As the right-hand man of senior officials, the secretary is also the target of corruption and bribery. Some bad elements often want to please leaders through secretaries, so secretaries should strengthen their own quality construction and ideological style construction.
How to be a secretary
Secretarial work is a compulsory course in life.
There are many things to learn in life. It is said that secretarial work is a compulsory course in life, not an elective course, because there are not many occupations that can make people learn so much in a short time. As a secretary, I can't say that I have tasted life, but I can really understand the true meaning of many lives.
Secretarial work is the purgatory of life. The secretary does not belong to himself, and must change himself according to the personality of the leader he serves, and must dilute his personality.
Judging from the living habits, the daily life of a secretary is uncertain. There are no holidays, and she is always working, day and night. Therefore, a secretary must be able to bear hardships, suffer losses and not complain. From the perspective of personal gains and losses, the secretary should look down on the praise of the leader, attach importance to the criticism of the leader, be flattered, and never get carried away. In the words of Buddhism, the school will see through it and let it go. Secretarial work is a combination of ups and downs. There is a joke that describes secretarial work like this:
"The leader didn't tell me first, try the microphone ring; Before the leader came up, I came up and tried to shake the elevator; The leader didn't taste it first to see if there was any sugar in the dish. " The image shows the taste of being a secretary. It can be said that secretarial work is a combination of ups and downs.
Acid: Secretaries are often punching bags, wastebaskets, and even have to take responsibility and suffer for others. Sweet: Although a secretary is an unknown job, there are times of success and times of beauty.
Bitterness: Secretaries are rarely misunderstood. When a secretary is misunderstood by others and has nowhere to tell about her mistakes or failures, her heart is very painful.
Spicy: This is a mixed feeling. Every secretary has a hard-to-read book, success and failure, glory and loss, praise and abuse, emptiness and reality, which makes people look back, but it is memorable. In a word, the dialectics of the secretary cave.
A secretary should make use of "potential"
The first is the degree of potential.
As a secretary, you must have the ability to assess the situation. Facing the changing world, we can not only correctly analyze the situation at home and abroad, but also know the strengths and weaknesses of our region, departments and units, and even understand the minds of leaders. Otherwise, it will be self-defeating and counterproductive.
The second is to take advantage.
Use skill and courage to take advantage of this situation. One advantage is that the secretary has to face all kinds of favorable conditions, strategize and plan ahead to make her work go up a storey still higher. There is another advantage, that is, when a secretary is faced with a sudden crisis, she can turn the crisis into an opportunity, turn passivity into initiative, show her superb crisis handling ability, create a good image and improve her popularity, but this advantage is more difficult. At present, the number of letters and visits is increasing, and the requirements for secretaries are higher, which is also a new test.
The third is to gain momentum.
Frozen for three days, not a cold day. The so-called ready-to-go means asking the secretary not to be eager for success, to be eager for quick success, to sit on the bench, to do more work in a down-to-earth manner, to improve herself in preparation and to create opportunities.
The fourth is to build momentum.
Compared with the situation, it is more difficult to build momentum by taking advantage of the situation. However, a successful secretary is not only created by the current situation, but also empowered to create motivation, change leaders' views and influence leaders' decisions. In fact, when this goal is achieved, it is also the day when the secretary succeeds.
What a secretary should learn.
First, learn to adapt.
The secretary is the object, and only with the right of adaptation can the secretary adapt to the subject (leader) for development. For leaders with fast working pace, you should be resolute and efficient, and write reports with parallelism; For a gentle leader, you should think carefully and write a report in plain sentences.
Second, learn to choose.
As a secretary, face-to-face reading has many temptations. If you want to show political reliability, ability and hard work in the face of temptation, you must correctly handle the relationship between giving up and getting, and learn to choose. Choice is a painful thing. Choice, from a certain point of view, is to give up. Li Zhen was ruined because he didn't know how to give up.
Third, learn to change.
A secretary should learn to adapt to change, change with change and keep pace with the times. The secretary works beside the leader and faces the complicated and changeable leadership environment and emergencies with the leader, so she must learn to deal with all kinds of changing situations, calmly analyze and change. Only with the constant change of the trend can we be in an invincible position.
Fourth, we should learn to be open.
Openness is an image. Image is very important, and an open and friendly image is the key to the success of a secretary. Secretarial work requires secretaries to be sociable, exquisite and balanced, and to create an open modern image. Introverts can't do secretarial work well. Openness is a charm. The most important reason why a person can stand out is personal charm. If you want to shape yourself into a charming person and an influential person, then you should learn to be open, enrich yourself in the open and accompany others in the open.
Fifth, we must learn to grasp.
To grasp the direction. Direction is more important than speed. If you go in the wrong direction, no matter how fast you run, it will be a white robe. Grasping the direction and sizing up the situation is the basic skill of a secretary. Otherwise, you will be busy with business all day, busy and accomplish nothing. We must grasp the overall situation. There is a secret for a secretary to write materials, that is, "be a leader behind closed doors." The so-called leadership behind closed doors requires the secretary to learn to put himself in the other's shoes, grasp the overall situation with the leadership's eyes, and think about problems. Get to the point. If you grasp the key, you grasp the root. Grasping the overall situation of the ice lake means grasping the eyebrows and beards, but by thinking about the essence, grasping the key points and driving the overall situation.
Sixth, learn to communicate.
Communication is a knowledge and a talent. Secretaries should learn to deal with all kinds of people and make friends with people from all walks of life. Only through good communication can we understand the information and grasp the truth. The exchange of information goes both ways. Although there are many channels to understand information, communication with people is the most direct and true. Only by communicating well with people can we win people's goodwill and get opportunities for development. Communication is a gesture of being a man. In communication, you can get to know others, show yourself and strive for development space.
Seventh, learn to take the initiative
Being passive is often a sign of incompetence. Although the secretary is in a passive position, he should have a sense of initiative. Take the initiative to plan ahead; Be good at grasping the intention of leaders and turning hazy ideas into beautiful reality; Take the initiative to intervene and take the initiative in your work. As a secretary, you should be careful, but also be flexible, turn passivity into initiative, and try to do some work in advance.
Eight must learn to persist.
The supervisor needs toughness, persistence forms personality, and persistence is victory. We often say, bite the bullet and get through it. That's what we mean. We should adhere to the principle of doing things and the bottom line of being a man. It is very important for a secretary to abide by laws, systems and rules.