People who have worked as secretaries always complain that the secretary is too tired and hard to work. People who don't work as secretaries always envy their quick promotions and smooth careers.
The author who contributes to you today is a secretary who has worked in the system for many years, let's take a look at what seven abilities a qualified secretary should have, and whether you are suitable for being a secretary?
What are the competencies of a qualified secretary?
In the workplace, secretaries are often considered to be a rewarding job. This article provides a detailed analysis of the seven competencies that a qualified secretary should possess for the reader's reference.
1. Organizational skills
Organizational skills are essential qualities that a good secretary must possess. After the leader gives instructions, the secretary needs to quickly plan in his mind how to handle the tasks and the division of labor among the relevant departments, and arrange them into a schedule. Therefore, as a secretary, you must first be able to identify the priority of tasks and determine the timeline based on their importance and urgency. Second, be able to create a clear work plan efficiently and ensure that all work processes are smooth. In addition, the secretary also needs to set aside time in the timeline to respond to emergencies and emergencies to ensure that even when there is an emergency, it can respond in a timely manner. Usually, the secretary needs to understand and be familiar with the organizational structure, personnel division and even local basic situation of the whole unit like the leader, or even more than the leader, so as to ensure that the complete and effective information reserve supports a high level of organizational ability.
2. Verbal ability
The secretary's performance when communicating with others is not only a reflection of his work ability and attitude towards others, but also a way to show his personal charm and demeanor. The work of the secretary determines that it is necessary to communicate and coordinate with all kinds of department personnel, but it is nothing more than three categories, one is the leader, the second is the colleague, and the third is the masses. When communicating and coordinating, the secretary should have a clear position of his position, have a clear understanding of his authority, and know who to see and what to say. Secretaries need to have the ability to communicate clearly verbally, and they need to handle complex information effectively and convey it concisely and clearly. In the process of expression, the secretary must pay attention to his tone, as a leader of the secretary does not mean that he has the power over others, accurate and polite expression of affairs, in order to be more acceptable to others. If it is too direct, it sometimes affects the handover and execution of work, and it is not conducive to building good interpersonal relationships.
3. Confidentiality
Confidentiality is an important part of the secretary's job. As the leader's side, the special status and work content of the secretary will make the secretary know the secret early, know the content of the secret, and know the degree of secret. If the secretary is confidential, it will directly affect the work of the leader, and even have a significant negative impact on the overall situation. Therefore, the secretary has an unshirkable obligation and responsibility to keep secrets at all times, whether in work or in life. At present, we are in the era of interconnection, the speed and scope of information transmission are fast, and the requirements for the confidentiality ability of secretaries have been further improved. A qualified secretary needs to be able to keep his mouth, his hands, and those around him, and take appropriate security measures when necessary, otherwise he will be punished heavily.
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Fourth, self-driving ability
The secretarial work is heavy, the role is important, the responsibility is heavy, and the hardships and efforts paid are often difficult for ordinary people to understand, and even difficult for ordinary people to see. Secretarial stress is unavoidable, but relying on a strong self-drive can turn it into a motivation for growth. People who are good at self-motivation will be much more enthusiastic about their work and their work efficiency will be improved. This requires the secretary to have a strong will and firm belief to obtain a steady stream of energy from the spirit. At the same time, the secretary should learn to actively self-suggest in his work, reflect and review when he is successful, not give up when he is frustrated, and actively self-adjust to ensure that he is energetic and positive to the greatest extent.
5. Ability to multitask
The ability to multitask has become an essential skill for all kinds of roles at work, and it can help us achieve higher productivity by multitasking at the same time in real life. Secretaries are often faced with multitasking at the same time, and if they lose sight of one or the other, their work will often be rejected by one vote. So how can you improve your ability to multitask?To put it simply, first of all, we should quickly prioritize tasks, quickly make a list of tasks to collect information, allocate time reasonably, divide complex tasks into steps, and improve the ability to "subconsciously" complete a certain action through continuous multitasking.
6. Attention to detail
A casual detail can often reflect the essential qualities of a secretary. Secretarial work requires great attention to detail, such as meeting scheduling, document layout, and leading day-to-day work, and a little attention can lead to tricky situations. "There is no trivial matter in the work of a secretary, and sometimes saying the wrong word, doing the wrong thing, and handling the wrong document often causes very serious consequences. Therefore, the secretary should be extra serious when dealing with the work, have a thorough understanding of everything delivered by the leader, and have a clear grasp of the details of each process link, and not be perfunctory. Sometimes it is more necessary for the secretary to foresee the development and change of some things before the leader and clearly grasp the progress of the transaction. Pay attention to details, not only can you take your work seriously, but also find opportunities in the details of doing things, so that you can move towards success.
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7. Adaptability
You never know when the unexpected will come. Routines may be a big part of everyday life, but chances and accidents are always intertwined in life, catching people off guard. Therefore, improvisation is the most important survival skill of a secretary. When the environment changes irresistibly, whether it can flexibly adapt to the changes and be able to cope with the changes is the best test of the level of the secretary's work. When an unexpected situation arises, you should focus on the core of the problem, stay calm, and not let emotions interfere with judgment, so as to better analyze the problem and find a solution. After coping again and again, we must also learn to accumulate experience, reflect in time, treat each response as an opportunity to learn, and gradually improve our ability to adapt to changes.