Secretary

Etymology
The term is derived from the Latin word secernere, "to distinguish" or "to set apart," the passive participle (secretum) meaning "having been set apart," with the eventual connotation of something private or confidential. A secretarius was a person, therefore, overseeing business confidentially, usually for a powerful individual (a king, pope, etc).
Office secretary
Origins
Since the Renaissance until the late 19th century, men involved in the daily correspondence and the activities of the mighty had assumed the title of secretary (or in other cases, "clerk").
With time, like many titles, the term was applied to more and varied functions, leading to compound titles to specify various secretarial work better, like general secretary, financial secretary or Secretary of state. Just "secretary" remained in use either as an abbreviation when clear in the context or for relatively modest positions such as administrative assistant of the officer(s) in charge, either individually or as member of a secretariat. As such less influential posts became more feminine and common with the multiplication of bureaucracies in the public and private sectors, new words were also coined to describe them, such as personal assistant.
Modern developments
In the 1880s, with the invention of the typewriter, more women began to enter the field, and since World War I, the role of secretary has been primarily associated with women. By the 1930s, fewer men were entering the field of secretaries.
In an effort to promote professionalism amongst United States secretaries, the National Secretaries Association was created in 1942. Today, this organization is known as the International Association of Administrative Professionals (IAAP) The organization developed the first standardized test for office workers called the Certified Professional Secretaries Examination (CPS). It was first administered in 1951.
In 1952, Mary Barrett, president of the National Secretaries Association, C. King Woodbridge, president of Dictaphone Corporation, and American businessman Harry F. Klemfuss created a special Secretary's Day holiday, to recognize the hard work of the staff in the office. The holiday caught on, and during the fourth week of April is now celebrated in offices all over the world. It has been renamed "Administrative Professional's Week" to highlight the increased responsibility of today's secretary and other administrative workers, and to avoid embarrassment to those who believe that "secretary" refers only to women or to unskilled workers.
Contemporary employment
In a business many job descriptions overlap. However, while administrative assistant is a generic term, not necessarily implying directly working for a superior, a secretary is usually a personal assistant to a manager or executive. Other titles describing jobs similar to or overlapping those of the traditional secretary are office coordinator, executive assistant, office manager and administrative professional.
• At the most basic level a secretary may need only a good command of the prevailing office language and the ability to type, and may spend a large part of his or her time filing and fetching papers (or the equivalent regarding electronic files and database information) or answering telephones.
• A more skilled executive assistant may be required to type at high speeds using technical or foreign languages, organize diaries, itineraries and meetings and carry out administrative duties which may include accountancy. An executive secretary / assistant may also control access to a manager, thus becoming an influential and trusted aide. Executive assistants are available for contact during off hours by new electronic communication methods for consultations.
• The largest difference between a generalized secretary and skilled executive assistants is that the executive assistant is required to be able to interact extensively with the general public, vendors, customers, and any other person or group that the executive is responsible to interact with. As the level that the executive interacts with increases so does the level of skill required in the executive assistant that works with the executive. Those executive assistants that work with corporate officers must be capable of emulating the style, corporate philosophy, and corporate persona of the executive for which they work. In the modern workplace the advancement of the executive assistants is codependent on the success of the executive and the ability of both to make the job performance of the team seamless whereas the job place evaluation is reflective of each others performance.


http://en.wikipedia.org/wiki/Secretary


Comentario: Uma secretária tem uma infinidade de funções. Poucos anos atrás suas atividades eram relacionadas com correspondências e digitação. Hoje, já somos melhor reconhecidas no mercado de trabalho, desempenhando um papel de absoluta resposnsabilidade por se tratar de assunto de tantos. Porém ainda precisamos alcançar mais espaço dentro desta área tão grande e admirada.

The Secretarial and Office Professional Ethics

The ethics of a Secretary are moral principles relating to the job that you will be bound by. These requirements are automatically taken on board when you accept any position as a Secretary and you will be expected to uphold them at all times. You really do take the Secretarial Oath when you become a Secretary.
Ethics - No 1
• Confidentiality - Always keep information private and confidential about the firm you work for and its clients. Never repeat sensitive information even if you are in a discussion where everyone is wondering what is happening and you know. Always be trusted.
Ethics - No 2
• Honesty - do not take the credit for something you did not do and do not let someone else enjoy the credit for something you did do! Always tell the truth. Trust me, you will be more credible with both your boss and fellow workers.
Ethics - No 3
• Loyalty - always be loyal to your boss and company. Never sell them out at any cost. However, having said this, your boss also has to prove to you he/she is worthy of your loyalty. Do not get caught up in the office gossip. If you display your loyalty you will receive the same in return.
Ethics - No 4
• Reliable - show you are reliable. Be punctual for work and meetings at all times, and remember, always take the relevant documentation with you to the meetings. Do not abuse the 'sickie'. You just never know what your future holds in relation to your health. Ensure every task you are given is completed on time and to the best of your ability.
Ethics - No 5
• Responsible - Prove you are responsible by setting priorities and carrying out tasks in a timely manner. Always meet deadlines when they are given. Your boss puts his/her confidence in you. Write yourself a 'to do' list - even if its priority changes 10 times a day. Do not delegate if the job cannot be done as efficiently and accurately as you would have done it. If you do delegate, always check that the project is on track time wise. Do not just forget about it because someone else is doing it.
Ethics - No 6
• Work unsupervised - Always keep your work up to date and be productive. Meet deadlines. Priorities, and priorities. Every day write up a list of the tasks you need to undertake to ensure none are overlooked and have them in priority order.
Ethics - No 7
• Be Co-operative - always assist and share your expertise with your colleagues wherever it is possible. Always be happy to carry out duties asked of you....but also know when to say 'No' (gently) and explain why you can not do the task asked of you. Do not overload yourself. It is becoming more popular in the workplace these days for Secretaries to take on the training role within their organization.
Ethics - No 8
• Flexibility - If its 5.00pm and your boss needs an important report typed and faxed immediately - do it! The best jobs are where you have a 'give and take' arrangement. You just never know when you may want an hour off at a minute's notice to attend an emergency.
Ethics - No 9
• Multi-Skilling - Learn as much as possible about computer programs and other positions in the organization. You just may need this knowledge when you apply for advancement within the firm. This is also particularly useful as you are usually the one who has to show the boss how to use some of the computer programs. The trend these days is for the boss to have more 'hands on' with software e.g. e-mail, spread sheeting. Like I said above, you could be asked to take on training too if you were familiar with the programs.
Ethics - No 10
• Bribery - Do not be tempted to accept gifts or favors from internal or external clients just in case there's an underlying reason. Always follow your Company's procedures and policies. Very rarely you will ever get something for nothing - there is usually always a trade-off. You may end up paying the ultimate price - your job!
Incorporate the above ethics in your role and you will find both your boss and your work colleagues will respect you as a person and your position as a secretary.

http://www.secretarialsite.com/secretarial-ethics.htm

Comentário: Texto muito importante para um melhor desempenho de um profissional de secretariado, levando em consideração que ética profissional é o princípio de boas maneiras para qualquer profissão.
Temos algumas características que se encaixam no quesito ética profissional, uma secretária deve ter uma postura sempre discreta, ser honesta, manter em sigilo as informações confidenciais da empresa, deve ser leal, confiável, responsável, flexível e em hipótese alguma aceitar subornos.


Vocabulário:
Uphold – defender
Wondering – pensando
Happening – acontecendo
Fellow – companheiro
Ensure – assegurar
Carrying – carregando
Learn – aprender

How to Be an Efficient and Organized Secretary

Being a good secretary means being dedicated, focused and well organized. It requires the ability to spell properly and to use English grammar well so that you can express yourself clearly in writing. More than this, you become an indispensable part of a team when you perform the job well, making your employment more secure and interesting.

Steps

• Always be on time. Being on time for work is a great opportunity to make your boss happy. Being late can make him/her rather mad.

• Always be ready to answer unexpected questions,also have answers for anticipated questions ready in the event that your boss wants you to provide information during meetings,etc. He may even ask you to write an entire speech for him. Staying on track with his goals and the direction that things are taking in your company will serve you well when you are made a point-man for given issues.

• Always know your boss's schedule. If your boss has a meeting and forgets about it,you are then able inform him to be prepared half-an-hour in advance (or an hour depending on how organized/busy he is).

• Be ready to answer phone calls. If an important phone call comes for your boss, you will have to answer it. Have a standard greeting to use that will maximize P in your boss's absence like, " Hello, _______(this is the office of 'boss's name, company') this is his secretary speaking. How may I help you? Obtain the caller's name, phone number, and best time to return his call. Follow up the call promptly by getting the message to your boss . This is good business practice and may land your boss an account because he was able to get back to the client (or whomever) in a timely manner as a result of your dilligence. It will also earn you points with your boss.
Text from:http://www.wikihow.com/Be-an-Efficient-and-Organized-Secretary

Dicas para ser uma exelente profissional:
- Ser organizada e eficiente
- Ser pontual
- Estar sempre atenta à agenda do chefe, sabendo responder de imediato horários e compromissos do mesmo.
- Buscar soluções para os problemas e nunca deixá-los para depois.
- Na ausência do chefe atender as ligações de forma correta, nunca esquecer de anotar: data, hora, assunto e empresa e / ou nome de quem ligou.
OBS: anote sempre , pois assim não correrá o risco de esquecer algum recado.


Vocabulário:
Employment: emprego
Issues: questões
Unexpected: inesperado

People never forget

People will forget what you said
People will forget what you did
But people will never forget,
How you made them fell.


Text from:http://musicthoughts.com/t/359

As pessoas esquecerão o que você disse
As pessoas esquecerão o que você fez
Mas elas nunca esquecerão como você as fez sentir.

Vocabulário:
Forget: esquecer
Fell: sentir
Made: feito

Saiba como manter a classe nas festas "profissionais" do final de ano

O final de ano está chegando, e com ele o Natal, o Ano Novo, os "amigos-secretos" e as tradicionais festas de confraternização de empresas. Mesmo estando em um clima mais informal é sempre bom lembrar que, por mais festiva que seja a situação, você ainda está dentro do ambiente profissional, ao lado de colegas de trabalho, de chefes e superiores.

Segundo a consultora de etiqueta e comportamento Célia Leão, as pessoas devem ter bom senso acima de tudo e tomar muito cuidado para não colocar sua reputação em risco.

"É comum estarem todos mais descontraídos, mas temos que cuidar de nossas atitudes para evitar pequenos deslizes que podem ser desastrosos!", aconselha.

Veja algumas dicas da consultora para aproveitar bem as comemorações sem correr nenhum "perigo profissional":

• NÃO BEBA DEMAIS, a mistura do álcool com o ambiente profissional nunca deu certo.

• Vista-se apropriadamente para a ocasião. Lembre-se que você não está em uma festa de família ou em uma casa noturna, por mais chique que seja a ocasião, tente não se produzir exageradamente.

• Se a festa for mais informal, nada de ternos para os homens - mas também sem o exagero de bermudas, tênis e sandálias. As mulheres devem evitar roupas muito curtas, com brilhos, fendas e decotes muito profundos, transparências e barrigas de fora.

• Informe-se antes sobre quem está convidado para a festa - muitas vezes ela pode não ser aberta para maridos/esposas, namorados e filhos.

• Se por alguma fatalidade você exagerar na bebida procure esquecer e nunca mais tocar no assunto. Se outra pessoa fizer algum comentário sobre o assunto diga que está se sentindo péssimo e prefere esquecer o assunto. Faça o possível para resgatar sua imagem - ela é muito importante para você.

E o amigo secreto?

"Não é obrigatório participar do amigo secreto da empresa, mas se resolver fazer parte da troca de presentes entre no espírito da brincadeira e não esqueça de comprar o que o seu amigo-secreto pediu", diz a consultora Célia Leão.

Veja mais alguma dicas:

• Procure não dar nada pessoal demais (a não ser que realmente conheça o gosto da pessoa ou que ela tenha pedido algo específico). Na lista dos "muito pessoais" estão: perfumes, maquiagem, e roupas íntimas.

• Se por acaso você tirar seu chefe não tente ostentar comprando coisas caras demais (pode parecer que você está "puxando o saco" dele). Tente se manter dentro dos valores estabelecidos antes da brincadeira.

• O CD se transformou em uma espécie de "presente para todos os gostos". Principalmente depois que algumas lojas inventaram o vale-cd, onde a pessoa pode escolher depois seu artista favorito!

• Livros também é uma boa pedida, mas tente se manter longe daqueles profissionais, que tenham muito a ver com o trabalho da pessoa.

Fonte:http://carreiras.empregos.com.br/carreira/administracao/sua_imagem/festa_empresa.shtm

Como se vestir para entrevista de emprego

"É importante lembrar que as empresas adotam comportamentos e trajes de acordo com sua cultura interna e estes podem variar de uma para outra. Empresas multinacionais, porém, tendem a ser mais conservadoras quanto ao quesito avaliação do perfil visual dos candidatos no momento da entrevista", afirma o especialista.
Independentemente do cargo almejado e do tipo de empresa, alguns itens de roupas e acessórios devem ser evitados, como gorros, minissaias, camisetas estampadas e até sapato muito gasto. "Na maioria das empresas há um senso comum que diz o que deve ou não ser usado numa entrevista de emprego", explica Caiado.
Como não há uma segunda chance para causar uma boa impressão, o especialista em RH dá algumas dicas do que não se deve usar em uma entrevista.



O que não usar numa entrevista:

Pasta de elástico com seu currículo. No lugar use uma maleta ou pasta-portfólio;

Óculos de sol no alto da cabeça ou fones de ouvido no pescoço. Guarde qualquer aparelho que esteja usando;

Roupas coloridas ou brilhantes. Exceto em empresas informais;

Roupas largas ou apertadas demais. Considere como um investimento pessoal comprar uma boa roupa para as entrevistas - e que seja do seu tamanho.

Sapato inadequado. Nem pense em tênis, sandálias ou qualquer tipo de sapato aberto.

Não exagere na loção pós-barba, perfume ou colônia. Lembre-se de que há pessoas que têm alergia a determinados aromas - e o entrevistador pode ser uma delas.

Cuidado com roupa nova. Retire todas as etiquetas e lembre-se de cortar o alinhavo que mantém os bolsos do paletó fechados.

Evite piercings e tatuagens visíveis;

Roupa amassada ou suada. Se necessário, tenha à mão outra camisa para a ocasião.

Dicas que fazem a diferença para mulheres

Quadril largo - use colares, lenços e decotes para chamar a atenção para a parte de cima

Pernas Grossas - prefira roupas mais escuras, sempre no tom da saia

Pernas Finas - abuse de calças de cores claras e estampadas. Evite calças justas

Busto Grande - use blusas mais soltas, blazer de gola fina, sem muitos botões e enfeites

Pouca estatura - não use roupas com detalhes horizontais de uma só cor. Não use cintos contrastantes. Escolha sapatos leves e delicados, não de saltos exagerados.

Muita estatura - Não use uma só cor nas roupas. Abuse de acessórios grandes e cintos largos

Mais gordinhas - prefira calças de corte reto e blazers na altura dos quadris. Não use ombreiras nem roupas com bolsos grandes próximos aos seios. Use apenas peças com listras verticais e estampas pequenas com fundo escuro. Cores escuras disfarçam o excesso de peso e túnicas e camisões escondem a cintura e os quadris. Não use cintos.

Dicas que fazem a diferença para homens

Terno: Não feche o último botão. O ideal é que a manga termine na ponta dos dedos

Calça: Deve chegar até a metade da altura do calcanhar do sapato

Jeans: Combina apenas com blaiser esportivo, em ambientes informais

Meias: Devem combinar com o conjunto de cores do vestuário

"Seguindo estas dicas, não há como comprometer a entrevista de emprego do candidato com reparações e avaliações negativas por motivo de escolha de vestuário", conclui Caiado.


Text from: http://www.administradores.com.br/noticias/como_se_vestir_para_entrevista_de_emprego/3462/

September 30 - Secretary´s Day

Today, is the day that your phone will not stop ringing.
Get the sincere good wishes to take up your phone line.Congratulations on your dedication, competence, and especially for their existence.


'Apenas uma mensagem parabenizando a todos os profissionais de secretariado pelo seu dia!!"

Etiquette tips for your interview success

Interview Etiquette Before the Interview

1. Your hair should be clean and combed.
2. Nails should be clean and trimmed.
3. Be conservative and err on the side of caution. If the company does not have a dress code, remember that its better to overdress than underdress.
4. Arrive at least 10 minutes before your interview. The extra minutes will also give time to fill out any forms or applications that might be required.
5. Turn off your cell phone or pager.
6. Don't assume that whoever greets you is the receptionist.


Interview Etiquette During the Interview

1. Make a positive and professional first impression by being assertive and giving a firm handshake to each interviewer and addressing each interviewer by name as he or she is introduced.
2. Reinforce your professionalism and your ability to communicate effectively by speaking clearly and avoiding "uhs", "you knows", and slang.
3. Use appropriate working. You won't receive extra points for each work that has more than 10 letters. Use technical terms only when appropriate to the question.


Interview Etiquette After the Interview

1. Shake each interviewer's hand and thank each interviewer by name.
2. Send a thank you note as soon after the interview as possible.



Text from:http://www.job-interview.net/interviewetiquette.htm

Dicas para uma entrevista de emprego.

Devemos nos preocupar muito com a impressão que iremos passar, pois a primeira que ficará registrada na mente do entrevistador.
Preocupar-se sempre em usar roupas discretas, cabelos penteados, unhas limpas.
Ser pontual, de preferência chegue 10 minutos antes, durante a entrevista sempre desligue o aparelho celular, responder as perguntas de forma clara e objetiva, nunca use gírias, memorize o nome entrevistador é de bom tom na saída cumprimentar agradecendo a oportunidade ao entrevistador pelo nome dele.

Vocabulário:
Combed: penteados
Trimmed: cortado
Be conservative : Ser conservador
Reinforce:Reforçar

Organising meetings

Organising a successful meeting takes time and planning. Try to allow plenty of time to

plan and publicise the meeting and ask others to help. There are a number of elements to

consider when planning a meeting.

Purpose

What is the central purpose of the meeting? Why is it important for members to be there?

Thinking about the purpose will enable you to clarify what needs to be covered and keep

control of the agenda. If the purpose is advertised clearly then this will help generate

attendance and support for the meeting. Think about inviting non-members; this is not

always appropriate but it can build support for issues and offer an opportunity for

recruitment at the same time.

Time and place

Think about when would be the best time for a meeting. Ask departmental representatives

what they think. If your campaign is aimed at a particular group of people, such as parttimers

or contract research staff, then check with someone from that group to ensure that

you plan the meeting for a time when they will be able to attend. Consider whether your

campaign would be best served by one large general meeting or meetings held in specific

departments – how are you going to involve the greatest amount of people? Consider the

dates of other meetings that you may need to feed into, for example: local committee,

general, or college/university meetings. The venue needs to be comfortable and accessible

for everyone. If the meeting will involve people from other sites consider rotating the

venue.

Duration

Don’t make the meeting too long. Let people know in advance when it will end so they

know what they are committing themselves to.

Refreshments

Always a good idea, particularly if you are going to be holding your meeting at lunchtime.

When you plan your campaign you should have built in specific resources for this type of

event. Think about how you are going to organise the refreshments. You need to make

sure that people are paying attention to the subject being discussed and are not being


side-tracked on how they can balance their plates and coffee at the same time! If you

provide food then give people time to sort themselves out at the beginning before you

start the meeting.

Involvement

Involve as many people in organising the meeting as possible. You could, ask people if

they would be willing to, for example: bring refreshments; photocopy and distribute the

agenda; help to set up the room; talk about an experience or concern they have had

related to your campaign; take notes and write up a report; or, very helpfully, bring along

colleagues, particularly new members of staff.

Agenda

Members need to know that the issues covered at the meeting will be relevant to them and

that they will be able to discuss issues that are important to them. You need to decide

whether you want this meeting to be specifically about your campaign or whether you are

using your campaign as an issue to get members along to hear about other associated

issues as well. Make sure that you are clear about the issues to be discussed in your

publicity.

Remember:

􀂄 Don’t put too many things on one agenda.

􀂄 If you have a lot of information to present, involve a number of different people.

􀂄 Ensure that there is alternation between presentations and discussions.

􀂄 Leave plenty of time for discussion.

􀂄 Make sure the discussion has a purpose. It helps if there is something you want

members to decide, advise you on, plan, or help you with.

􀂄 There’s no point in making decisions unless you intend to implement them.

What will implementing the decisions involve? Leave time in the meeting to

discuss implementation plans and to identify who will take responsibility for what.

􀂄 Write an agenda with approximate times for how long each item will take. Think about

what the meeting will feel like for participants.

􀂄 Decide who will facilitate the meeting.

Speakers

Inviting a guest speaker to your meeting can make the event more interesting to your

members. If you do decide to do this, then make sure that this is included in the publicity.

If the person is a guest speaker from outside the college or university then make sure that

someone is assigned to look after them. Make sure that they know when to turn up and

Ask them for a commitment to attend the meeting – people will judge the importance of

the meeting on what you tell them. If you are easily put off, they’ll think it doesn’t really

matter. Being persistent about getting a commitment lets them know that their presence is

important.

Facilitating the meeting

Most workplace meetings can be fairly informal and this is often more comfortable for

everyone. However, informality sometimes means that it’s comfortable for people who are

already in the know, but not for newcomers. It’s important to make sure that everyone

knows who everybody is, knows any conventions you observe about how discussions are

conducted, understands what is being discussed, and is encouraged to participate. If you

have a lot to say or have a strong opinion, you may want to ask someone else to facilitate

the meeting. The facilitator should intervene as little as possible and refrain from comment

on the issue under discussion. If it is going to be a large meeting it might be helpful to use

an aid for the facilitator – someone who can keep an eye on the time and check that all of

the people that have indicated that they would like to speak have been asked to do so.

On the day:

􀂄 Start the meeting with introductions.

􀂄 Make sure everyone can see an agenda.

􀂄 Give a brief overview of the meeting and explain what it is for.

􀂄 Explain any jargon or abbreviations.

􀂄 Leave plenty of time for discussion and encourage everyone to participate, ask for

contributions from people who are quiet or new.

􀂄 Keep to the times on the agenda.

􀂄 Don't let one or two individuals dominate the dialogue.

􀂄 Deal with one agenda item at a time.

􀂄 If appropriate, make sure that at the end of a discussion the group makes a clear, firm

decision.

􀂄 Make sure that everyone understands what implementing their decisions will involve –

ask members to do something specific in support of the decision they have made. This

is your chance to ensure that the membership realises that they are the ones that will

make the campaign a success. Don’t let them leave the meeting thinking that they can

leave it all up to you!

􀂄 Make sure that important issues and decisions are noted.

􀂄 At the end of the meeting explain what will happen next and when they will next be

involved


Checklist

􀂄 Think about the purpose of your meeting.

􀂄 Work out the best time to hold a meeting.

􀂄 Make sure that the venue is accessible to as many people as possible. If you have a

multi-site university or college then consider running meetings on all sites.

􀂄 Be aware of the time it will take to hold the meeting. Don’t let it go on too long.

􀂄 Think about refreshments and how they will be handled in the meeting.

􀂄 Make sure that there is a clear agenda.

􀂄 Give people clear responsibilities for specific tasks – is someone assigned to inviting the

guest speaker and looking after them on the day? Does someone have responsibility for

coordinating publicity?

􀂄 Make sure that the person facilitating the meeting knows what needs to be achieved at

the meeting and is aware of the time the meeting should last.

􀂄 Give someone the responsibility for chasing up volunteers after the meeting. If people

offer to help then make sure they are given something to do, otherwise they might not

offer in the future!

􀂄 Think about publicity after the meeting. Make sure that the decision taken at the

meeting are fed back to those that could not attend.
 
FONTE: http://www.ucu.org.uk/media/pdf/0/5/org_meeting_1.pdf

**********************************************************************************
Esse post dá algumas dicas de como preparar reunião, como por exemplo: local , equipamentos, pauta , ata.

IV Semana Acadêmica de Secretariado Executivo

Durante os dias 28, 29 e 30 de setembro acontecerá a IV Semana Acadêmica de Secretariado Executivo no auditório da universidade Unigranrio. Estaremos comemorando o dia Nacional do Secretário (a) e 15 anos do Curso de Secretariado Executivo.

Look Within

"People spend a lifetime searching for happiness;
looking for peace.
They chase idle dreams, addictions,
religions, even other people, hoping to fill the
emptiness that plagues them.
The irony is the only place they ever
needed to search was within themselve."

Text from: Ramona L. Anderson - http://www.pravsworld.com/new/experience_look_within.htm


"As pessoas passam a vida inteira procurando a paz e a felicidade.
Mas por ironia sempre esquecem de procurar dentro de si mesmas".

Vocabulário:
Happiness: feleicidade
Emptiness: Vazio
Within themselves: dentro de si

Administrative Professionals (Secretary's) Day

When : April 23, 2008, April 22, 2009
Administrative Professional's Week is celebrated from April 22 - 28, 2007.
National Professional Secretaries Week and National Secretary's Day was created in 1952 through the work of Harry F. Klemfuss of Young and Rubicam. Klemfuss recognized the importance and value of the position to a company or business. His goal was to encourage more women to become secretaries. Using his skill and experience in public relations, Klemfuss, promoted the values and importance of the job of secretaries. In doing so, he also created the holiday in recognition of the importance of secretaries.
Today, the title is changing and evolving. But, the recognition is equally important. There are two new terms in use today. They are "Administrative Professionals" and "Executive Admins". The two names sometimes mean different roles and responsibilities to different companies. Both are broader terms, that encompass more positions than the original "Secretary" role.
The name change recognizes and acknowledges that the role has changed significantly since 1952, and for the better at that. And in Harry Klemfuss' day, these postions were the realm of women. Today, you find some males in these positions.
The most common ways of recognizing your Administrative Professional(s) today are:
Flowers
Cards, often with shopping gift certificates
Take them to lunch
Candies
Assorted Gift Baskets
Administrative Professionals Day gifts are by far the most common way of giving recognition to these most imprtant people on your staff. What is the top gift?..... Giving flowers. Maybe, before you forget, you should order some flowers now!

http://www.holidayinsights.com/other/secretary.htm

Esse texto é na verdade uma curiosidade sobre o dia da secretária, por aqui comemoramos no dia 30 de setembro. Mas o dia da secretária foi criado em 1952, com o objetivo de incentivar as mulheres a se tornarem secretárias e principalmente com a finalidade de reconhecer o valor das mesmas.

O texto ainda dá algumas dicas de presentes... essa é a parte que eu adoro!!!

Como toda e qualquer outra profissão a de secretariado executivo é uma importante profissão.

Sendo dia 22,25 ou 30 o que vale é sermos lembradas com carinho que merecemos.

Vocabulário:
encourage-incentivar, encorajar

recognition-reconhecimento

encompass-englobar, abranger

Dictionary: Terms of Makeup

Makeup: maquiagem

Liquid / fluid: líquidoCream: cremoso

Powder: em pó

Stick: bastão

Face

Foundation: baseOil Free Foundation: base não oleosa

Moisturizer: hidratante

Pressed Powder: pó compacto

Finishing Powder: pó finalizador, para ser aplicado após terminada a maquiagem.

Bronzer / Bronzing: pó bronzeador

Luminizer / Highlighter: iluminador

Concealer: corretivo

Makeup remover / cleanser: removedor de maquiagem

Makeup remover / Cleanser Wipes: lenços para remover maquiagem

Shimmer: termo usado para produtos que dão brilho à pele.

Eyes / Olhos

Eyeshadow: sombra

Eyeliner: delineador

Fluidline: Deleniador em gel

Mascara: rímel, máscara para cílios

Lash / Lashes: cílios

False Eyelashes: cílios postiços

Brow / Eyebrow: sobrancelha

Lips / Lábios

Lipstick: batom

Gloss / Lipgloss: gloss

Lip plumpers: produtos que aumentam o tamanho dos lábios

Lip tint / Lip stain: produto que colore, de consistência mais leve que batom

Lip liner: delineador para lábios

Lip pencil: lápis para lábios
Lip care / Lip treatment: produtos de tratamento

Others...

Nail: unhas

Nail Polish: esmalte

Polish Remover: removedor de esmalte

Brush: pincel

Brush set / kit: kit de pincéis

Blend, blending: mesclar as cores, esfumar

Brand: marca

Moisturizer: hidratante

The Secretary's Prayer

Dear Lord,

I NEED HELP. Help me to be a good secretary, and help me to have the memory of an elephant, or one at least three years long. Help me by some miracle to be able to do six things at once, answer four telephones at the same time while typing a letter that must go out today. And, when that letter doesn't get signed until tomorrow, give me the strength to keep from going over the brink of hysteria. Never let me lose patience, even when the boss has me searching the files for hours for data that is later discovered in his desk.
HELP ME to have the intelligence of a college professor; help me to understand and carry out all instructions without being given clear explanations. Let me know always just where the boss is, even though he left without telling me where he was going. And when the year ends, please let me have the foresight not to destroy records that will be asked for in a few weeks, even though I was told to destroy them all. HELP ME to keep a level head and my feet on the ground, so that my secretarial performance will be a proper reflection of the pioneer women who made a place for me in the business world, and those who established me in a profession.

http://www.appleseeds.org/secretry.htm

A oração da Secretária é um texto divertido, apenas para descontrair já que vivemos dia-a-dia em uma constante correria, fazendo mil coisas ao mesmo tempo, sendo sempre simpática, compreensiva e gentil.

Cada uma de nós temos com certeza alguma história pra contar baseada nos nossos dias de trabalho...

Vocabulário:
able-capaz

typing-digitando

signed-assinado

searching-compreender

TIPS FOR HIRING AN EXECUTIVE SECRETARY

Many business professionals would not be able to maintain the organization of their offices were it not for their executive secretary. Executive secretaries manage everything from answering phones to scheduling appointments. Some executive secretaries take on financial responsibilities of payroll and hiring of new employees while other executive secretaries are responsible for maintaining the technology that exists within the business, running the programs that are being used and trouble shooting any technological errors. The list of what executive secretaries can help you as a busy business person with are endless. This is why it is so important to hire the right executive secretary for you.
Hiring an executive secretary presents many of the same challenges that hiring any employee would. There are some basic educational requirements that must be met and obviously the person that you are looking to hire should be available to work during the hours that you will need her. But there are some unique skills that your executive secretary will likely need to have. As job requirements for an executive secretary will vary between job fields, below is a list of basic skills and requirements that you should look for and ask job candidates about when hiring an executive secretary.
Computer skills - In today's technological world, chances are that more times than not you will need to have an executive secretary that at least has a basic knowledge of the computer. Obviously, if your business deals primarily with computer or internet based clients, the skills of your executive secretary will need to be more advanced. Think realistically about what computer skills the job you are looking to fill will require, keeping in mind that certain things can be taught.
Communication/phone skills - Chances are that your executive secretary is going to be answering your phones for you. Keep in mind that the skills needed to do this are particularly important because how your executive secretary handles her responsibility to communicate well will reflect directly on you.
Look for skills pertinent to the line of work that you are in (or at least a working knowledge of the industry) - Your executive secretary needs to know about what line of work you are in if he or she is to avoid looking foolish to your clients and customers. A good executive secretary applicant will have done her homework and will come to an interview prepared to answer basic questions about how your company operates.
Education level - Education is important in any line of work and of course we would rather hire college graduates and honor roll students than those whose educational records are less than perfect. It is alright to be picky and to require a high level of education, however you must also keep in mind that those with a great deal of education are generally not going to be applying for the entry level type job of an executive secretary.
Appearance/work ethic - Again, your executive secretary is a representative for you and for your business. In many cases she will be the first contact that anyone has with your office. Make sure that her appearance and work ethic are in synch with what you yourself believe is appropriate.
References - We have all given lists of references to potential employees at one point or another. Unfortunately very few employers ask the right questions when talking to those listed references or they fail to call any references at all. References are also called "character references" for a reason. Be sure that when checking the references of you potential executive secretary that you ask specific questions about her character which includes such things as punctuality, respectfulness, pleasantness to work with, etc.

http://www.businessknowledgesource.com/blog/tips_for_hiring_an_executive_secretary_025371.html

O texto fala da importância da secretária dentro da organização. Muitas são responsáveis por áreas de extrema importância dentro da empresa e isso só aumenta a responsabilidade do profissional de secretariado executivo.

Ainda é necessário alguns conhecimentos básicos para uma profissão como esta, é preciso ter conhecimentos de informática, chances de comunicação/competeências de telefone, nível de ensino, aparência/ética de trabalho, referências, além de muita simpatia.

Vocabulário:
maintain - manter

scheduling - agendamento

endless - interminável

knowledge - conhecimento

taught - ensinado

Executive Secretary Duties and Responsibilities

General:
Working independently and without need for on-site supervision, the Executive Secretary functions as the office manager. He or she is responsible for the day-to-day operations of the corporation, and provides full Headquarters support to our one thousand members in over fifty countries. The Executive Secretary hires and supervises any paid office staff, coordinates all volunteer office workers, and routinely handles unusual problems under difficult circumstances in what is sometimes an unsettled environment.

Organization:
The Executive Secretary acts as liaison between management levels within the organization, supporting volunteer Regional Coordinators and Committee Chairs with information, materials and assistance in handling of corporate funds. He or she maintains up-to-date Field Organization records; assists with the logistics and organization of the Annual Membership Meeting and any Regional Membership Meetings; and manages all correspondence directed to the company.

FONTE: http://www.setileague.org/admin/execsec.htm

Resumo

O texto acima fala sobre a importância do Secretário Executivo nas empresas, e aborda algumas vantagens como por exemplo, não precisar de supervisão e poder trabalhar independente diferentemente da maioria das profissões. Em contra partida temos um cargo de grande responsabilidade pois ficamos responsavéis pelas operações rotineiras do dia-a-dia, como por exemplo supervisionar os outros subordinados e ser canal de comunicação entre estes e o chefe.

Mistakes are lessons

When you make a mistake, don't look back at it long.
Take the reason of the thing into your mind and then look forward.
Mistakes are lessons of wisdom.
The past cannot be changed. The future is yet in your power.

Hugh White US politician (1773 - 1840)

Text from:http://www.quotationspage.com/quote/2726.html

Os erros são lições de sabedoria.
Quando cometer um erro não olhe para trás por muito tempo.
O passado não pode ser mudado, mais o futuro está em seu poder.

Vocabulário:
Look forward: olhar para a frente
Wisdom: sabedoria

The Executive Professional

The importance of training the Executive Secretarial in the companies becomes more and more evident every day.

The secretary who used to only execute tasks, now acts plays a role as a facilitator , versatile, being able to articulate and implement innovations, contributing to improving quality, optimizing their activities.

Good Telephone Procedures

Remember that you are representing your department and etiquette is very important. Using phrases such as "thank you" and "please" are essential in displaying a professional atmosphere.

•Make sure to answer before the third ring.
Examples of greetings can be: "Telephone Services, may I help you?" or
"Good morning"...you get the idea. Use a greeting that is going to give the caller the impression that we are in fact professional and pleasant.

•If you are currently on one line and another line rings:
Tell the first caller to "Please hold."
Place caller on hold.
Answer the ringing line saying, "[Department name]--please hold."
Place second caller on hold.
Return to first caller and complete the call.
Go back to the second caller.
Say, "Thank you for holding, may I help you?"

Text from:http://www.fullerton.edu/IT/Services/Telecom
/FAQ/etiquetteguide.asp#goodproc


Procedimento para um bom atendimento telefônico

É importante lembrar que quando você faz o atendimento telefônico, é o representante da empresa, atenda ao telefone com entusiasmo, no ato do atendimento identificar-se e fazer uma saudação de "bom dia", “boa tarde” ou " boa noite" usar sempre frases como "obrigado", "por favor", "posso ajudar?"
Não deixar telefone tocar muitas vezes.

Vocabulário:
Make sure: Certifique-se de
Pleasant: agradável
Currently: atualmente
Go back to: voltar para

Secretary

BASIC PURPOSE:


Positions in this job family are assigned responsibilities for performing confidential secretarial duties for an agency official or administrator.

Typical functions:

The functions within this job family will vary by level, but may include the following:

Opens, scans or reads and distributes mail; composes official correspondence for supervisor’s signature, disposes of routine correspondence.

Screens telephone calls; provides information or refers callers to appropriate staff members; answers inquiries.

Receives visitors; answers inquiries personally or refers to appropriate official.

Arranges for special conferences and meetings; maintains supervisor’s calendar, advising of commitments; arranges for travel itinerary and accommodations; prepares and submits travel claims and expense account.

Independently researches, assembles and summarizes material, information and data for administrative board or commission consideration and action; takes and transcribes dictation of confidential, technical or legal material requiring a high degree of accuracy; records and transcribes proceedings of meetings and conferences.

Appears before legislative committee hearings either alone or in the company of supervisor to present facts relative to agency programs, mission and/or budget; drafts proposed legislation; proposes budget items; confers with administrators on matters of staffing, budget and purchasing and contracts and/or policy.

Supervises administrative or clerical assistants.



LEVEL DESCRIPTORS:

The Secretary job family consists of five levels which are distinguished based on organizational and reporting structure. The following definitions of administration/management apply:



First Level Managers - Are individuals who have supervisory staff reporting to them.

Mid Level Managers - Are the individuals who have supervisory responsibility over first-level managers.

Assistant Director - The second level of administration within an agency or subagency.

Administrator of a major service area - The head of a major agency function as defined by the overall mission and goal of the agency.

Assistant administrator of a major service area - An assistant to the head of a major agency function as defined by the overall mission and goal of the agency.

Fonte: Texto disponibilizado pela professora Norma Lirio em 02/09/2009, para as alunas de Lingua Inglesa I do curso de Secretariado Executivo da Unigranrio.


**********************************************************************************
Esse post fala das principais funcões de uma secretária: atendimento telefonico, organização de reuniões, , confeção, recepção de visitantes, entre outras.

Vocabulário:
Advising of commitments = assessorar pessoas e compromissos

Travel claims = Solicitação de viagem

Expense account = prestação de contas