QUIZ ENGLISH FOR SECRETARY

Here are my answer for quiz EFS (English For Secretary), just see guys :)

1.Secretary is person who organizes information and work for or on behalf of another person (usually the boss). Do you agree or not agree with this statement? Why?

Answer:

I agree with that statement because a secretary a person who assists a specific person with their daily business or personal tasks for her/his boss, secretary usually set the schedule meetings for boss. This includes informing the respective members about the meeting and taking confirmations about the same. The secretary needs to prepare the memos for informing the required member as well. These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members, and organizes official meetings and events.

2.  Give me example about the characteristic of a secretary!

Answer:

      Optimizes the communication in the office

A secretary will always communicate with different people, for it would be nice if the secretary mastered several foreign languages. Secretary demanded to be good at choosing words and construct sentences properly.

A secretary has to perform excruciatingly large amounts of communication. Not that it’s a bad thing. Nonetheless, a secretary needs to be above average when in comes to communication. For example: give a good reception like how we comfort our visitors with ways we welcome visitors such as say “welcome in our office sir, if you want to go restroom just keep moving forward and turn left just around the corner, enjoy in our office, a cup of coffee please..”

      Develops multiple abilities and competences

The abilities to be possessed by a secretary are as follows: capabilities and technical skills are an absolute must and controlled by a secretary as computer, English, shorthand and filling. As secretary should develop multiple abilities and competences like should master computer skill. Like any other profession today, computer skills are required in order to perform the duties of secretary in an organization. Be it word, excel, power point, internet, or whatsoever. A secretary should know enough to help her upgrade herself easily when needed.

      Learns how and why innovations are necessary in the work environment

A secretary must be able to innovate at will of client, it is because if the clients are bored with our services will result in a loss in his office, so a secretary must always innovate as scheduled meetings different from the usual place that will make the client feel happy.

      Discusses the perspectives for the future of the modern secretary

To become a professional secretary in the future should be able to keep abreast of the times so as to be able to cope with change and be able to work as closely as possible to face the work of a secretary to the competitiveness of the more advanced.

      Works with enthusiasm and motivation

Secretary should motivation and enthusiasm herself like should Positive Thinking. The thinking in here is everything is gonna be alright. Components that positive first impression should be smile although there are many mistakes in herlife.

      Knows what really makes the difference

Though you are the one ensuring office visitors get what they need from the experience, don’t feel confined by the role. Any workplace can benefit from an employee willing to assume more responsibility than asked until the visitors feel comfort to our company.

      Uses emotional intelligence to create results

As secretary also should uses emotional when do her work because with intelligence secretary can create good result like: another company will make cooperation with our company. It means that our company has much advantage from that.

      Knows how to work with talent, motivation and attitude

Secretary as person who charged with handling those who come in and out of an office, it’s likely that you’ll be thrown into the occasional. So the secretary should work with talent like should keep cool, self grooming, polite to visitors and always spirit in work.

3.  Write down about the conversation for your boss the telephone call and then message for your boss in the box!

CONVERSATION IN TELEPHONE

Secretary             :  Hello, Good morning, PT. Shoes Mas Craving. Is there anything I can help?

Caller                :  Good morning, I’m Mutiara as secretary Mr. Egi, from PT. Basic Pillars would like to speak with Mr. Joey as Director of PT. Shoes Mas Craving.

Secretary            :   Sorry Mrs. Pearl, Mr. Joey was not in place. He was there on a business trip to Jakarta. Is there a message to be conveyed to him?

Caller             : Yeah Mom, Mr. Egi as leader we want to hold a meeting with Mr. Joey to discuss cooperation on offshore oil drilling in East Kalimantan.The meeting will be conducted on Monday, October 10th, 2011 at 10:00 pm located Mahardika Restaurant A. Yani street number.10 Jakarta.

Secretary            :  Well, I will convey the message to Mr. Joey's mother and for further confirmation, I will call back. May I know the address along with the telephone number of the PT. Basic Pillars?

Caller                  :   Our office at Jl. Basuki Rahmat 2 Jakarta and contact telephone number (031) 5552011

Secretary             :   I'm sorry Mrs. Pearl, there may be I can help you get back?

Caller                   :  No thanks. I wait for confirmation from the mother as soon as possible.

Secretary             :  Okay. Mother Pearl will be my contact after the message is received follow-up from our leaders.

Caller                   :  Thank you, good morning.

Secretary              : Good morning.

make telephone message:

TELEPHONE MESSAGE

Message for Mr. Joey as Director of PT. Shoes Mas Craving

From mom Mutiara as secretary Mr Egi, from PT. Basic Pillars

Telephone number (031) 5552011

Regarding for Mr. Egi as leader want to hold a meeting with Mr. Joey to discuss cooperation on offshore oil drilling in East Kalimantan. The meeting will be conducted on Monday, October 10th, 2011 at 10:00 pm located Mahardika Restaurant A. Yani street number.10 Jakarta.

source: http://jasapengetikancibinong.blogspot.co.id/2015/09/percakapan-sekretaris-di-telepon-bahasa.html