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Unit 1US Professional SecretarialJob Description美国专职秘书工作职责说明Part I . ReadingWhat are the major jobs

Unit 1 US Professional Secretarial Job Description 美国专职秘书工作职责说明 Part I. Reading What are the major jobs of aprofessional secretary? As asecretary he or she may have alot of duties to fulfill. Generally speaking, asecretary has to do the following major jobs. First, asecretary is expected to relieve the executive of avarious administrative details. Second, asecretary is required to coordinate and maintain effective office procedures and efficient work flow. Third, asecretary must be able to implement policies and procedures set by the employer. Fourth, asecretary should be able to establish and maintain harmonious working relationships with superiors, co-workers, subordinates, customers or clients, and suppliers. How can asecretary help visitors? Apart from what has been mentioned above, asecretary should also be able to do avariety of other jobs. To begin with, a secretary should make appointments for the executive and maintain his or her calendar. He or she is expected to receive and assist visitors and telephone callers in every way possible and then refer them to the executive or other appropriate persons as circumstances warrant. Asecretary is expected to arrange business itineraries and coordinate the executive?s travel requirements. What should asecretary do when the executive is away? Next, asecretary is expected to take action authorized during the executive?s absence and use initiative and judgment to see that matters requiring attention are referred to adelegated authority or handled in amanner so as to minimize the effect of the employer?s absence. What should asecretary do with different documents? Asecretary should be able to take shorthand or longhand notes and transcribe from it or transcribe from machine direction. He or she should also be able to type material from longhand or rough copy. In addition, asecretary is expected to sort, read, and annotate incoming mail and documents and then attach appropriate files to facilitate necessary action. He or she should be able to