THE MULTIFUNCTIONAL SECRETARY

By Ms. Laura Dai
Secretary, Onpress International

In the 21st century, with the trend of globalization, a secretary should become more professional in the management team.

The functions of a secretary will be transformed from the traditional style to one with more complexity, internationalization, multi-tasking and diversity. The emerging situation demands that a secretary should learn more about both management, the management skills and the professional aspects of the business she is in; she should be an information supplier, a public relation handler; she not only participate in the planning process, but also the execution phase; she should be a supporter in one’s working life, and also an assistant in the daily chaos.  She should perform multi-tasks for her boss and, generally, serve him well.  The requirements of modern times in hi-tech, computer soft wares, globalization, etc. point towards a new type of career development for the secretary.

1. A multi-functional secretary should have the following qualities:
2. Versatility: She should be bilingual, even a trilingual; she should have the capability of drafting files plus computer skills
3. Organizing capability: A multi-functional secretary should be a good organizer; she should be able to plan all kinds of meeting, activities and execute them herself; meanwhile, she should also attend to the various work diaries, plans, files and documents
4. Negotiating skills: She needs to deal with the relationships with her boss, her colleagues and the clients, she should be good at the coordination of these activities
5. Acquiring new knowledge skills: She must update her professional skills, especially for the computer applications

Team work skills: She must help her boss to encourage team work in the office as well as in the work place; she needs to demonstrate that she is also a team player

A well-known expert has said: the last 20 years of 20th century is the transformation period for Chinese society, also, it is the case for the secretary in China. The function of a traditional secretary should transform into a multi-functional, innovative, coordinated and high quality manager. This concept has made a step forward in the field of secretarial work.

China will participate in international competition since it entered the WTO; as the secretary of a leader, she should use the experiences of developed countries as a frame of reference, be familiar with and obey those international norms and expectations.

Firstly, she should know the e-business knowledge and operational skills; she should improve her sensitivity and response ability. E-business simplifies business exchanges and administrative procedures by using the internet technology.  E-business has been widely used abroad, and many profits have been generated because of its convenience and efficiency.  Every secretary will face the internet information explosion in the same way as her boss; therefore, it is the one of essential qualities of a multi-functional secretary to master the e-business knowledge and application, in order to support the decisions made by her boss.

Secondly, she should broaden her knowledge and enhance her communicating ability. Her ability of communicating in foreign languages should be improved since China’s entry to WTO. An excellent secretary should learn the diplomatic knowledge; understand the different national cultures in order to communicate efficiently.

Finally, she should learn more about the international business regulations. Since China’s entry to WTO, expert secretarial skills have become essential for the required procedures and standards.  As a Chinese secretary, she should not only know the international regulations but also the differences of laws among so many countries in order to develop accurately overseas marketing, thus avoiding any substantial business losses.