Wanna Be a Secretary2

8/17/2019 Wanna Be a Secretary2

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Sri Rahayu Edarsasi

Stikom, 29 November 2012

Executive Secretary Jobs[1].mp4

TUGAS SEKRETARIS


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THEN NOWTake phone messages ► Coordinate communications, handle callsHandle clerical details ► Manage projectsIdentify problems ► Solve problems

Support one manager ► Work as partner and team playeAssignments are delegated ► Leads the improvement processGood interpersonal skills ► Excellent interpersonal skills – oral,

written, virtuaLIs given constant direction ► Self-starterTake minutes at business meetings ► Participate in meetingsTypes dictated correspondence ► Mastery of integrated

computer software applicationsCollects information ► Researches, organizes and displays informationConsidered a low-level clerk ► Is a contributing part of the management team

AN EVOLUTION OF DUTIES

Perubahan Fungsi dariSekretaris Tradisional

Peningkatan Peluang danKarirFungsi sebagai ‘ManagerInformasi’ Pemanfaatan ‘IT’ untuk meningkatkan efisiensidan efektifitas


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KONSEP DAN DEFINISI

KOMPETENSI adalah suatu kemampuan menguasai danmenerapkan pengetahuan, keterampilan / keahlian dan sikapkerja / Attitude tertentu di tempat kerja sesuai dengan kinerjayang dipersyaratkan

Note : Kompetensi erat kaitannya dengan kewenangan.Orang yang kompeten ialah orang yang memilikikemampuan dan sekaligus juga kewenangan

SEKRETARIS YANGKOMPETEN

FAKTOR-FAKTOR STANDAR KOMPETENSI

1. PENGETAHUAN & KEMAMPUAN UNTUKMENGERJAKAN SUATU TUGAS DALAM KONDISINORMAL DI TEMPAT KERJA

2. KEMAMPUAN MENTRANSFER DAN MENERAPKANPENGETAHUAN & KEMAMPUAN PADA SITUASILINGKUNGAN YANG BERBEDA


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1. Kompetensi Spesialis , kemampuan untuk;Ketrampilan & PengetahuanMenggunakan Perkakas dan Peralatandengan sempurnaMengorganisasikan dan Menangani Masalah

2. Kompetensi Individu , kemampuan untuk;Inisiatif DipercayaMotivasiKreatif

3. Kompetensi Metodik , kemampuan untuk;Mengumpulkan & Menganalisa InformasiMengevaluasi InformasiOrientasi Tujuan KerjaBekerja secara sistematis

4. Kompetensi Sosial, kemampuan untuk;

BerkomunikasiKerja KelompokKerjasama


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DENGAN MENGUASAI STANDAR KOMPETENSI,

MAKA SESEORANG AKAN MEMAHAMI

BAGAIMANA MENGUASAI TUGAS / PEKERJAAN

2. BAGAIMANA MENGORGANISASIKANNYA AGAR PEKERJAAN

TERSEBUT DAPAT DILAKSANAKAN

3. APA YANG HARUS DILAKUKAN, BILAMANA TERJADI SESUATU

YANG BERBEDA DENGAN RENCANA SEMULA

4. BAGAIMANA MENGGUNAKAN KEMAMPUANNYA UNTUK

MEMECAHKAN MASALAH


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Menurut International Association of Administrative Professionals (IAAP), berikutglossary of administrative support job description

1. Senior Executive Assistant2. Executive Assistant3. Senior Administrative Assistant4. Administrative Assistant5. Entry-Level Administrative

Assistant6. Senior Office/Facilities Manager7. Office/Facilities Manager8. Human Resources Assistant9. Marketing Assistant10. Sales Assistant11. Project Coordinator12. Presentation/Graphics Specialist

GLOSSARYof administrative support job description

13. Logistic Coordinator14. Front desk coordinator15. Receptionist16. Switchboard Operator17. Office Assistant18. Mail Assistant19.File Clerk20. Imaging Specialist21. Senior Data Entry Specialist22. Data Entry Specialist23. Customer Service Manager24. Senior Customer Service Representative25. Customer Service Representative.

Senior Executive AssistantDuties include those described for the executive assistant but require stronger workexperience within each function. Supports the most senior executive, particularly inlarge corporations. May supervise other administrative staff. Possesses advancedcomputer skills along with the ability to train others on system usage. A premiumpaid for specific industry or market experience.

Executive AssistantPerforms administrative duties for executive management. Responsibilities mayinclude screening calls, making travel and meeting arrangements, preparing reportsand financial data, training and supervising other support staff, and customerrelations. Requires strong computer and internet research skills. Also calls for

flexibility, excellent interpersonal skills, project coordination experience, and theability to work well with all levels of internal management and staff, as well asoutside clients and vendors.

.

GLOSSARY…….


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Senior Administrative AssistantDuties include those described for administrative assistant but require strongerwork experience within each function. Supports senior level managers and maysupervise other support staff. A premium is paid for specific industry or marketexperience. Advanced computer skills with the ability to train others in systemusage is preferred.

Administrative AssistantPerforms administrative and office support activities for multiple supervisors.Duties may include fielding telephone calls, receiving and directing visitors,word processing, filing, and faxing. Extensive software skills are required, aswell as Internet research abilities and strong communication skills. Staff in thiscategory also may have the title of department assistant, coordinator, orassociate.

Entry-Level Administrative AssistantPerforms a variety of Internet research functions and uses word processing,

spreadsheets and presentation software. Duties also include fielding telephonecalls, filing and data entry. May assist with overflow work from administrativeand executive assistants, and fill in for the office receptionist as needed

GLOSSARY…….

Senior Office/Facilities ManagerResponsibilities include those described for office manager, but this positionrequires more extensive experience and management skills. Duties may includeselecting office vendors and supervising purchasing processes, directing mailroomand maintenance staff, and coordination of regular building maintenance staff. Solidcommunication and staff management skills are required, as well as someaccounting knowledge.

Office/Facilities ManagerCoordinates various office support services, including purchasing and facilitiesmanagement. Requires strong communication skills and some accounting knowledge.May include supervision of office administrative staff.

Human Resources Assistant

Responsibilities may include screening telephone calls, scheduling interviews,researching the Internet to locate potential job candidates, scanning resumes, andassisting with planning new employee coordination meeting, compiling materials andmaintaining employee database records. Strong computer skills required, as well assensitivity to confidential matters.15

GLOSSARY…….


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Marketing AssistantDuties include those described for administrative assistant, but this position typicallysupports a marketing department exclusively. May assist both fulltime employees andconsulting or freelance staff. Additional duties include assisting with trade show andevent planning, creating or updating presentation software files, tracking budgets andexpenses, and communicating with external creative service providers.

Sales AssistantDuties include those described for administrative assistance, but this position supports asales department exclusively. May assist regional sales staff based in remote locations(i.e., not in the central office). Additional responsibilities may include processing expensereports, coordinating the submission of proposals, planning meetings, tracking salesprogress, troubleshooting minor technical problems, maintaining department databaserecords, and serving as a liaison between traveling sales representatives and staff basedin the home office. Strong computer and organization skills are required.

Project CoordinatorWorks with internal and external parties to organize the various components needed toinitiate, run and conclude major projects. Duties include coordinating schedules andactivities, placing orders for supplies and services, and tracking progress and results.Requires excellent communication skills and extensive knowledge of database and projectmanagement software. Often reports to product development, project management ormarketing executives. The position is especially prevalent in construction, transportationand technology industries. A premium is paid for the industry experience.

GLOSSARY…….

Presentation/Graphics SpecialistDuties include using presentation software programs (such as MicrosoftPowerPoint) to create presentations for meetings and events. Also may editmaterial and provide basic instruction to presenters on how to use a particularprogram.

Logistic CoordinatorResponsible for thr logistical processing of customer order, includes coordinationwith vendor, sa les staff, customer services representative, billing representative,warehouse and shipper. Arrange shipment of requested item, goods andmerchandise. Some backgroud exprerience in purchasing, inventory control,transportation and warehousing function is needed. Computer profiency isrequired.

Front desk coordinatorManage the lobby area. Greets and directs all visitors, including vendor, clients,job candidates and customers. Ensure completion of paperwork, sign-in andsecurity procedures. Handling special administrative project as well as overflowwork from department and executive assistant. Depending size of the firm, alsomay answer incoming call

GLOSSARY…….


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Receptionist

Greets visitors, handles incoming calls and performs general administrativeduties. Also may assist other administrative staff with overflow work, includingword processing, data entry and internet research tasks.

Switchboard OperatorPlaces, receives and routes a high volume of calls through an electricswitchboard. Supplies information to callers, relays messages and announcesvisitors.

Office AssistantPerforms basic clerical tasks. Operates basic office equipment. Sorts androutes incoming materials. May require computer and data entry skills.

Mail AssistantSorts and distributes incoming and outgoing mail. Operates manual andelectrical mailing equipment. Position usually found in larger companies.

GLOSSARY…….

File ClerkPerforms basic clerical tasks, such as systematically arranging letters, memoranda,invoices and other indexed documents according to an established system. Operatesoffice equipment and completes general office work. Sorts and distributes mail.Required proficiency in basic word processing, spreadsheet and database programs.Additional duties may include answering telephones and some data entry.

Imaging SpecialistSorts and prepares documents for imaging correctly and accurately indexes images.Must have knowledge of document imaging/scanning hardware and software, andexperience creating electronic copies of documents. Strong computer skills, includingexperience with Microsoft Office and document creation software such as AdobeAcrobat, are required.

Senior Data Entry SpecialistPrioritizes and batches material for data entry. Completes information analysis forprocedures and reports. Requires knowledge of technical material and the ability totrain and supervise others. Capable of high volume data entry.

Data Entry SpecialistInputs information from a variety of sources into a computer database. May takecustomer orders and enter them into a pre-established tracking system.

GLOSSARY…….


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6. Work unsupervisedSelalu bekerja dengan produktif , sesuai deadline dan prioritas

7. Be Co-operativeSelalu membantu dan berbagi pengalaman terhadap rekan jika memungkinkan.Katakan ‘Tidak’ jika anda tidak bisa melakukan suatu perkerjaan

8. FlexibilityFleksible terhadap waktu kerja jika ada keadaan ‘emergency’

9. Multi SkillingBelajar sebanyak mungkin tentang hal yang berkaitan dengan pekerjaan maupunposisi lain dalam perusahaan

10. Bribery

Jangan menerima hadiah dari internal maupun external. Ikuti aturan dan prosedurperusahaan

THE SECRETARIES AND ADMINPROFESSIONAL ETHICS

1. ConfidentiallySelalu menyimpan informasi secara rahasia baik perusahaan maupun klien.

2. HonestySelalu mengatakan dengan jujur sesuai dengan keadaan yang sebenarnya

3. LoyaltyBersikap loyal / setia terhadap pimpinan maupun perusahaan

4. ReliableTunjukkan bahwa anda sekretaris yang dapat diandalkan. Setiap pekerjaan dapatdiselesaikan tepat waktu dan memberikan hasil yang terbaik sesuai kemampuananda

5. ResponsibleBertanggung jawab dengan mengatur pekerjaan sesuai prioritas danmelaksanakannya dengan tepat waktu

THE SECRETARIES AND ADMINPROFESSIONAL ETHICS


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TRAVEL REQUEST_1

TRAVEL REQUEST_2


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SALES REPORT

Wanna Be a Secretary2

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