秘书英语 Key to Unit 2

Key to Unit 2 How Does a Secretary Work in the Office?

Section 1 Meeting the Office Staff

I.

1. how are you 2. I’m fine 3. It is nice to meet you 4. Fine 5. Pleased to meet you

6. Glad to meet you 7. How do you do III. 3.

1) take this opportunity 2) is divided into four departments 3) Let’s deal with each one in turn 4) she’ll leave at the end of the week 5) is responsible for 5.

1) We should go round and meet some of the staff you’ll be working with. 2) Let’s start with Ling Yun.

3) I’m looking forward to seeing you next week. 4) Can I have a few moments of your time?

5) You’ll be spending today and tomorrow with him.

6) She is leaving us at the end of the week and then you’ll take her place.

Section 2 Getting Along Well with One’s Boss and Colleagues I.

1. secretary 2. team 3. job 4. from 5. employer 6. personal 7. formality 8. business 9. objective 10. decisions 11. office 12. friends 13.affect 14. high 15. clear 16. ladder 17. attitude III. 3.

1. A, a 2. an, a, a 3. the, the 4. the, the 4. 1c, 2h, 3a, 4i, 5j, 6f, 7d, 8e, 9b, 10g 5.

1) As part of the team, the professional secretary protects the employer. 2) Whoever a secretary works for, his or her duty is to help fulfill the

executive job responsibilities.

3) Personal life must be separated from professional life.

4) In dealing with other members of the group, the secretary should make

it clear that those others are viewed as the experts in their jobs.

5) The professional secretary is courteous to everyone regardless of the

individual’s position on the company ladder.

Section 3 Getting Some Knowledge of English Letters (1) I.

1.communication 2. efficient 3. seven 4.standard 5. letterhead 6. address 7. dateline 8. format 9. instance 10. inside 11.address 12. salutation 13.

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Mesdames 14. title 15. Gentlemen 16. body 17. addressee 18.complimentary 19.close 20. unknown 21. signature 22.indented 23. block 24. modified III. 2.

Dear Sirs,

Please reserve a medium-priced single room with bath for David Johns, who will arrive Thursday evening, January 3. He will leave early Monday morning, January 7, on a 10 a.m. flight and will require transportation to the airport.

Please call me at 0086-10-89437520 to confirm the room reservation and advise me of your deposit requirements.

Sincerely,

Ms. ZhangYi

Section 4 Getting Some Knowledge of Etiquette (1) I.

1. area 2. business 3. meet 4. social 5. holds 6. firm 7. handshake 8. office

9. gifts 10. with 11. language 12. closely III. 3.

1) is 2) introducing, apply 3) request 4) has to 5) determines, used 4.

1) In business introductions, there is one basic rule: a less important

person is introduced to a more important person, whether male or female.

2) When introducing people of equal rank in business situations, social

rules apply – a man is introduced to a woman, and a younger person to an older person.

3) The client is more important than anyone in your organization.

4) When a secretary is introduced to others and when he or she says

goodbye to others, a handshake should be made.

5) In office, the secretary has to deal in person with all kinds of people.

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Unit 2 How Does a Secretary Work in the Office?

Section 1 Meeting the Office Staff

Dialogue I

A: Hi. Good morning, Zhang Yi. And how are you? B: Very well, thank you. And you?

A: Yes, I’m fine. First of all I think we should go round and meet some of the staff you’ll be working with. Let’s start with Ling Yun, your superior. B: Yes, I see.

(A is knocking at the door.) C: Come in. please.

A: Good morning. Ling Yun. I’m just showing Zhang Yi around. ... doing the introductions, before she starts working with you. C: Good morning, Zhang Yi. It’s nice to meet you. B: It is nice to meet you too.

A: Now, you’ll be working with him from next week. In the second part of this week you will be shown how everything’s done, so that you know your way around.

C: Fine. So, I’ll look forward to seeing you next week, Zhang Yi. B: Yes, I’m looking forward to working with you, Mr. Ling.

(Chu Tian-shu and Zhang Yi have entered a room )

A: Good morning, everyone. Can I have a few moments of your time? I’d like to introduce a new member of staff. First things first, I’d like to introduce you to our Office Manager, Mr. Huang. You’ll be spending today and tomorrow with him.

D: Pleased to meet you, my name’s Huang Hao. B: Glad to meet you. I’m Zhang Yi.

A: Zhang Yi. Let me introduce you to Mr. Chang, this is Zhang Yi. E: How do you do? My name is Chang Cheng. F: Jiang Yan.

A: Jiang Yan is Ling Yun’s Personal Assistant. She’ll be showing you how everything works before she leaves us at the end of the week and you take her place. Dialogue 2

A: I think I’d better take this opportunity to explain to you exactly who’s who in the company. You’ll need to know who to go to if you want to contact a particular manager. Let’s start right at the top: Zhang Zhonghua is the Managing Director and his Personal Assistant is An Jing. The company is divided into four departments: Production, Marketing, Personnel and Finance. OK? B: Uh - huh.

A: Right. Let’s deal with each one in turn. Wu Yong looks after Production, and his title is Production Manager, and Tian Mi works as Personal Assistant in the Production Department. Then there are two secretaries.

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Is that clear? B: Yes.

A: Moving on to the Marketing Department, we’ve got Ling Yun. Jiang Yan is working for Ling Yun as Personal assistant. As I have told you, she’ll leave at the end of the week and you’ll take her place and start working as Mr. Ling’s PA from next week, OK? B: Yes, fine.

A: As you know, I’m Personnel Director and Li Li and Yang Hui are the two secretaries in the department. Is that clear? B: Uh -uhu.

A: And finally ... Yan Jin is responsible for the Finance Department . His PA is Li Yan. So that’s a brief overview of the structure of the company. Do you have any questions?

Section 2 Getting Along Well with One’s Boss and Colleagues

A proper office manner should be cultivated by the secretary, and this manner should be based on the fact that the executive and the secretary are expected to work as a team. Whether working for an individual, a pair of executives, or a whole department, the secretary’s duty is to help fulfill the executive job responsibilities. Therefore, assignments that appear in the job description (if there is one) are done conscientiously, and those chores that do not appear but that need to be done in order to free the executive from routine tasks will be done by the professional secretary without grumbling.

As part of the team, the professional secretary protects the employer. He or she does not contribute information to office gossip but does report any rumor that may be helpful to the superior. Also, the professional does not spend company time on personal phone calls, in clock watching, or in being late.

The personal relationship between the executive and the secretary will vary according to the people involved and the formality of the company. The secretary should always remember that the relationship is a business arrangement and that the structure of any organization makes the executive more important than the secretary. Without the executive to set the overall objective and to plan for action to attain that objective, the secretary’s job would not exist.

The executive may ask the secretary to explain a matter, but the secretary does not have the right to call upon the executive to justify decisions. However, when a good working relationship exists, office authority is not a source of discontent because both the secretary and the executive realize that they are there to make that office run at peak efficiency.

Personal life must be separated from professional life in dealing with all office personnel. It is very possible to work well with people one does not like at all; likewise, it is possible to work professionally with people who are personal friends. However, worries about sickness at home,

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