Contact (PEMATERI): Kanaidi, SE., M.Si., cSAP e-mail : kanaidi963@gmail.com atau kanaidi@yahoo.com HP. +62 812 2353 284, +62 878 2298 4716 Telp/Fax : +62 22-4267749 WA. : 0812 2353 284 Pin BB : 79D6107F Facebook : kanaidi.kenpartii

1. Advanced PROFESSIONAL SECRETARY
Training
Role of Professional Secretary
in Business Competitive Environment
By : Kanaidi, SE., M.Si 11-12 Oktober 2016
kanaidi963@gmail.com HP.08122353284

2. Business Competitive Environment
Social
Demographic
Economic
Technologic
Political and Legal
Competitive
External
Environmental
Factors
External Marketing Environment

3. Chapter 2 Version 3e 3
External Marketing Environment
Demographics
Social
Change
Economic
Conditions
Political &
Legal Factors
Technology
Competition
Environmental
Scanning
Target Market
Product
Distribution
Promotion
Price
External Environment
is not controllable
Ever-Changing
Marketplace
4P/7P
A defined group most likely to buy a firm’s
product.
Target Market ;

4. Business Competitive Environment
Porter Competitive Model
Intra-Industry
Rivalry
Strategic Business Unit
Bargaining
Power
of Buyers
Bargaining
Power
of Suppliers
Substitute
Products
and Services
Potential
New Entrants
Source: Michael E. Porter
“Forces Governing Competition in Industry
Harvard Business Review, Mar.-Apr. 1979

5. • There are many different types of secretary, in many
different jobs, each one is task to do many different
things.
• They are like a personal assistant who will ensure
that the person they are working for keeps a tight
schedule, appointments, meetings, some run
errands, book hotels, typing and much, much more.
Many types of secretary

6. • The secretaries often do more of the running of
organizations than the others.
• The secretaries interface between all the
departments, customers, vendors and information
flow so that the leader can use their time effectively
• A good secretary can make an organization a success
and a poor one can increase the risk of failure
A secretary's role therefore is to keep the process flow
of information, meetings, contacts and feedback loop
intact at all times.
Understand that :

7. • Secretarial & Administrative Role
> Responsibilities
> Skills
> Qualities
• Developing A Professional Image
> Professional Appearance
>Timekeeping & Punctuality
> Introduction To Office Ethics
• Managing Stress
> Identifying Stress
> Stress Busting Techniques
Role of Professional Secretary

8. • Communication
> The Impact Of Body Language, Words, & Tone Of Voice
> Active Listening
> Questioning For Clarity
• How To Improve Written Business Communication
• Telephone Skills
> How To Deal With Callers Professionally
> Telephone Etiquette
> 'Do's & Do Nots' Of Answering The Telephone
• Saying 'No' Constructively
• How To Handle Your Boss
Role of Professional Secretary ….

9. 1. Organized and detail oriented.
2. Puts the boss's and company's "best foot forward" since he/she will most
likely come in contact with clients before the boss does.
3. Always answers the phone and greets visitors with a smile on his/her face
and in his/her voice.
4. Has up-to-date skills and the ability to learn new skills and procedures
with ease.
5. Knows when to keep his/her mouth shut and when not to. Doesn't
quibble over the small stuff.
6. Listens well and presents solutions rather than dwell on problems.
7. Presents a professional appearance and attitude at all times. Doesn't
bring personal problems to work.
8. Follows through quickly and efficiently with all tasks.
9. Terrific spelling and grammar skills, and knows how to interpret the boss's
hieroglyphics!
10. Remembers the pressures the boss is under and doesn't bother the boss
with every little problem.
Top 10 Qualities of a Great Secretary

10. 1. Terorganisir dan detail oriented.
2. Menempatkan bos dan "kaki ke depan terbaik" perusahaan karena ia
kemungkinan besar akan bertemu dengan klien sebelum bos tidak.
3. Selalu menjawab telepon dan menyapa pengunjung dengan senyum di /
wajahnya dan di / suara.
4. Memiliki up-to-date keterampilan dan kemampuan untuk mempelajari
keterampilan baru dan prosedur dengan mudah.
5. Tahu kapan untuk menjaga / menutup mulut bos dan kapan tidak. Tidak
berdalih atas hal-hal kecil.
6. Mendengarkan baik dan menyajikan solusi daripada memikirkan
masalah.
7. Menyajikan penampilan profesional dan sikap setiap saat. Tidak
membawa masalah pribadi ke tempat kerja.
8. Mengikuti dgn cepat dan efisien tentang semua tugas.
9. Miliki keterampilan yg hebat dalam ejaan dan tata bahasa, dan tahu
bagaimana menafsirkan hieroglif bos!
10. Mengingat tekanan bos berada di bawah dan tidak mengganggu bos
dengan setiap masalah kecil.

11. Since the secretary is the key communication link,
constant and efficient communication is vital.
– The secretary is the officer in charge of responding to all
requests and inquiries.
Correspondence
(Communication)

12. Language :
 It is the raw materials.
 Both writing and speaking are essential.
 Letters represent the company.
 Individual reach a top management position by good
speaking.
 The secretary’s responsibility mainly is to check
details of grammer, speling, and puntuation.
Top The tools of Professional Secretary

13. Professional reading :
 By reading trade journals for each area of economy
and for each profession.
 Develop skimming system by the table of contents as
a guide.
 Reading magazines such as “The Secretary”,
Fortune”, and “Business Week”, etc.
Top The tools of Professional Secretary ….

14. A Professional Manner:
 Uniform clothing.
 Following the lead of executive in office style.
 Secretary can be moved upward with the boss.
 The professional does not spend company time on
personal phone calls, in clock watching, or in being
late.
Top The tools of Professional Secretary ….

15. • Excellent working knowledge of Windows application
• A high level of accuracy is required with a good typing
speed in copy and audio, preferably 55-60 words per
minute
• Able to display initiative, proactivity, professionalism and
confidence
• Experience of electronic diary management
• Needs to be articulate and able to demonstrate discretion
• Ability to exercise appropriate level of judgement
• Excellent and professional telephone skills
• Ability to prioritise workload and work under pressure with
a flexible approach
The Secretary Requirements
Examples :

16. Ω Problem StatementΩ Mapping Ω Strategic Direction ►►► Conclusion
16
Contact Us :
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e-mail : kanaidi@yahoo.com atau
kanaidi@poltekpos.ac.id
Telp : 022-2005972 atau 022-2009570 ext.118
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