1. Unit 1 Professional Secretary

2. Before reading the following passage, answer these questions: 1.What do you think should be the duties of a secretary? 2.What skills should a secretary possess?

3. Reading the passage A and finish task 1 on page 3 1.A secretary has to fulfill only one major duty. F 2.A secretary should be good at doing office work. T 3.A secretary should be helpful to and thoughtful of the visitors and clients. T 4.A secretary should never do anything he/she is not told. F

4. 5.Taking shorthand is the most important duty of a secretary. F 6. A secretary should be good at classifying information and organizing materials. T 7. A secretary shouldn’t be talkative because he/she must be able to keep a “secret”. F 8. A secretary should be skillful in office management and proficient in office software. T

5. What are the major jobs of a professional secretary ? 1) various administrative details. 2) office procedures. 3) policies and procedures. 4) harmonious working relationships

6. Phrases 1.generally speaking: 一般来讲 syno ： broadly speaking adv+speaking frankly speaking 坦白来讲 strictly speaking 严格来讲 2.coordinate: vt. 使协调，调节 cope vi. 协调，对付，应付... eg. A secretary is required to coordinate and maintain effective office procedures and efficient work flow. 秘书应能很地协调和保证有效的办公程序及工作的 高效运行。

7. adj. 并列的，同等的 n. 坐标，同等的人或物 eg. You can’t find the city on the map if you don’t know the coordinate of latitude and longitude. 如果你不知道经度和纬度的坐标值的话，你就不 能在地图上找到那个城市。

8. Brainstorm 1.If you are a secretary, how can you help visitors? (1)receive visitors (2)refer them to the executive or other appropriate persons as circumstances warrant. 根据具体情况

9. 2.What should a secretary do when the executive is away? (1)take action authorized (2)use initiative and judgment to handle matters (3)minimize the effect of the boss’ absence.

10. Words and phrases 1.authorize: vt. 批准，认可；授权给；委托代替 syno: confirm, allow 2.see that: 注重，务必；保证 see to it that eg. We share a commitment to see that the future belongs to hope, and not fear. syno: assure assure sb. of sth. 向某人确保 … ；向某人保证某事 3.be referred to: 被提及，涉及到 be referred to as 被称为 be commonly referred to as 俗称

11. 4. in a manner (1) 在某种程度上，有点儿，多多少少 (2) 在某种意义上，可以说 syno ： in a sense, in one sense (3) 用一种方式 in such a manner: 于是，如此，用这样的方式 eg. But if he is replaced in a manner that diminishes confidence, the bank could face problems. 但如果以如此缺乏信任的方式取而代之的话， 这间银行将面临诸多问题。

12. What should a secretary do with different documents? Sort, read and annotate. Research and abstract information and supporting data. abstract: v. 摘要，提取，使 … 抽象化 n. 摘要，抽象，抽象的概念 adj. 抽象的，深奥的 manual ： n. 手册，指南 adj. 手工的，体力的

13. What skills should a secretary possess? 1) To possess a mastery of office skills. 2) To be proficient in office software (eg: Microsoft outlook, Microsoft word, Excel etc.). 3) To possess effective business writing skills.

14. Overall duties of a secretary 1) various administrative details. 2) office procedures. 3) policies and procedures. 4) harmonious working relationships

15. others jobs/ duties of a secretary 1) To make appointments for the executive and maintain his or her calendar. 2) To receive and assist visitors and telephone callers. 3) To arrange the executive’s business itineraries, and (coordinate )travel requirements. 4) To take action authorized during the executive’s absence and to use initiative and judgment to accomplish other jobs. 5) To take shorthand or longhand notes and type materials. 6) To sort, read, and annotate incoming mail and documents.

16. 7) To compose correspondence letters / reports, and prepare communication outlines. 8) To research and abstract information and supporting data (in preparation for meetings, work projects and reports). 9) To correlate and edit / organize materials (submitted by others in draft format). 10) To be good at maintaining filing, and recording management systems. 11) To make arrangements for the executive 12) To be the recorder of minutes and distributor of its transcription. 13) To supervise or hire other employees, recommendations.

17. Summary “the boss” confidant 老板的心腹 office manager 办公室主任 supply and equipment purchasing manager 办公用品和设备的采购经理 "jack of all trades" 多面手 master of office mysteries 办公室神秘掌门人

18. Simulated writing: Business Letters The component of business letters. 1.Letterhead: the writer’s name and address 2.Date 3.The receiver’s name and address 4.Salutation 5.Letter Body 6.Complimentary close 7.Signature

19. The format of business letters. 1.indented style 缩进式 2.blocked style 齐头式 3.modified style 混合式

20. How to write a business letter 1.inform the receiving of their application 2.tell them whether they have been approved or not 3.appreciation 4.deadline

21. Refusing Letter 1.inform the receiving of their application 2.appreciation 3.why they are refused 4.your sincerely wish for them to find a suitable position soon.

22. Homework 1.Write a summary about Reading A. 2.Finish part V on Page 14 Write a business letter according to the given information.