Administrative Assistant's and Secretary's Handbook ~ 3rd by Kevin Wilson, Jennifer Wauson James Stroman

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By Kevin Wilson, Jennifer Wauson James Stroman

Among coordinating conferences, making commute preparations, and operating the telephone strains, being a qualified administrative assistant calls for an dazzling and sundry variety of abilities regarding interpersonal conversation, written shows, and organizational skill. Written in a down-to-earth kind, "Administrative Assistant's and Secretary's instruction manual" presents readers with info on topics together with checklist preserving, phone utilization, workplace machines, mail, company letters, and software program skills.Now in its 3rd version, the e-book has been thoroughly revised with accelerated insurance of issues together with digital documents administration, interpersonal and communique abilities, troubleshooting computing device difficulties, time and pressure administration, customer support, occasion making plans, internet conferencing, math for workplace pros, place of work administration and supervision, transcription, and lots more and plenty extra. complete and entirely up to date, this can be the booklet each administrative specialist should still personal.

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13. If there is a problem, be concerned, empathetic, and apologetic. Figure 3–2. An administrative assistant takes a message from a caller. Photo by Linda Wauson. qxp 1/14/2008 9:38 AM Page 23 TELEPHONE USAGE 14. Thank the caller for calling. Ask the caller to call again. 15. Never eat, drink, or chew gum while you are on a call. TELEPHONE COMPANIES Many offices have both a company that provides telephone equipment and a company that provides telephone service. The telephone equipment company is responsible for the functioning of the telephones, fax machines, and computer data lines, as well as voice mail systems.

Give you a report on any address that cannot be coded. For example, you can discover which address needs an apartment or suite number to be complete or which address does not exist as given. qxp 1/14/2008 9:38 AM Page 40 A D M I N I S T R A T I V E A S S I S T A N T ’ S A N D S E C R E T A RY ’ S H A N D B O O K METERING 4 What’s the next step after addressing your company’ s mail with the most accurate address information? Putting on postage, of course, so you can get the mail on its way . Many small companies stamp their short letters and save longer correspondence and packages for a trip to the post of fice.

Write it exactly as stated, taking time and being patient with the caller. If you don’t understand what the caller is saying, ask to have the message repeated. The message may be very important to your employer , and a single word omitted or out of place could make a significant dif ference in the meaning. If you are unfamiliar 19 3 If you can take care of the matter yourself, do not transfer the call. If you must transfer the call, first tell the caller: “Mr . Jack Phillips is in char ge of insurance, and I am sure he will advise you promptly.

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