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秘书英语 Key to Unit 2

秘书英语 Key to Unit 2
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 h im.

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.

https://www.doczj.com/doc/4f15897977.html,munication

2. efficient

3. seven

4.standard

5. letterhead

6. address

7. dateline

8. format

9. instance 10. inside 11.address 12. salutation 13.

Mesdames 14. title 15. Gentlemen 16. body 17. addressee https://www.doczj.com/doc/4f15897977.html,plimentary 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.

Unit 2 How Does a Sec retary 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, yo u’ll be working with h im 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 w ith you, Mr. Ling.

(Chu Tian-shu a nd 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 i n 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.

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,

financial problems, and domestic difficulties do affect the quality of work, and the professional will do everything possible to keep the level of professional performance high.

In dealing with other members of the group, the secretary should make it clear that they are viewed as the experts in their jobs. The professional secretary is courteous to everyone regardless of the individual’s position on the company ladder. The order-processing clerk, the shipping clerk, the receptionist, the typist, and the file clerk will be much more helpful to the secretary or executive team if this attitude of professionalism is maintained. Section 3 Getting Some Knowledge of English Letters (1) Today, business letter is still an effective means of communication between communicators outside and inside the company. Effective and efficient letter writing is an important item in secretary’s daily routine. A typical and professional-looking business letter usually has seven standard parts from the top to the bottom: the letterhead, the date, the inside address, the salutation, the letter body, the complementary close and the signature. (1) The letterhead

The letterhead occupies the top most part of the paper and it displays the writer’s company name, address, telephone and fax number, even e-mail. Most of it has a logo or emblem of the company.

(2) The dateline

Below the letterhead is the dateline. It usually follows such a format: the month, the date and the year, or the date, the month, and the year. The date can use either cardinal numbers (i.e. 1, 2, 3) or ordinal numbers (i.e. 1st, 2nd,3rd), for instance: 10 Oct, 2002 or Oct 10th, 2002.

(3) The inside address

It is the address of the organization or the person who receives the letter. You should make sure that the inside address agrees with the envelope address.

(4) The salutation

It is used to greet the addressee. The customary greeting in a business letter is Dear Sir(s), Dear Madam, or Mesdames with a comma or colon. If the business letter is addressed to an individual, you should use the person’s courtesy title and last name, for example, Dear Mr. Thompson rather than an individual’s full name in the salutation, say, Dear Mr. Michael Thompson. And if you don’t know the person’s gender, you can simply use that person’s full name in the salutation, for instance, Dear Michael Thompson. While Ladies and Gentlemen can be used, if you don’t know who will take care of the letter.

(5) The body

Two lines below the salutation is the body of the letter. The body is the main part of a letter. It contains the message from the writer to the addressee. If you will type the letter, you can use single-space within the paragraph and double-space between paragraphs. Very short messages may

be double-spaced with indented paragraphs.

(6) The complimentary close

It is purely a matter of custom and polite way of bringing a letter to a close. The conventional ones in business letters are, Truly yours or Yours truly for unknown addressees, and “Sincerely yours,” or “Yours sincerely”for known ones. It is always placed two lines below the body of the letter.

(7) The signature

Every business letter must be signed. In most letter styles, the writer’s typed name appears three to four lines below the complimentary close; and between them is the handwritten signature.

Generally speaking, business letters are prepared in one of three formats or letter styles: indented, block and mixed or modified style. (1)The indented style

In this style, each and every first line of every paragraph is indented two, six, or even ten spaces according to difference of the letters.

(2)The block style

All lines of the letter in this style begin at the left margin. This style is

a modern one for it is easy to follow.

(3)The modified style

This style differs from block style in that the dateline and the complimentary close are put in the center; or the dateline may be backspaced from the right margin.

1. The modified style:

2. The Block Style:

3. The indented style

Section 4 Getting Some Knowledge of Business Etiquette (1) Introductions are an area of business relationships. The only difference between the rules for social introductions and the rules for business introductions is that women are not treated as women but are introduced according to their business rank. In business introductions, there is one basic rule: a less important person is introduced to a more important person, whether male or female.

When introducing the new office manager, William Smith, to the company president, John Adams, a secretary would say,

“ Mr. Adams, I would like you to meet William Smith, our new office manager. William, this is Mr. Adams, our company president.”

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. The secretary should not use first names in business introductions unless requested to do so.

When introducing people, speak to the greater authority first; speak to the lesser authority second. But, who holds the highest position in any organization? The client. The client is more important than anyone in your

organization, even if the client holds a lesser title than the executive in the firm.

The accepted physical greeting to go along with introductions is the handshake. The good time to shake hands should be:

1.When a secretary is introduced to others and when he or she

says goodbye to others, a handshake should be made.

2.When the visitor comes into a secretary’s room or office, he or

she should shake hands to show welcome.

3.When a secretary meets a client.

4.When others send a secretary gifts.

5.When a secretary goes to attend the receptions or parties and

when he or she takes leave, he or she should shake hands with

the host or hostess.

In office, the secretary has to deal with all kinds of people. The relationship he or she has with a person determines the kind of language used. For example, when meeting the Managing Director of the company, the secretary should say “Good morning, Mr. White. How are you?”. When meeting a person the secretary is working closely with in the same team, he or she should say “Hi there, Mary.” or “Hi, Mary”.

译文:第一部分与同事见面

对话1

嗨!张一,早上好。您好吗?

很好,谢谢。您怎么样?

我很好。首先我想应该带你到处转转,见见将和你一起工作的同事。让我们从凌云开始吧,他是你上司。

好的。

请进。

早上好,凌云。我带张一到处转转,趁她还没开始和你一起工作,先介绍你们认识。

早上好,张一。很高兴见到你。

很高兴见到您。

下周开始,你将和他在一起工作。本周最后两天你会被告知怎样处理事务,这样你就会清楚该怎么工作了。

好的,张一,期待下周见到你。

是的,凌先生,盼望着和您一起工作。

(楚天舒和张一进入一间办公室。)

大家早上好。可以占用你们一点儿时间吗?我想给你们介绍一个新成员。首先,介绍你认识黄先生,我们的办公室主任。今明两天你将和他在一起。

很高兴见到你,我叫黄浩。

很高兴认识您,我是张一。

张一,介绍你认识一下常先生,这是张一。

您好。我叫常诚。

我是蒋燕。

蒋燕是凌云的私人秘书。她这周末将离职,由你取代她,这之前她会告诉你如何处理办公室事务。

译文:对话2

我想最好利用这个机会解释一下公司里个人的情况。如果你想与某个经理打交道,你应该知道该去找谁。我们从最高层开始吧!张中华是常务董事,他的秘书是安晶。公司分成四个部门:生产部,市场部,人事部和财务部。清楚了吗?

好的,我们按顺序来吧!吴用主管生产部,他是生产部经理。田宓是他的秘书。到现在已经有两个秘书了,清楚吗?

是的。

再来看看市场部。凌云负责这儿的工作,江燕是他的秘书。我已告诉过你,她下周末将离职,由你代替她,从下周开始做凌先生的秘书,好吗?

好的。

你知道,我是人事部经理,李莉和杨惠是人事部的两位秘书,清楚了吗?

哦。

最后一个部门财务部由严瑾负责。他的私人秘书是李燕。这就是我们公司架构的概况,有问题吗?

第二部分与老板和同事友好相处

秘书应该培养得体的办公礼仪,这基于一点,即老板和秘书应该作为一个团队工作。无论是为一个人,还是为两个老板或者整个部门做秘书,秘书的职责都是协助完成老板的工作。因而,秘书不仅应该认真完成其在工作职责表上列出的工作,为了让老板从日常事务中解脱出来,还应该毫无怨言地完成那些并没有列出的琐碎之事。

作为团队中的一员,经验丰富的秘书会保护老板。他(她)不会为办公室闲谈提供信息,但是会向老板汇报那些可能对他有帮助的传闻。并且,职业秘书不会上班时间打私人电话,盯着表盼下班或是迟到。

由于人不同,公司的礼节不同,老板和秘书之间的关系也有所不同。秘书应该永远记住这种关系是一种生意上的安排,在任何公司架构中,老板都比秘书重要。如果没有老板制定总体目标并且制定实施计划以实现这一目标,秘书这一工作也将不复存在。

老板可以让秘书对某件事做出解释,秘书却无权让老板证明他的决定是否正确。但是如果老板和秘书之间工作关系良好,老板在办公室里的权威性就不会引起不满。这是因为老板和秘书两人都认识到他们的任务是让公司高效地运营。

在与办公室其他员工相处时,秘书必须将个人生活与职业生活区分开。这样才有可能与一个自己根本不喜欢的人合作好。同样,也可以与生活中的朋友进行业务上的合作。可是,对于生病家人的担心,经济问题,家庭困难确实会影响工作质量,因此职业秘书应该想尽一切可能让自己工作表现出色。

与团队中的其他成员相处时,秘书应该清楚他们都被看作是各自领域的专家。职业秘书对任何人都要彬彬有礼,无论其在公司地位如何。如果具有这种专业素质,订单处理员,运货员,招待员,打字员和文档管理员都会对秘书或这个团队有很大帮助。

第三部分信函写作概要(一)

今天,商业书信仍然是公司内部、外部交流的一个有效途径。有效和高效的书信写作是秘书一项重要的日常工作。一封典型的、专业的商业信件全文包括7个标准部分:信头、日期、信内地址、称呼、正文、问候语和落款。

(1)信头

信头位于信纸的最顶端。它包括写信人公司名称、地址、电话和传真号,甚至电子邮件。许多信头是公司的徽标或标志。

(2)日期

日期位于信头下方,通常采用以下格式:月,日,年或日,月,年。日期可用基数词或序数词,例如:10 Oct, 2002或Oct 10th , 2002。

(3)信内地址

信内地址是指收信人或组织的地址。必须保证信内地址与信封上的地址一致

(4)称呼

它用来称呼收信人。商业信件中常用的称谓是:尊敬的先生(们)、尊敬的女士(们),后加逗号或冒号。如该商业信件发给个人用此人的尊称加姓,例如:尊敬的汤姆森先生,而不用此人的全名,如:不说尊敬的迈克·汤姆森先生。如果不知道此人的性别,只需用此人的全名即可,例如:尊敬的迈克·汤姆森。如果不确定谁会读信,则用女士们和先生们。

(5)正文

信体从称呼下方两行开始。信体是信的主体。它包括写信人所要传递给收信人的信息。打印信件时在段落内采用单倍行距,在段与段之间用双倍行距。如信息很短可采用双倍行距加缩行式。

(6)问候语

问候语是一种礼貌地结束信件的方式。商业信函中常用的是,陌生的收信人用Truly yours或Yours truly,熟悉的收信人用Sincerely yours 或Yours sincerely。可识围谨上,谨启,它一般位于正文下方两行。(7)落款

每一封商业信函都必须有落款,在大多数的书信格式中,在问候语下方的三到四行打印写信人的名字,中间是写信人的手写签名。

一般来讲,商业信件可采用以下三中书信格式中的一种,缩行式、齐头式和混合式,也称折中式。

(1)缩行式

在这种格式中,每一段的第一行都缩进2、6或10个空格。

(2)齐头式

在这种格式中,每一行都从页面的最左边开始。这是最流行也是最容易的一种格式。

(3)折中式

这种格式与齐头式不同的地方在于,它的日期和问候语都位于中

间,或日期从页面的最右边开始。

第四部分学习商务礼仪(一)

介绍是工作关系的一个方面。工作场合介绍他人与社交场合介绍他人唯一的区别在于无需考虑性别,只是根据工作级别介绍他人。在工作往来时介绍他人有一条根本原则:把不重要的人物介绍给重要人物,不管这位重要人物是男是女。举个例子,约翰.亚当斯,副总经理,威廉.史密斯,刚来的生产部经理,做介绍时,秘书可以说:“亚当斯先生,这位是威廉.史密斯,新来的生产部经理。威廉,这位是亚当斯先生,公司副总经理。”

在为级别相同的人做介绍时,社交场合的礼仪同样适用,即把男士介绍给女士,把年轻人介绍给长辈。工作中介绍他人时,不经允许不要直呼名字,除非办公室里习惯这样称呼,或客户要求这样。

介绍他人时,首先与级别较高的人说话,其次再与级别较低的人说话。那么公司中级别最高的人是谁呢?是客户。客户比公司的任何人都更为重要,尽管他的职位比这个公司老板的要低。

在介绍时,人们通常用握手来表示问候。握手的恰当时间为:

当秘书被介绍给别人时,应与其握手;在同其辞别时,也应握手。

当来访者进入秘书的房间、办公室或会谈室时,应与其握手。

当秘书去迎接并见到一位久未相逢的客户时。

当别人送给秘书礼物时。

当参加宴请或其他活动后告辞时,应和主人握手。

办公室里,秘书需要与不同类型的人打交道。因而秘书与其他人之间的关系决定了所使用的语言。例如,当遇到公司的执行董事时,秘书应该说:“早上好,怀特先生。您好吗?”。而遇到非常熟的同事时,可以说“嗨,玛丽”。

文秘英语

Unit 1 Before a candidate entered the company or moved up, he or she would be interviewed and tested by the ____. 选择一项: A. B. Finance Dept. C. D. 反馈 你的回答不正确 正确答案是:Personnel Dept. Within the organization chart, which one is at the top? ____. 选择一项: A. B. CEO

C. President D. Supervisory Board 反馈 你的回答不正确 正确答案是:Board of directors An applicant needs to prepare the ____ to let the employer see whether he/she has the right experience, skills, and personal qualities for the job. 选择一项: A. B. responsibility C. D. 反馈 你的回答不正确 正确答案是:resume A (n) ____ and ____ person could make a good secretary.

选择一项: A. optimistic; forgetful B. dutiful; efficient C. faithful; mouthy D. stubborn; inconsiderate 反馈 你的回答正确。 正确答案是:dutiful; efficient Which of the following description is NOT the secretary’s working responsibility? 选择一项: A. To collect and integrate information B. To handle travel arrangements C. To schedule meetings and appointments D. To hold board meetings

文秘英语情景对话

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I: We have been looking over your application. I see you have got several years experience in secretarial work. What kind of work did you do in your previous job? 我们已经仔细看过你的申请表了,我知道你已经有几年的文秘工作经验。你以前的工作具体做什么? A: I mainly did typing, filing, answering telephone calls and such routine work in the beginning. I started the job as a junior secretary, but within the year I was promoted to senior secretary of Southeast Company. I drafted business correspondence1 for the general manager. 开始主要是打字、文件归档、回电话等日常工作。刚开始工作时我是初级秘书,不过在一年内我被东南公司提升为高级秘书。我为总经理起草商业信件。 I: Then what's the reason that promoted you to leave Southeast Company? 那什么原因促使你离开东南公司呢? A: Last month the company moved to Guangzhou for further development. I was reluctant to relocate because I love Nanjing so much. 上个月公司搬到了广州去发展。我很喜欢南京,不想重新安家。 I: Tell me what you know about our company. 能说说你对我们公司的了解吗? A: Your company is the leading dealer2 in the import and export of cosmetics3. Also, you have a reputation for being a good company to work for and you are in last year's top 500 Employers list. 贵公司在化妆品进出口方面是最主要的经销商,而且你们公司名声很好,值得为其工作,还有你们公司上了去年最佳500名雇主的名单。 I: Tell me three positive qualities your coworkers would use to describe you and your work style. 说说你的同事评价你的为人以及工作方式的三个积极方面。 A: First they'll say I am very punctual. They'll also say I am a cheerful person to work with. I don't bring my problems to work. I try to have a positive attitude about work. And thirdly, they will say I am flexible. I accept change easily. 首先他们会说我是一个非常守时的人。他们也会说和我一起工作很愉快。我从不把个人的麻烦带到工作中。我努力以积极的态度来工作。第三,我处事很灵活--我很容易接受变化。

秘书专业英文翻译

Unit1 尊敬的代表们, 尊敬的来宾们, 女士们及先生们, 今天,令人激动的,亚太国际贸易展览会顺利开幕了。我想借此机会,代表上海市政府以及上海人民,向来自海内外的专家和学者们表示最崇高的敬意和最热烈的祝贺。 因此,请允许我来提议祝酒: 为了促进专家间的紧密合作,以及为了在这个领域而献身的全体国内外专家和学者们的健康和成就干杯! Unit2 女士们、先生们, 首先,我想要感谢你,江洋教授,感谢你的热情友好的评论。还有你们,女士们、先生们,感谢你们热诚的欢迎。非常荣幸能够参观你们美丽的大学,而且认识了那么多善良的人们,让我有家的感觉。 在中国科学与文化辉煌灿烂的历史里,你们的大学已经培养和训练了许多杰出的科学家和文学家,他们不仅在你们的国家而且世界各地都对科学与文化的促进做出了巨大的贡献。 中国是一个伟大的国家,而且中华民族是一个伟大的民族。在科学与技术方面过去几千年来做出了伟大的进步。这里,有很多值得我去看和很多值得我学习的。当然,我也将借此机会与我这边的同事们交流经验。 作为一名科学家,我由衷地欢迎过去几年在你我国家之间在科学,学术,文化的交换的进步。这也导致了两国之间友谊,合作和理解的促进。我很确定你们也会同意我们的科学家和学者会应该联合我们知识和能力去探索神秘的科学领域,为了人类的共同进步展开一个新的文明领域。 我被你们接受我所展现的热心和殷勤所感动。请允许我再一次为你们对我所做的一切表示我由衷的感谢。 Unit3 女士们,先生们: 我很荣幸地介绍今天的主讲人,来自联合国的琼斯斯通先生。 琼斯先生在发展中国家人口过剩的问题方面是声誉卓著的国际权威人士,而且他同意今晚就此专题演讲。

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