文秘英语1

大学文秘英语教材Chapter 1: Introduction to Office ManagementOffice management plays a crucial role in maintaining efficient operations within an organization. As a university office assistant, it is important to possess a strong command of the English language to effectively communicate and carry out administrative tasks. In this chapter, we will explore the fundamentals of office management in an academic setting and guide you through essential English language skills necessary for success.Section 1: Office EtiquetteIn order to establish a professional and harmonious working environment, it is essential to adhere to office etiquette. This section will cover topics such as appropriate dress code, punctuality, respectful communication, and maintaining confidentiality. Understanding and practicing office etiquette will ensure smooth and efficient workflow within the university office.Section 2: Business CorrespondenceClear and concise communication is essential in daily office operations. This section will focus on business correspondence, including writing professional emails, memos, and letters. We will provide tips on structuring and formatting these documents, as well as guidance on using appropriate language and tone. Effective written communication skills are vital for conveying information accurately and professionally.Section 3: Meeting OrganizationParticipating in and organizing meetings is a common responsibility of a university office assistant. This section will guide you through the process of planning, coordinating, and documenting meetings. We will discuss strategies for effective note-taking, preparing agendas, and drafting meeting minutes. Additionally, you will learn how to actively participate in meetings and engage in meaningful discussions.Chapter 2: Record Keeping and Filing SystemsMaintaining accurate and organized records is essential in an office setting. In this chapter, we will delve into record keeping and filing systems, introducing various methods and tools for efficient management of documents.Section 1: Records ManagementEffective records management ensures easy retrieval and proper organization of important documents. This section will cover topics such as file classification, indexing, and storage. You will learn how to implement a systematic approach to record keeping, ensuring information is easily accessible when needed.Section 2: Electronic Document ManagementWith the advancement of technology, electronic document management has become increasingly important. This section will provide an overview of electronic filing systems, including cloud storage and document management software. You will learn how to organize and maintain electronic records, ensuring data security and efficient workflow.Section 3: Confidentiality and Data ProtectionMaintaining confidentiality and protecting sensitive information is crucial in an academic environment. This section will emphasize the importance of adhering to privacy policies and regulations. You will learn about data protection measures, secure disposal of records, and handling confidential information in compliance with legal requirements.Chapter 3: Event Planning and CoordinationAs a university office assistant, you may be involved in organizing various events and activities. This chapter will guide you through the process of event planning, providing you with the necessary skills to ensure successful and memorable events.Section 1: Event Planning ProcessThis section will guide you through the step-by-step process of event planning, from initial concept development to post-event evaluation. You will learn about budgeting, venue selection, inviting guests, coordinating logistics, and managing potential risks and challenges.Section 2: Communication and PublicityEffective communication and publicity are crucial for promoting events and maximizing attendance. This section will cover strategies for creating event invitations, utilizing social media platforms, and drafting press releases. You will learn how to effectively communicate event details and generate interest among target audiences.Section 3: Event Execution and EvaluationOnce the event is underway, proper execution and evaluation are essential. This section will provide guidance on coordinating event activities, managing participants, and troubleshooting any issues that may arise during the event. You will also learn how to evaluate the success of the event and identify areas for improvement in future endeavors.ConclusionThe role of a university office assistant requires proficiency in both office management and the English language. By mastering skills such as office etiquette, business correspondence, record keeping, and event planning, you will be equipped with the necessary knowledge and abilities to excel in your role. This textbook aims to provide you with valuable insights and practical guidelines to enhance your proficiency in the field of university office management.。

⽂秘英语⽂秘英语整理阅读理解 Unit1Some secretarial positions require that secretaries have specialized skills.Legal secretaries, for instance (举例), are supposed to prepare legal papers under the attorney ’s supervision. In other words, legal secretaries must be able to classify (归类) legal papers according to the attorney ’s requirements. They may also review (浏览) journals and write reports for the attorney and should be able to present ideas clearly and coherently. When writing such reports, legal secretaries are not free （免费）to express their own thoughts and views. They must write the reports in the tone of the attorney. In order to accomplish their assignments （任务，作业）well, legal secretaries should be able to take directions easily and listen to the attorney carefully for instructions. They should also be able to access information quickly by being highly organized. In addition , （除此之外）legal secretaries should have clear and in depth understanding of the duties and responsibilities needed to be effective in the job. When confronted with a problem, they should actively seek a solution.Unit2Good human relations (关联，关系) in business require the ability to deal positively with coworkers and supervisors. A good working relationship with the executive is of utmost importance. You should understand your employer as an individual. Inaddition ,（除此以外）you must be aware of (意识到，知道)the particular goals and burdens that are assoc iated with anexecutive’s position. You must prove yourself worthy of the employer’s confidence and the responsibility for handing （处理，操作的）confidential and personal materials.A good employer-secretary team will cooperatively develop guidelines to enable the secretary to take shared administrative responsibility for routine （常规的）duties, and to supervise the work of coworkers. As a secretary, you will need to work well not only with your peers but with all coworkers , （同事）regardless of professional （专业的）levels. In doing so, you should display loyalty, dependability, and good judgment.Good working relations must extend to visitors. You can be proud of your role in creating a positive image （概念，印象）to outsiders.Unit3Being a secretary （秘书）presents pleasant tasks and challenges to grow. What is good about the job is that you can learn a lot of knowledge from the manager （管理⼈）and other people around you. You have more opportunities to work with the 单选20’ 阅读理解10x2’ 完形填空10’ 翻译6x5’中译英英译中写作20’manager than any other colleagues in the company. It is easier for you to make a favorable（有利的，讨⼈喜欢的）impression on the manager and get promoted. Besides, you can know many influential（有影响⼒的）people through frequent contact with them, which can also help you learn new skills. On the other hand, it is not an easy task to be a successful secretary. You may encounter（遭遇）a lot of problems in your work. For instance, you may need to be an interpreter although（虽然，但是）you can’t speak the other language well. Sometimes, you even have to say or do something that is against（反对）your desires. Worst of all, you are not supposed to complain when your manager is upset with you.Unit4Hamburger University is McDonald’s worldwide management training center locatedin Oak Brook, lllinois. It was founded（被发现）in 1961. It has come a long way since they opened their first training facility （设备）in the basement of a restaurant. From then on, they have moved it twice and watched the size of classes grow from an average （平均的）size of about 10 to more than 200 per class. Teaching facilities now are modern, advanced（先进的）and in short, are state-of-the-art. All training programs begin with（从~开始）one essential ingredient: The Basics of McDonald’s Operations. Till today, over 65 000 managers in McDonald’s restaurants have graduated from（毕业于）Hamburger University. Because of McDonald’s international scope, translators and electronic equipment enable（使能够）professors to teach and communicate in 22 languages at one time. McDonald’s also manages 10 international training centers, including（包括）Hamburger Universities in England, Japan, Germany and Australia.Unit5Communication is the transmission of information-data in a coherent, usableform-from one person or group to another. Rational communicators（交流者）strive to achieve a common understanding-agreement about the meaning and intent of the message（信息）-among all parties to each communication. Although much of the information that managers rely upon is in numeric form,the greatest portion（⼀部分）of managerial activity depends upon verbal communication and competent（充⾜的）use of language. Able communicators respect（遵守）the conventions oflanguage-spelling,grammar,and punctuation. They know precisely what they wish to say and select（选择）the best way to say it. In addition, the communicator needs to be certain that the person who receives the information（信息）actually understands the message.Unit6Organization have two general human resource objectives.（⽬标，任务）The first is the recruitment and retention of a workforce made up of the best people available （可获得的）for the jobs to be done. The recruiter（招聘⼈员）international operations will need to keep in mind both cross-cultural and cross-national differences in productivity and expectations when selecting employees（职员）. Oncethey are hired, the firm’s best interest lies in maintaining a stable and experienced workforce.The second objective is to increase the effectiveness（有效，有⽤）of the workforce. This depends to a great extent on achieving the first objective. Competent managers or workers are likely to perform（完成，表演）at a more effective level if proper attention is given to factors that motivate（促进，激发）them.句⼦翻译Unit11.秘书应该能够建⽴和维护良好的⼯作关系，与上司，同事，下属，等A secretary should be able to establish and maintain harmonious working relationships with(与…建⽴并保持和睦的⼯作关系)superiors, co-workers, subordinates, etc..2.秘书还应安排出差计划和协调执⾏的旅游需求。

文秘专业英语1-12单元社交礼仪中文译文Unit 1Part Five: Social Etiquette面试该如何着装面试时给未来雇主留下的第一印象非常重要。

面试官对你的判断首先取决于你的外表和着装。

这就是你为什么要职业化着装的原因，即使将来的工作环境是很随意的。

也许你想知道什么样的第一印象不仅算得上好，而且是棒极了。

求职者如果着西装、系领带会比穿着破旧的牛仔裤和T恤衫给别人留下的印象好得多。

男人的面试装西服（单色- 海军蓝或者深灰色）长袖衬衣（白色或者与西服配套的颜色）皮带领带深色短袜，保守、稳重风格的皮鞋少许或者没有首饰整齐，职业化的发饰少用刮胡水修剪整齐的指甲文件夹或公文包女士的面试装西服（海军蓝，黑色或深灰色）西装套裙有足够长度，确保你能很舒适地就坐配套的女士长袖衬衫式样稳重的鞋子少量的首饰（不配戴叮当作响的耳环或满手腕的手镯）职业化的发型中色的袜裤淡妆和淡淡的香水干净、整齐修剪的指甲文件夹或者公文包Unit 2Part Five: Social Etiquette了解办公室礼仪和行为举止1.控制说话音量。

特别留意你说话是否大声。

无论是当面谈话还是打电话都应想到关上办公室门并且降低音量。

2.将私人电话和邮件降低到最低限度。

时刻记住有其他人在周围并且这是公共场所。

不要将公司电话、传真、邮件用于不恰当的事情或是私事。

、3. 避免在别人宁可自己处理事情时迫不及待地试图提供你的帮助。

a)与别人分享一些专业方面的信息这很好，但是说闲话就不对了。

仅与合适的对象、上司和管理阶层的人直言不讳地讨论一些私人问题。

b)注意你周围散发的气味。

在社交场合少喷科隆香水。

c)避免食用味道很重的食品和香料，它的味道能在整个办公室散发。

7. 让你的个人工作空间始终保持整洁、干净。

一般说来，东西少点会更好。

8.使用公共空间时要注意客气和礼貌，比如说休息室或者厨房。

9. 尽量使所有共用物品维护得像“新的一样”，所借物品应及时归还。

Part 1 Secretary Routine文秘办公Unit 1 Letter, Fax and Telegram信件、传真和电报Top Sentence典型例句1. Please send a contract to XYZ Company about project A and urge them to sign the offer as soon as possible.请给XYZ公司寄一份关于A工程的合同，并催促他们尽快还盘。

2. Would you please send this fax together with the contract terms to Mr. Smith? 请你将此传真连同合约条款一起发给史密斯先生好吗？3. Process the letters yourself and keep them on files.你自己处理这些信件，然后存档。

4. This is an urgent letter which should sent by registered express airmail.这是一封急信，需用航空挂号快递寄出。

5. The others are ordinary letters. You may send them by surface mail.其他的都是普通信件，用平信寄出就行了。

6. Should I enclose this commercial paper with this letter?我要不要随信附寄这份商业文件呢？7. I want to send a cable first, then send an invoice.我想发一个电报并邮寄一张发票。

Word and Phrases生词与词组acknowlege告知收到，答谢clear清楚的，清晰的fax传真out of order故障page number页码receipt接收Fashion Coversations轻松会话Dialogue 1A: Annie, would you mind coming in for a while? 安妮，请进来一下好吗？B: Sure, sir. 好的，先生。

案首Knowing CareerWarm-up activityMatchingAre you really preparing for the hunting? What kind of preparation should you do before you start your job interview? Listed below are some things you need to get ready or familiar before your job interview. Try to match1.certificate a.求职简历2.job vacancy b.求职信3.prospective employer c.毕业文凭4.job duties d.证书5.requirements for applicants e.职位空缺6.major competitor f.招聘广告7.major market g.潜在招聘方8.want ad h.应聘条件9.diploma i.应聘表10.cover letter j.工作职责11.application form k.主要市场12.reasons for hiring l.主要竞争公司13.corporate culture m.招聘原因14.curriculum vitae n.企业文化15.telephone screening o.电话筛选16.shortlist p.最后候选人名单Key to answers: 1. d 2.e 3.g 4.j 5.h 6.l 7.k 8.f 9.c 10.b 11.i 12.m 13.n 14.a 15.o 16.pII. Introduction to the topicQuestions for students to discuss:1. What do you want to do after graduation?2. What should an employee do to hunt a job?3. Have you ever experienced hunting a part-time job?III. Knowledge-absorbingTask 1: Five Steps to Hunt a JobQuestions: In order to hunt a job, what should you do?Step 1 Career planning and managementStep 2 Job hunting Array Step 3 StrategizingStep 4 Resume and Cover letter writingStep 5 InterviewingTask 2: Read and translate the Want adsWant ads (招聘广告)English TeacherResponsibility:---Conduct English teaching according to British education system. Requirements:---University degree and above in English major or normal English.---Eager to learn and open-minded with creativity.---With deep understanding and respect for different cultures.(Warmly welcome the fresh graduates to apply for this position.)Marketing AssistantResponsibility:---Responsible for the local management of marketing and sales activities according to the instruction from the head office.---Collect related information to the head office.Requirements:---College degree and above with good English (speaking and writing).---Develop relationship with local media and customers.---With basic idea of sales and marketing, related experience is preferred.---Working experience in the international organization is a must.---Good communication and presentation skills.Practice （练习）Directions: The following is an advertisement of Pepsi Co.China Co. Ltd, please translate according to the information givenin Chinese.百事可乐（中国）有限公司是一家独资企业。

大学专科文秘英语教材答案Unit 1: Basic Business Communication Skills1. Reading Comprehensiona) Answer:1. The jobs related to tourism.2. Globalization and the expansion of international trade.3. Teamwork, communication skills, problem-solving abilities, and computer literacy.b) Answer:1. Basic business communication skills.2. Computer literacy.3. Organizational abilities and problem-solving skills.c) Answer:1. The importance of tourism in the economy.2. The expansion of international trade.2. Vocabularya) Answer:1. professional2. industry3. consist of4. transport5. promoteb) Answer:1. computer2. globalization3. basic4. solve5. organizeUnit 2: Business Letters and Memos1. Reading Comprehensiona) Answer:1. A memo is an internal communication tool used in organizations, while a letter is an external communication tool used for formal communication with clients or business partners.2. Memos are typically used to convey information or make requests within an organization, while letters serve a wider range of purposes such as making inquiries, offering products or services, or addressing complaints.3. Both memos and letters should be concise, clear, and professional in tone.b) Answer:1. Purpose2. Format3. Tonec) Answer:1. Header2. Subject3. Body4. Closing5. Signature2. Practical Writinga) Answer:Memo:To: All Employees From: [Your Name] Date: [Date]Subject: Office Cleanliness Dear colleagues,I hope this memo finds you well. I would like to inform you about the importance of maintaining a clean and organized office environment.A clean workspace not only enhances productivity but also reflects positively on our professionalism when clients or business partners visit. Therefore, I kindly request everyone to:1. Keep your individual workstations clean and clutter-free.2. Dispose of waste in designated bins and recycle whenever possible.3. Clean up after using shared facilities such as the kitchen or conference rooms.4. Report any maintenance or cleanliness issues to the facilities department.Let's work together to maintain a clean and pleasant environment for everyone.Thank you for your cooperation.Sincerely,[Your Name]b) Answer:Letter:[Your Name][Your Position][Your Company's Name][Address][City, State, ZIP Code][Date][Recipient's Name][Recipient's Position][Recipient's Company's Name][Address][City, State, ZIP Code]Dear [Recipient's Name],I am writing to inquire about the availability of your translation services for a project our company is currently undertaking.We require translation services from English to French for a series of product descriptions, marketing materials, and customer communication. The estimated volume of work is approximately 10,000 words. We would appreciate it if you could provide us with a quote for this project, including the expected turnaround time.Please feel free to contact me at your earliest convenience to discuss further details or provide any additional information you may require.Thank you for your attention to this matter. We look forward to your prompt response.Yours sincerely,[Your Name][Your Position][Your Company's Name]Unit 3: Telephone Skills1. Reading Comprehensiona) Answer:1. To communicate efficiently and prevent misunderstandings.2. By using a clear and professional tone, active listening, and proper etiquette.b) Answer:1. Greeting and introduction.2. Identifying the caller's needs.3. Offering assistance or taking messages.4. Ending the call politely.2. Vocabularya) Answer:1. Efficiently2. Etiquette3. Misunderstandings4. Tone5. Transferb) Answer:1. appropriate2. concise3. maximize4. demonstrate5. interruptUnit 4: Meeting Skills1. Reading Comprehensiona) Answer:1. Ensuring everyone understands the purpose of the meeting.2. Preparing an agenda and distributing it beforehand.3. Active listening, contributing to the discussion, and respecting others' opinions.b) Answer:1. Purpose2. Agenda3. Participation4. Follow-up2. Practical Writinga) Answer:Meeting Agenda:Date: [Date]Time: [Time]Location: [Meeting Room]Agenda:1. Welcome and introduction (5 minutes)2. Review of previous meeting minutes (10 minutes)3. Presentation of sales figures (15 minutes)4. Discussion on marketing strategies (30 minutes)5. Break (10 minutes)6. Update on ongoing projects (20 minutes)7. Any other business (15 minutes)8. Next meeting date and time (5 minutes)9. AdjournmentPlease come prepared with relevant reports and materials for the discussion topics.We look forward to your active participation.Best regards,[Your Name][Your Position][Your Department]b) Answer:Meeting Minutes:Meeting MinutesMeeting Date: [Date]Meeting Time: [Time]Meeting Location: [Meeting Room]Present:[Name 1][Name 2][Name 3]...Agenda Item 1: Welcome and introduction- [Your Name] welcomed all attendees and began the meeting. Agenda Item 2: Review of previous meeting minutes- [Name 1] presented the minutes from the last meeting.- Discussion took place regarding action points and their status.- The minutes were approved unanimously.Agenda Item 3: Presentation of sales figures- [Name 2] presented the sales figures for the previous quarter.- Questions and clarifications were sought from the attendees.Agenda Item 4: Discussion on marketing strategies- [Name 3] initiated the discussion by presenting new marketing strategies.- Other attendees provided their input and shared their opinions....Adjournment:The meeting was adjourned at [Time].Next Meeting:The next meeting is scheduled for [Date] at [Time] in [Meeting Room].Respectfully submitted,[Your Name][Your Position][Your Department]Note: This article provides a sample answer for the question, "大学专科文秘英语教材答案." The content and format may vary based on the specific requirements of the educational institution or the textbook being used.。