When the Harasser is an Executive

It happens too often. The complaint of sexual harassment is against an executive. The investigation substantiates the claim, resulting in a corrective action order for the accused. Most companies know that this problem will not be solved by simply sending the offender to a class of any length. The accused typically adopts a victim posture, marshalling all the defenses of rationalizing, minimizing, discounting, blaming and hostility towards his persecutors, including the complainant and the company officers. This executive will likely return from training having learned little about his (or her) own behavior, and still not assuming responsibility for their behavior.
This scenario is born out by the clients I have worked with who, months after the order, still insist they have been unfairly accused. They protest that their reputations and professional standing have been affected, and all because of a misunderstanding, or worse, a hyper-sensitive complainant. This is a description of a repeat offender - it will happen again. The company remains at risk, as do future targets of unreformed behavior.
One company put restrictions on the offending manager, disallowing him to hire or supervise female employees, pending evidence of rehabilitation. This is also problematic, placing the company at risk for gender discrimination in hiring in that department. This is an untenable situation, and if unresolved, requires the termination of the offender.
This executive is most often a valuable asset to the company in every other way - a long time employee, an expert in the field, possessing expertise that will hard to replace. What is the company to do?
Several companies have asked for a different approach to these highly placed liability risks. They request a one-to-one intensive intervention, with an assessment and report as to the likelihood to re-offend. I have found this approach to be wise and effective.
The elements that are critical to assuring rehabilitation are: listening to the offender until they are assured they have been heard; developing empathy in the offender for the experience of the complainant; tutorial in sexual harassment law, policy and procedure, including the responsibilities of managers and supervisors.
The critical element is the success of the empathy exercise. If the offender is able to transition from focusing on his/her own feelings and the impact of the case on themselves, to an authentic appreciation for the impact on the target, then they make a breakthrough to a new view of their behavior. The walk through the law and policies and procedures now takes on a whole new potential, where they can reflect on the ways in which their conduct was in fact a violation.
The assessment of rehabilitation and likelihood of re-offending is based on an essay assignment regarding "lessons learned". The executive is given a week to reflect and prepare this assignment. My experience is that this document is radically different from the posture expressed in the initial session, which was full of defensiveness and self-justification. There is now an expression of accountability for the behavior and its impact on the target and on the liability of the company. Follow-up coaching sessions are advised to assure the "lessons learned" take hold. It is unlikely that this person would ever be able to engage in similar behavior again. They typically have also gained some balance, moving from feeling like they are walking on eggshells, to distinguishing between friendly, social interactions and inappropriate behavior. Of course, it is also critical that the company has attended to the rehabilitation of the complainant, at whatever cost. This would be a just and fair resolution.
When the offender is an executive, there is a way to resolve the problem - one-to-one coaching and corrective action

David J. Biviano, Ph.D.

http://www.hr-guide.com/data/07201.htm

Segundo David o assédio sexual nas empresas acontecem com muita frequência. geralmente o acusado adota uma postura de vítima, reuni defesas tentando minimizar a situação e em alguns casos ele culpa e hostiliza seus perseguidores, incluindo o denunciante e os funcionárioas da empresa.

Na maioria dos casos isso ocorre devido ao sucesso e progresso que algumas pessoas desempenham na empresa, isso causa inveja e algumas pessoas começam a ter maus sentimentos em relação a isso.

A caminhada através da lei e de políticas e procedimentos, agora leva a um potencial noovo, onde els possam refletir sobre as maneiras em que seu comportamento era, de fato, uma violação.

Infelizmente as secretárias sofrem muitos assédios, todavia isso deve ser denunciado para que o agressor possa responder pelos seus atos.

The typical secretary no longer needs shorthand. But for a high-paying post, stenography is an idea whose time is still here.

A legal secretary in Syracuse, N.Y., she shuns the computer when it comes to logging phone conversations. "People call lawyers when they're very upset, and they just go on and on in an emotional state," said Cottrell, who uses Gregg shorthand to take down speech at 100 words a minute or faster.
Cottrell also uses this "secret language" to write notes to herself. "It's wonderful to be able to write things down and know my boss can't read it," she said.
About half of secretaries today use shorthand in their jobs, according to a secretarial survey by Professional Secretaries International, a Kansas City-based trade association that has 40,000 members. Five years ago, that figure was 90%.
An increasing number of managers and professionals compose their own letters on word processors, but many top lawyers and bankers continue to dictate to secretaries with a steno pad.
"It's kind of a status symbol for the big shooters," said Noreen Donovan, a personnel consultant at a Midtown secretarial agency. "They want to turn around and brag to their buddies: 'My girl takes 120.' "
Precision is important to lawyers, said Amy Soricelli, director of placement at the Katharine Gibbs School here. "A lot of lawyers clock in at 100 words a minute and expect their secretaries to keep up with every word they say and not paraphrase," she said.
Shorthand fluency is more than just a status symbol for secretaries. It allows them to apply for the most prestigious executive secretary jobs, which offer $35,000 to $70,000. Four-fifths of executive secretary openings require shorthand, Donovan estimates.
"If I have an applicant who is wonderful and I am going to send her to a $50,000 job and she has fast longhand or formal speed writing, I would urge her to brush up her Gregg," Donovan said. "It only makes her more marketable."
Increasingly, employers consider shorthand a plus rather than an essential, however. Dale Marshall, operations manager at the American Clothing and Textile Union, says he likes to dictate short notes, though he turns to his computer for complex documents. "If a person has WordPerfect, fast typing, good communications skills, they don't have to have it," he said. "We can use a micro-cassette."
A good secretary who doesn't know shorthand could still have gotten the job he recently advertised and could have used a micro-cassette recorder to take dictation, he said.
Most court reporters today use stenotype keyboards, and some courts have even gone to tape recording. The last reporter to use a pen in the New York State Supreme Court retired in 1988, at age 82.
But in private meetings, shorthand still proves its mettle. "When they're working for the CEO, they've got to be able to sit in a board meeting and take the minutes with 15 people shouting at once," Soricelli explained.
Gibbs was among the business schools that junked most of its classes in shorthand when computers came along. Since 1983, the school's standard offering has been Speedwriting, which uses the ordinary alphabet to write word abbreviations. One evening class in Gregg survives at Gibbs here, but it is never full, said Michael Rubin, dean of the New York school.
Nevertheless, all 375 students in the secretarial program at Murry Bergtraum High School near Wall Street learn shorthand, said Ada Colon, the program coordinator. Demand for her students is steady; they get internships at Chase Manhattan Bank and Apple Bank during the school year and $12-an-hour jobs after graduation.
However powerful the new technologies may appear, Colon says, "the personal computer doesn't take the place of stenography."

By DIANA ben-AARON, COLUMBIA NEWS SERVICEMay 17, 1993

Segundo Diana, hoje em dia os assessores e chefes estão usando uma linguagem secreta para escrever coisas confidenciais (taquigrafia). ela relata que fluência taquigrafia pe mais do que apenas um símbolo de status de secretários. ela lhes permite aplicar oara i mais prestigiados secretárias executivas, que oferecem US$ 35.000 a 70.00 dólares.

Cada vez mais, os empregadores consideram a taquigrafia essencial e as secretária que ainda não sabem taquigrafia por ter um emprego novo, podem usar um gravador, é uma forma de se auto ajudar.

The Secretary Interview - How to Prepare for Success

Be ready for your secretary interview. Secretarial or administrative professional jobs are still out there but the competition is fiercer than ever. Use these expert tips to know how to handle the secretary interview and get the job you want.
Prepare the right interview answers
Secretarial jobs require a broad base of skills and abilities. The questions asked in the secretary interview will differ depending on the employer, the level of the job and the experience of the candidate. However you can prepare for typical secretarial interview questions such as:
How does your work experience prepare you for this position?
What are your strengths and weaknesses as a secretary?
What qualities do you consider to be the most important for a secretarial or Admin Assistant position?
Prepare good answers to these interview questions by using the keywords that relate to the position you are interviewing for. Review the job posting or ad and underline the words used to describe the job and candidate requirements. Examples include planning and organizing ability, oral and written communication skills, initiative, confidentiality, adaptability, integrity, reliability, accuracy and attention to detail. Check the key tasks of the position in the job posting and see which qualities and experience would be necessary for performing these tasks - for example, if "scheduling" is a key activity then the successful candidate would need to be organized and able to plan and prioritize properly using appropriate scheduling tools.
Ask the right questions
Impress the interviewer by asking insightful and thoughtful questions during your secretary interview. Do some background research on the company and the position to help you prepare a list of good questions to ask your interviewer. Here are some examples:
What are the most important priorities in this job?
How would you measure success in this position?
What is the biggest challenge facing this department/organization?
How would you describe the typical management style in this department/organization?
Use this as an opportunity to find out the information you need to make the right job decision as well as to show your commitment and enthusiasm for the position.
Wear the right clothes
Make the right first impression by wearing business-like interview attire. A suit in a conservative color or a well-tailored jacket with a skirt or tailored pants is a safe option. An unfussy blouse in a light or neutral color always looks smart under a jacket or blazer. Jewelry should be understated and not distract the interviewer from focusing on your face and what you are saying. Your attention to detail will show that you have made the effort to create the best impression. Think about your nails, your hair, your shoes. A pair of scuffed or unpolished shoes completely spoils the image. Carry a small briefcase or portfolio to hold your resume and examples of your work.
Use the right communication style
Good communication skills - the ability to listen actively and respond effectively both orally and in writing - are key to success in a secretarial position. Be aware of how you communicate during the secretary interview and make sure you impress the interviewer with your communication style and skills. Listen closely, don't interrupt and ask appropriate questions to clarify what the interviewer is looking for. Respond in a clear and concise manner. Avoid non-words like "you know" and "like" or using negative words like "sort of" and "perhaps". Talk in complete sentences and avoid rushing through your answers. Count to three beats in your head before answering and at the end of your sentences. Be aware of your body language - leaning slightly forward, about 10 degrees, towards your interviewer gives the message that you are both interested and involved.
Conduct the right follow-up
Timely follow-up is always one of the requirements for successful job performance as a secretary. Make sure you write and send your interview thank you letter within 24 hours of the job interview. Let your references know that they are likely to be contacted. Give them some details about the position so they can think about relevant information to provide to t he employer. Make a follow-up call to the company within a week or so of the interview. During this call you can thank the employer again for the interview and confirm your interest in the position. You can politely and professionally ask for an update on the hiring decision process.
Be well prepared for your secretary interview. Use the Secretarial Interview Questions Guide to know the interview questions to expect and to help you prepare winning interview answers.
http://www.articlesbase.com/interviews-articles/the-secretary-interview-how-to-prepare-for-success-727745.html

The Elements Of Secretary Productivity

In the world of corporations, it is actually quite inevitable for secretaries to play very important roles in the successful operations of any existing company. If you think about it, every member of the board in any corporation just may have a secretary of his or her own. And these secretaries are the people who plot out the daily schedules of these board members, so as to maximize the ways on how they can be as efficient and productive as possible. Thus, there is a very important need to measure secretary productivity. The secretary is the power tool board members and other important people in any corporation have.Today, the concept of secretary productivity is as important as ever. This is because the professional relationship between the boss and the secretary has significantly changed as well. The usual duties you would give to your secretary today, well, you wouldn't have dreamed of assigning them to him or her ten years ago. But today, these tasks are assigned to secretaries right off the bat, and many secretaries are pushing themselves to meet such demands in the whole evolutionary process of the position. So productive and efficient secretaries have become that some have even been promoted to managerial and other higher positions!So, how do you measure secretary productivity? There are actually concepts to consider in doing this. The first is related to the goals of the corporation as a whole. Remember that these goals have been set since practically day one of your corporation. Thus, these goals are very formative in essence. Does your secretary adhere to these goals? Does he or she perform the duties and responsibilities of her job in accordance with the goals that have been set? If you can answer these questions with a resounding "yes", then your secretary is productive in this aspect.Does your secretary have enough initiative? Sure, secretaries primarily wait for the instructions of their superiors. But it actually pays to have a secretary with much initiative. Imagine not having to leave instructions for your secretary because he or she already knows what to do. A secretary who does not hesitate to put his or her best foot forward is certainly a productive one at the job.Another thing to look out for is the attendance record. If you have a hectic work schedule, then you should expect your secretary to have a hectic work schedule as well. You cannot have a secretary who comes in late most days of the week because this can prove to be quite a hassle for you. What's more, if your secretary comes to work on time, this is actually a strong indication that he or she is very serious about the job. It shows that your secretary values his or her position so much that it becomes an imperative to be on time every single work day. Such a quality should be seen in a productive secretary.These are just some of the concepts you should check out when measuring secretary productivity. After all, who doesn't want to work with someone productive, right?
referÊncia: http://www.articlesbase.com/management-articles/the-elements-of-secretary-productivity-328378.html

Job Secretary - General Purpose

Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling information.


Main Job Tasks and Responsibilities:

• prepare and manage correspondence, reports and documents
• organize and coordinate meetings, conferences, travel arrangements
• take,type and distribute minutes of meetings
• implement and maintain office systems
• maintain schedules and calendars
• arrange and confirm appointments
• organize internal and external events
• handle incoming mail and other material
• set up and maintain filing systems
• set up work procedures
• collate information
• maintain databases
• communicate verbally and in writing to answer inquiries and provide information
• liaison with internal and external contacts
• coordinate the flow of information both internally and externally
• operate office equipment
• manage office space

Education and Experience:

• relevant training or qualification
• knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
• knowledge of administrative and clerical procedures
• knowledge of business principles
• proficient in spelling, punctuation, grammar and other English language skills
• proven experience of producing correspondence and documents
• proven experience in information and communication management
• required typing speed

Key Competencies:

• verbal and written communication skills
• attention to detail
• confidentiality
• planning and organizing
• time management
• interpersonal skills
• customer-service orientation
• initiative
• reliability
• stress tolerance

___________________________________________________________________________________

As funções desempenhadas por uma secretária abrange a prestação de apoio administrativo à gestão de pessoal/empresa através da realização/organização de tarefas administrativas e atividades, incluindo a recepção e tratamento de informações.

É muito importante desenvolver competências que ajudarão na administração rotineira, como ter iniciativa, controle emocional e do estresse, habilidade interpessoais, entre outras.

Podemos destacar também alguns pontos que devem fazer parte da sua responsabilidade, como: comunicar verbalmente e por escrito para responder perguntas e fornecer informações, organizar eventos internos e externos, implementar e manter sistemas de escritório, etc.

Essas informações são importantes para que seja adquirida mais experiência nessa profissão importante na vida de muitos gestores!

Vocabulary:

• reports - relatórios

• maintain - manutenção

• the flow of information - fluxo de informações

• spreadsheets - planilhas

Writing Job Application Letters

The job application letter's sole purpose is to get the recipient to read your CV. It should be clear, concise and straight to the point. Here you are simply telling the employer that you are worth having a look at.
The application letter should be brief, no more than one page in length. It should be easy to read and flow through. It should include only the absolute necessary information. Like most other things, there is a formula that works extremely well for preparing job application letters. Following we discuss each paragraph and give you some guidelines

Addressing job application letters:
The style you choose is not important, there are many different styles of job applications and professional letters, this comes down to personal preference. However somewhere on the top, whether it is on the right or left hand sides, there should be your address and the date. Following this, on the left hand side you should address it. Ensure you include the name of the person, their title, company name, address and any position reference number. This is probably obvious, but ensure that you spell their name correctly, there is nothing worse than receiving a letter incorrectly addressed or misspelled. It gives a poor first impression.

The Introductory Paragraph:
The first paragraph should simply state why you are writing to them. If it is an advertised position, mention the position title and where it was advertised. If you are "cold calling" a company then you should specify that you are applying for any current or future employment opportunities.
An easy way to start this paragraph is with the following statement: " Please find enclosed my CV, which I am forwarding to you as an application for the position of......."

The main body of job application letters:
The main body of an application letter should be two to three paragraphs at the most, if it is too long it may be skipped. When I reader begins to skip text, it is hard to get them to re-focus. Here is where you tell them what you have to offer and why they should read your CV. This is a good time to read the job advertisement again. In one paragraph (two at the most) you need to summarise your experience and skills, at the same time, you need to respond to the position requirements as per the advertisement.
Analyse your career and summarise it in a few sentences, highlight what you specialise in, or how many years in the industry you might have, or even the level that you have reached. This paragraph should direct the reader to your CV and should sell you on some unique points that you might have.

A good way to start this paragraph is with a statement like this:
"You will see from my enclosed CV...." then go ahead and tell them something about your career which will immediately get their interest.
The next part of the body of the letter should be a brief description of your personal skills. Again read the advertisement and respond to their needs. If they are asking for someone with good co-ordination skills, then ensure you mention something to that effect. If it is communication or perhaps leadership skills they value, then tell them that you have these. Use adjectives like "demonstrated ability", "well developed", "strong".

Job Application Letters Closing Paragraph:
The closing paragraph should ask for some action from the recipient. This is where you ask for an interview. It should also state where and how they can reach you, and it should thank the recipient for giving you the opportunity to apply. You can include things like "should you require further information....." .
Finish the letter by adding a closing remark, either "yours sincerely", "yours faithfully' or whatever you feel comfortable with and obeying general letter writing etiquette. Leave a few spaces for your signature and then place your full name.
Before you mail the application letter, read it over again, making sure that it is perfect. Special attention should be placed to ensure the job application letter:

· Is not too long.
· Has no grammar or spelling errors.
· Answers the job requirements.
· Flows and is easy to read.
· Is easy to load into recruitment software.

You might have to type and edit the letter many times before you are happy with it, but just remember that the job application letter is just as important as the CV itself. The letter should invite the recipient to read the resume, in turn the resume should raise enough interest for them to want to interview you. The Interview is where you will demonstrate your skills and abilities.


http://engineers-international.com/17-2-17.php

A Day in the life of a Secretary

The secretary manages information. Responsibilities can run from scheduling staff appointments to office management to managing an entire database. Since the computer is central to any modern office, mastery of the latest office technology is essential. Secretaries are often the primary conduit of information from their employers to the rest of the world, so they must be comfortable communicating with others in person and on the telephone. Secretaries who work in specialized fields, such as law and accounting, have a working knowledge of that field. Executive secretaries often initiate and execute independent projects. One secretary we spoke to described her view of keeping busy after accomplishing a day's assignments well before deadline: "You can bury your nose in a magazine, or you can find something constructive to do. Good secretaries are self-starters." Few professions call for such careful execution of so many specialized tasks. Such professionalism combined with the almost constant changes in business technology has led secretaries to turn to one another for support, training, and solidarity. "You often don't know exactly what's expected of you," remarked one secretary. "It's easier if there are other secretaries there to help you clarify things, especially in a place like a law office." Because so much of the job depends on organization, secretaries' skills are really tested when they work for particularly disorganized bosses. "Your main task is making sure everything goes smoothly, anticipating as well as accomplishing particular tasks." And secretaries are still expected to handle their employers' moods and foibles in the course of everyday business. The best advice we heard: "Be prepared for anything."
Paying Your Dues
Some of the clerical skills expected of secretaries can be picked up on the job, but secretarial candidates should have already mastered typing and word processing in high school, college, or vocational school. Competition in the field allows employers to place greater demands on applicants: A college education is a valuable asset. In a global economy, being bilingual or even trilingual is often a plus. Stenography has become something of a lost art, but it may come in handy with an old-fashioned boss.
Associated Careers
"Secretary" is an umbrella term for any number of administrative jobs, and the best-qualified secretaries have mastered them all. Many secretaries use their experience to enter a particular profession. Some secretaries get practice using editorial skills and move into editorial jobs. Many secretaries who are responsible for office management, including payrolls, bookkeeping, bill-paying and maintenance of the office's physical plant, find more specialized opportunities in these areas. Those interested in doing secretarial work on a temporary basis may seek assignments through a temporary agency. These agencies provide companies with administrative workers on a daily, weekly, or monthly basis. Temp work has the advantages of flexibility and variety--of bosses, office settings, and tasks. It also has the drawbacks of sameness--you will quite possibly be given one boring task to do for a week--and the possibility that the work may dry up at certain times of the year when you could really use a paycheck.




https://www.princetonreview.com/Careers.aspx?cid=141

Secretarial Speedwriting

Learn To Take Fast Notes At Meetings, On The Phone And In School

As evidenced by various research studies secretaries spend almost 40% of their time on text processing and telephone. To perform these tasks timely and accurately the speed writing and typing efficiency must be improved. EasyScript/ComputerScript has helped over 20,000 secretaries to acquire this valuable secretarial skill. Whether you want to train for a new career, advance within your current company, or simply learn speed writing and typing skill to be competitive in today's job market, our courses can help!

Imagine being able to write/type twice as fast as you do now. You'd keep up easily when taking notes in meetings or on the phone. Your hand would flow as fast as your ideas when writing/typing reports and letters. You wouldn't miss a word transcribing or taking dictation. Every secretary can benefit from writing/typing faster. But who wants to spend months learning shorthand? Now you don't have to.

Introducing EasyScript, a simple, easy-to-learn, easy-to-remember, fast note taking and typing method. It's so unique and effective, it's patented (Patent #4,760,528). EasyScript is logical. It makes sense. In fact, all you need to remember are five basic rules. It's proven effective by people of almost all occupations from salespersons to managers and secretaries and students.

· No need to spend months learning traditional shorthand and speedwriting.

· No extensive rote memorization is required.

· EasyScript method is easy to learn and use.

· Increase writing and typing speed

· 90% user satisfaction since 1990.

· User-friendly rules to tailor to your style and application.

· ComputerScript software transcribes abbreviations into readable text.

· EasyScript Express is a top-selling book in US and abroad.

· EasyScript and ComputerScript use identical rules.

· On-site training is available.

· Recommended by Fortune 500 companies, schools, and government agencies.

Seaching: www.easyscript.com/uses/secretarial