文秘或助理面試問題

　　文秘或助理工作是公司運作中必不可少的環節，其工作范圍往往涉及諸多細微且重要的方面。一般而言，招聘方會從兩個方面來設置面試問題：①關于應聘者的性格特征和工作態度;②關于應聘者的工作技能和經驗。在本文中筆者將針對以上兩方面來探討文秘或助理面試中的常見問題，并提供應答思路和參考回答。

　　關于應聘者的性格特征和工作態度

　　1. What is your greatest strength and how will it help your performance in this position? (考察應聘者的優勢)

　　應答思路：在回答這一問題前，應聘者應首先了解文秘或助理工作人員必備的常見技能，例如安排策劃能力、信息處理能力、時間管理能力、人際溝通能力以及電腦技能等。然后，應聘者可根據自身的情況從中選擇一兩個方面作為自己的優勢，并進行舉例說明。

　　參考回答：My organizational skills are one of my greatest strengths. In my previous assistant position, I restructured the filing system to make it easier to pull client charts and access information in a more timely and efficient manner. This will help my performance in this position because I’m able to keep things organized and neat, so I can get more tasks completed in a shorter amount of time.

　　2. What do you feel is your greatest weakness? (考察應聘者的弱點)

　　應答思路：對于這一問題，常見的回答誤區是提供一些“并非缺點的缺點”或“不相關的缺點”，諸如“I’m too young.”一類的答案。這樣的回答方式不僅容易誤導主考官，也讓提問失去了應有的意義。正確的應答思路是如實地說明自己以往的一個缺點，并告訴主考官你是如何克服這一缺點的。最關鍵的是，應聘者應強調自己在彌補這一缺點的同時，努力把劣勢轉變成了優勢。如果這個優勢正好是應聘職位所要求具備的素質之一，則會給應聘者的面試加很多分。

　　參考回答：I once had a problem with time management. I used to take on too much work and promise very early turnaround time (周轉時間), and occasionally I failed to finish work before deadlines. So I resolved this problem by purchasing a day planner. Now I record all my projects and tasks in there and prioritize them, which gives me a better overview of how much work I am doing, which project or task I should finish first, and when I can turn it around.

　　3. Describe what you do to control mistakes in your work. (考察應聘者的細心程度)

　　應答思路：細心是文秘或助理必備的素養。應聘者在回答這類問題時，切忌籠統地強調自己有多么細心，這樣的回答缺乏說服力。應聘者應借助自己以往工作中的實例加以說明，以達到令人信服的效果。

　　參考回答：I currently work as a sales assistant for HDE (Hauptverband des Deutschen Einzelhandel 德國零售商聯合會). Everyday I give quotes to my clients. Because I don’t like mistakes and I don’t rely on spell-check or any other tool I take the time to proofread (校對) the quotations thoroughly and repeatedly before they are sent out. Through doing so, my clients have not found any mistakes in my quotations for years.

　　4. What are you passionate about? (考察應聘者的工作激情)

　　應答思路：針對這一問題，應聘者不宜隨意談論自己生活中對之懷有激情的某一事物，而應圍繞應聘崗位的要求來回答這一問題。應聘者可以從以下幾方面組織答案：樂于助人、喜愛團隊工作、積極迎接挑戰、善于學習新事物等，這些都是文秘或助理必備的素質。

　　參考回答：One of my greatest passions is helping others. When I was younger, I enjoyed helping my mom with household repairs. As I grew older, that habit grew and I desired to help others as well. I like helping people find solutions that meet their specific needs.

　　5. Do you take work home with you? (考察應聘者對加班的態度)

　　應答思路：這是一個頗為棘手的問題。應聘者倘若長篇大論地說明自己如何愿意加班，明顯不合常理，也顯得很虛偽;但應聘者又不能贅述自己不愿加班的理由，否則同樣得不到主考官的認同。總之，應聘者針對這一問題說得越多，就越尷尬，言簡意賅為妙。

　　參考回答：When I need to, no problem. I realize the importance of meeting deadlines and getting work done on time.

　　6. What motivates you to do a good job? (考察應聘者的工作動力)

　　應答思路：應聘者在回答這一問題時要避免走兩個極端：一是自己的工作動力來源過于現實，譬如為了掙錢、謀生、養家等;二是自己的工作動力來源過于高尚，例如說自己非常熱愛工作等。比較妥當的回答是介于二者之間，應聘者可著重強調自己的敬業精神等。

　　參考回答：I’ve always been motivated by the desire to do a good job at whatever position I’m in. I want to excel and to be successful in my job, both for my own personal satisfaction and for my employer.

　　7. What did you like most about your last secretary/assistant job and what did you enjoy least? (考察應聘者對文秘或助理工作的喜惡)

　　應答思路：關于對以往文秘或助理工作的喜愛之處，應聘者可以選擇談論與這一崗位的特征相一致的方面，例如可以學到新東西、鍛煉團隊合作能力等。關于對其的厭惡之處，應聘者不宜抱怨諸如加班過多、工作環境不佳、薪水低等與工作條件或待遇相關的因素。

　　參考回答：What I enjoyed most about my last assistant job included dealing with diverse people, learning new skill and meeting daily and weekly goals. All these gave me greatest satisfaction in my last job. About the disadvantages of this job, I would say the job wasn’t challenging enough, and sometimes there was not enough work to keep me busy. That’s why I wanted to leave this job.

　　關于應聘者的工作技能和經驗

　　1. Are you comfortable using a phone with multiple lines and handling a high volume of telephone calls? (考察應聘者的電話接聽能力)

　　應答思路：應聘者應強調自己擅于電話溝通，并適當描述自己在接聽電話時會注意哪些方面，例如說話的語氣要讓對方感到你很友好、耐心、樂于助人等。

　　參考回答：Ye I’m comfortable using multiple phone lines and have done so in the past. I believe that it’s very important to be friendly and hospitable. No matter how busy I am with other work, I always strive to be outgoing, patient, and pleasant. After all, I understand that phone conversations are often the first form of interaction that people have with the company, and these first impressions are very important.

　　2. What computer skills do you have, and what programs are you comfortable using? (考察應聘者的電腦技能)

　　應答思路：在回答這一問題時，應聘者可以列舉一些常見的應用軟件，并說明自己能熟練使用這些軟件。如果應聘者還會使用其他軟件，尤其是應聘公司使用的專業軟件，應著重強調一下。如果應聘者不會使用該專業軟件，可以告訴主考官自己善于并勤于學習新事物。

　　參考回答：I’m familiar with Microsoft Word, Excel, and PowerPoint. I’m comfortable using all these programs and have had a lot of experience doing so. Also, I’m willing to learn how to use any other types of programs as well. I’m very comfortable with computer and I’m confident that I would learn any programs very quickly.

　　3. Tell me about a time that you worked with data, interpreting data and presenting data. (考察應聘者的信息處理能力)

　　應答思路：信息處理是文秘或助理的主要工作內容，但應聘者如果只說明自己每天都處理哪些信息或資料，就會因回答得不夠深入而無法顯示出自己的優勢。應聘者可以著重談論自己曾參與過的一個重要項目或任務，并說明自己為此整理過的具體信息或資料，同時強調自己從中獲益匪淺。

　　參考回答：While at the HDC corporation, one of my job assignments was to work with the IT department to prepare the annual meeting pamphlet complete with financial data, graphs and related SEC (Securities and Exchange Commission, 證券交易委員會) requirements. I became proficient at designing graphs that gave an accurate picture of the financial data, as well as editing the legal information into a more readable format.

　　4. What sort of paperwork were you responsible for generating? (考察應聘者的文書能力)

　　應答思路：關于這一問題，應聘者首先可以如實說明或列舉自己以往所從事過的文書工作，然后再強調自己在撰寫任何文書時都會仔細檢查，避免因文書出現錯誤而導致溝通出現障礙。

　　參考回答：In my last job, I had to write emails everyday and write reports every month. I also wrote up the minutes (記錄) which I took at the weekly meeting and sent them to meeting participants. Moreover, I frequently helped to put together proposals for my line manager. When I was doing this writing, I would try to make sure the spelling, grammar and information were all correct, because I knew any mistakes might cause misunderstandings in communication.

　　5. Describe how you handled your manager’s work schedule. (考察應聘者的日程安排能力)

　　應答思路：秘書或助理時常需要為上司安排日程。回答這一問題時，應聘者可以強調自己熟知上司的工作日程，會為其做好相應的安排工作;也可以提及自己會使用某種工具或系統來管理上司的日程安排。

　　參考回答：First, I tried to keep myself informed of my manager’s commitments and activities. Then, I noted them down and prioritized them according to their urgency and importance. After that, I worked with my manager to input them into a planner with a reminder function. Finally, I just needed to remind my manager to do things when they should be done.

　　6. What experience do you have with planning meetings? (考察應聘者的會議策劃能力)

　　應答思路：應聘者可以參考以下框架并舉例來回答這一問題：①開會前，確定會議的目的、議題、與會人員、時間和地點;②會議中，做好會議記錄;③會議后，整理會議記錄并發送給每位與會者。此外，應聘者還可以強調自己在完成以上環節中的高效性。

　　參考回答：I once planned a very important sales meeting for HDC. First, I informed all the salespeople at this company that there would be a sales meeting on improving sales performance, and then I found out how many of them would attend the meeting. After that, I sent all the participants an agenda with detailed information such as the venue, time and agenda items. During this meeting, I took minute and I also typed them up and distributed them to the participants after the meeting.

　　7. Give an example of a time-management skill you’ve learned and applied at work. (考察應聘者的時間管理能力)

　　應答思路：時間管理是工作高效的重要因素。在回答這一問題時，應聘者可以提及自己所使用的一個具體的時間管理工具，并說明自己如何通過使用這一工具節省了時間和資源。此外，應聘者還可以強調自己工作目標明確、自律性高，不會受到其他事物的干擾。

　　參考回答：I regularly use a scheduling software, which helps me effectively plan for the day, week, month, or year. It also has a to-do-list feature and an alarm option, which is helpful for meeting deadlines. In general, though, I’m very goal-oriented and self-disciplined. I like to focus clearly on one task at a time, and I won’t be easily interrupted by other things.

　　8. How do you prioritize your routine tasks and finish them? (考察應聘者分清問題輕重的能力)

　　應答思路：應聘者在回答這一問題時，可以首先根據工作任務的重要性和緊急性來對其進行排序;排完序后，應制定一個完成這些任務的日程安排;最后，應按時完成這些任務。此外，應聘者還應說明，任務的輕重并非一成不變，有時會因工作情況的變化而重新排序。

　　參考回答：At the start of each working day, the first thing I will do is make a list of all the tasks to be completed on the day. Then I will prioritize the tasks according to their importance and urgency. After that, I will work out how long the tasks will take to be completed and set realistic targets for myself by determining their deadlines. Sometimes I will have to reshuffle (重新安排) my priorities as situations change.

　　9. If you know your boss is 100% wrong about something, how will you handle this? (考察應聘者的溝通能力以及與老板相處的能力)

　　應答思路：文秘或助理工作的特殊性要求他們要善于溝通，能與同事和老板建立良好的人際關系。在回答這個問題時，應聘者可以采取擺事實、講道理的方法。

　　參考回答：It depends on the personality of the boss. If he or she is easygoing and likes open communication, I will point out the mistake directly. If he or she is inapproachable or even bad-tempered, I will try other ways to deal with this matter. For example, my present boss does not like to have his authority questioned. He’s fairly new on the job and almost all of the people he supervises have been on the job longer than he has. He’s never bothered to learn the procedure how things are done or how the computer system works. But if any of us tell him that how he wants something done won’t work, he gets extremely angry. So, I never tell him he’s wrong. Whatever he tells me to do, I smile and say “okay”. Then if I know a way to get it done that will work, I do it that way, give him the results he wants and never tell him I didn’t do it the way he told me to. He gets the results and is happy. I save myself the stress of being yelled at and give him what he wanted, so I’m happy too.

　　10. How do you handle your work pressure? (考察應聘者的抗壓能力)

　　應答思路：對于這一問題，應聘者應強調自己善于安排計劃、管理時間，同時也可以提及自己經常通過參加體育或社交活動等來緩解壓力、放松心情，避免自己處于緊張狀態中。

　　參考回答：I handle working under pressure by being super organized, and I prioritize what I need to accomplish. After I finish one task, I cross it off my list. I maintain a to-do list for my work. This has helped me effectively manage pressure on the job. From a personal perspective, I manage stress by visiting the gym once every three days. It’s a great stress reducer.




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