文秘或助理面試問題

　　文秘或助理工作是公司運(yùn)作中必不可少的環(huán)節(jié)，其工作范圍往往涉及諸多細(xì)微且重要的方面。一般而言，招聘方會從兩個方面來設(shè)置面試問題：①關(guān)于應(yīng)聘者的性格特征和工作態(tài)度;②關(guān)于應(yīng)聘者的工作技能和經(jīng)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(yīng)答思路和參考回答。

　　關(guān)于應(yīng)聘者的性格特征和工作態(tài)度

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

　　應(yīng)答思路：在回答這一問題前，應(yīng)聘者應(yīng)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(yīng)聘者可根據(jù)自身的情況從中選擇一兩個方面作為自己的優(yōu)勢，并進(jìn)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(yīng)聘者的弱點(diǎn))

　　應(yīng)答思路：對于這一問題，常見的回答誤區(qū)是提供一些“并非缺點(diǎn)的缺點(diǎn)”或“不相關(guān)的缺點(diǎn)”，諸如“I’m too young.”一類的答案。這樣的回答方式不僅容易誤導(dǎo)主考官，也讓提問失去了應(yīng)有的意義。正確的應(yīng)答思路是如實(shí)地說明自己以往的一個缺點(diǎn)，并告訴主考官你是如何克服這一缺點(diǎn)的。最關(guān)鍵的是，應(yīng)聘者應(yīng)強(qiáng)調(diào)自己在彌補(bǔ)這一缺點(diǎn)的同時，努力把劣勢轉(zhuǎn)變成了優(yōu)勢。如果這個優(yōu)勢正好是應(yīng)聘職位所要求具備的素質(zhì)之一，則會給應(yīng)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(zhuǎn)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(yīng)聘者的細(xì)心程度)

　　應(yīng)答思路：細(xì)心是文秘或助理必備的素養(yǎng)。應(yīng)聘者在回答這類問題時，切忌籠統(tǒng)地強(qiáng)調(diào)自己有多么細(xì)心，這樣的回答缺乏說服力。應(yīng)聘者應(yīng)借助自己以往工作中的實(shí)例加以說明，以達(dá)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(lián)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(yīng)聘者的工作激情)

　　應(yīng)答思路：針對這一問題，應(yīng)聘者不宜隨意談?wù)撟约荷�活中對之懷有激情的某一事物，而�?yīng)圍繞應(yīng)聘崗位的要求來回答這一問題。應(yīng)聘者可以從以下幾方面組織答案：樂于助人、喜愛團(tuán)隊工作、積極迎接挑戰(zhàn)、善于學(xué)習(xí)新事物等，這些都是文秘或助理必備的素質(zhì)。

　　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(yīng)聘者對加班的態(tài)度)

　　應(yīng)答思路：這是一個頗為棘手的問題。應(yīng)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(yīng)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(rèn)同。總之，應(yīng)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(yīng)聘者的工作動力)

　　應(yīng)答思路：應(yīng)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(xiàn)實(shí)，譬如為了掙錢、謀生、養(yǎng)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(dāng)?shù)幕卮鹗墙橛诙�者之間，應(yīng)聘者可著重強(qiáng)調(diào)自己的敬業(yè)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(yīng)聘者對文秘或助理工作的喜惡)

　　應(yīng)答思路：關(guān)于對以往文秘或助理工作的喜愛之處，應(yīng)聘者可以選擇談?wù)撆c這一崗位的特征相一致的方面，例如可以學(xué)到新東西、鍛煉團(tuán)隊合作能力等。關(guān)于對其的厭惡之處，應(yīng)聘者不宜抱怨諸如加班過多、工作環(huán)境不佳、薪水低等與工作條件或待遇相關(guān)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(guān)于應(yīng)聘者的工作技能和經(jīng)驗

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

　　應(yīng)答思路：應(yīng)聘者應(yīng)強(qiáng)調(diào)自己擅于電話溝通，并適當(dāng)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(yīng)聘者的電腦技能)

　　應(yīng)答思路：在回答這一問題時，應(yīng)聘者可以列舉一些常見的應(yīng)用軟件，并說明自己能熟練使用這些軟件。如果應(yīng)聘者還會使用其他軟件，尤其是應(yīng)聘公司使用的專業(yè)軟件，應(yīng)著重強(qiáng)調(diào)一下。如果應(yīng)聘者不會使用該專業(yè)軟件，可以告訴主考官自己善于并勤于學(xué)習(xí)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(yīng)聘者的信息處理能力)

　　應(yīng)答思路：信息處理是文秘或助理的主要工作內(nèi)容，但應(yīng)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(yōu)勢。應(yīng)聘者可以著重談?wù)撟约涸鴧⑴c過的一個重要項目或任務(wù)，并說明自己為此整理過的具體信息或資料，同時強(qiáng)調(diào)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(yīng)聘者的文書能力)

　　應(yīng)答思路：關(guān)于這一問題，應(yīng)聘者首先可以如實(shí)說明或列舉自己以往所從事過的文書工作，然后再強(qiáng)調(diào)自己在撰寫任何文書時都會仔細(xì)檢查，避免因文書出現(xiàn)錯誤而導(dǎo)致溝通出現(xiàn)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(yīng)聘者的日程安排能力)

　　應(yīng)答思路：秘書或助理時常需要為上司安排日程�；卮疬@一問題時，應(yīng)聘者可以強(qiáng)調(diào)自己熟知上司的工作日程，會為其做好相應(yīng)的安排工作;也可以提及自己會使用某種工具或系統(tǒng)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(yīng)聘者的會議策劃能力)

　　應(yīng)答思路：應(yīng)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(diǎn);②會議中，做好會議記錄;③會議后，整理會議記錄并發(fā)送給每位與會者。此外，應(yīng)聘者還可以強(qiáng)調(diào)自己在完成以上環(huán)節(jié)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(yīng)聘者的時間管理能力)

　　應(yīng)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(yīng)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(jié)省了時間和資源。此外，應(yīng)聘者還可以強(qiáng)調(diào)自己工作目標(biāo)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(yīng)聘者分清問題輕重的能力)

　　應(yīng)答思路：應(yīng)聘者在回答這一問題時，可以首先根據(jù)工作任務(wù)的重要性和緊急性來對其進(jìn)行排序;排完序后，應(yīng)制定一個完成這些任務(wù)的日程安排;最后，應(yīng)按時完成這些任務(wù)。此外，應(yīng)聘者還應(yīng)說明，任務(wù)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(yīng)聘者的溝通能力以及與老板相處的能力)

　　應(yīng)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(guān)系。在回答這個問題時，應(yīng)聘者可以采取擺事實(shí)、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(yīng)聘者的抗壓能力)

　　應(yīng)答思路：對于這一問題，應(yīng)聘者應(yīng)強(qiáng)調(diào)自己善于安排計劃、管理時間，同時也可以提及自己經(jīng)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(tài)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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