What does "foreign secretary" mean?

Foreign-related secretaries mainly work in government foreign-related agencies and export-oriented enterprises to engage in secretarial, file management, human resources management, etc. Foreign-related work requires higher language requirements. Foreign-related secretary is an international profession with the characteristics of foreign-related, auxiliary and transactional.

Abroad, foreign secretaries generally work in export companies, foreign companies, private companies or joint ventures. They have to contact and provide services to customers around the world, and their work is international. , is also very important.

In our country, foreign-related secretaries refer to secretaries who work in "foreign-funded" enterprises, foreign institutions in China, and foreign-related units and departments in my country. They are new types of export-oriented and compound secretaries that emerged after the reform and opening up. They master more than one foreign language, can operate office automation equipment, understand economics and law, and master secretarial work theories and skills. They are professionals who assist their bosses in implementing management.

Let’s first take a look at how “the Oxford English Dictionary” explains “foreign secretary” in detail.

1 one who is entrusted with private or secret matters; 2 one who se office it is to write for another; esp. one who is employed to conduct correspondence, to keep records, and usually to transact various other business, for another person or for a society, corporation, or public body.

Secretary’s foreign-related etiquette guidance

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1. Countries around the world Taboos

1. Taboos on words and deeds in foreign-related activities

Taboos on behavior: Strictly avoid tilting your posture, dancing, pointing, pulling, pulling, being too close, looking left and right, looking far away, Check the watch frequently, stretch, play with things, scratch your ears and cheeks.

Taboos: Absurd and obscene words, other people’s resumes, women’s private affairs, salary income, private property, value of clothing, criticism of elders, criticism of religion, and ridicule of customs are strictly prohibited.

Tone taboos: It is strictly forbidden to argue loudly, talk loudly, speak harshly, ask questions, quarrel and insult, and speak rudely.

Polite taboos: It is strictly forbidden to ignore others, talk to the end alone, express opinions easily, interrupt objections, pester, interrupt at will, and say goodbye at will.

2. Taboos when taking photos at foreign-related activities

In foreign-related activities, when taking photos, people must not violate the taboos of specific countries, regions, and ethnic groups. It is strictly forbidden to take random photos at border ports, airports, museums, residential rooms, new product and new technology exhibitions, precious cultural relics exhibition halls, etc. When permitted, it is strictly forbidden to use flash when taking pictures of ancient paintings and other ancient cultural relics. People should consciously avoid taking photos in places or areas with "No Photography" signs. Under normal circumstances, it is taboo to take pictures of strangers (especially women).

3. Hygiene taboos in foreign-related activities

Personal hygiene: Avoid unkempt hair, dirty clothes, shoes, hats, or unclean collars and cuffs. In formal occasions, unhygienic actions such as picking eyes, blowing noses, picking nostrils, picking ears, picking teeth, and cutting nails are taboo. People with infectious diseases are strictly prohibited from participating in foreign affairs activities.

Environmental hygiene: Do not spit, flick cigarette ashes, litter confetti or other unclean objects. Do not bring mud, water, mud, etc. under rain gear and shoes into the room. Do not bring spittoons and other inappropriate items into the room. Place cleaning utensils in a conspicuous place indoors.

2. Etiquette for Foreign Visitors

(1) Etiquette for Foreign Visitors When arranging visits, the following items should be noted.

1. Project selection. The selection of tour items mainly considers the following factors: ① The purpose and nature of the visit, so that the arrangement of the tour items has certain pertinence. ②The wishes, interests and characteristics of the guests. ③Select certain items to visit based on local actual conditions.

When selecting visit projects, you should also consider the following:

1) Coordinate with business meetings as much as possible. For example, certain cooperation projects may be involved in the talks, and visiting a relevant unit may help to understand the situation and issues.

2) In order to enable visitors to further understand the basic situation of the country they are visiting, arrange visits to places or units with relatively typical significance. For example, many foreign guests would like to learn more about my country's current reform and opening up, so we can arrange for them to visit special economic zones or development zones according to their requirements, and organize them to visit corresponding units.

3) Arrange corresponding visiting units according to the visitors’ majors, interests, hobbies and wishes. Science: You can visit scientific research institutions, doctors can visit medical and health care undertakings, etc.

4) For some female guests, according to their interests, they can visit social welfare, culture and art, maternal and child health and other projects.

2. Arrange the layout. After the project is determined, a detailed plan should be made, explained clearly to the unit being received, and informed to all reception staff.

3. Escort. According to international etiquette, when foreign guests go to visit, they are generally accompanied by persons of corresponding status. If a host of high status is accompanying him, he should inform the other party in advance.

4. Introduce the situation. When visiting industrial and agricultural projects, it is generally recommended to introduce them while viewing them. Do not introduce confidential content. The overview of the visit project should be sent to written materials in advance as much as possible to save time on the visit introduction and allow guests to visit as many on-site visits as possible. Accompanying personnel should understand the requirements of foreign guests, be prepared for various questions that foreign guests may ask, and do not be ignorant of all questions.

5. photography. Photography is usually allowed everywhere you can visit. If you encounter an item that does not allow photography, you should first explain it to the guests and put up an explanation sign in foreign languages ??on site.

6. Meal arrangements. If you are visiting a far away place or going out on a tour, you should consider the time and place of your meal. If you are going on an outing, you should prepare food, drinks, tableware, etc. Some places also require reservations for lounges.

(2) Etiquette for visiting abroad. The items proposed when traveling abroad must be in line with the purpose of the visit, but they must also be done according to the needs of the guests and not be forced upon others. During the visit, you can have extensive contacts and conversations to enhance understanding and friendship. Also pay attention to the other person's customs and religious habits. If you want to take photos, you need to ask the reception staff in advance whether there are any regulations prohibiting photography. After the visit, thank the host. If the host sees you off at the door, you should wave after getting in the car.

What we are talking about here is not ordinary tourism, but a visit as a concierge activity.

3. Business ribbon-cutting ceremony

(1) Supplies required for business ribbon-cutting ceremony

Certain special supplies are required for the ribbon-cutting ceremony, such as red ribbons , new scissors, white gauze gloves, trays and red carpets, please choose and prepare them carefully.

The red ribbon is the "color" in the ribbon-cutting ceremony. As the protagonist, it is naturally the center of attention. According to traditional practice, it should be made of a whole piece of unused red satin with several flower clusters in the middle. At present, in order to practice economy, some units use narrow red ribbons with a length of about two meters instead, or use red cloth strips, red threads, and red paper strips as alternatives, which is also feasible. Generally speaking, the flowers on the red ribbon must not only be vivid, large and eye-catching, but their specific number is often directly related to the number of ribbon-cutters on site. As a rule, there are two patterns for the specific number of flower clusters on the red ribbon. First, the number of flower bouquets is one more than the number of ribbon-cutters present. Secondly, the number of flower bouquets is one less than the number of people cutting the ribbon on site. The former allows each ribbon-cutting person to always be between two flowers, which is particularly formal. The latter is different from the norm and also has new ideas.

The new scissors are specially designed for the ribbon-cutters to use when officially cutting the ribbon at the ribbon-cutting ceremony. It must be in the hands of everyone who cuts the ribbon at the scene, and it must be brand new, sharp and handy. In advance, be sure to check one by one whether the scissors that will be used to cut the ribbon have been sharpened and whether they are easy to use. It is important to ensure that the person cutting the ribbon can "raise the knife and drop the knife" when officially cutting the ribbon, and succeed in one fell swoop, and do not make repeated cuts. After the ribbon-cutting ceremony, the organizer can package the scissors used by each ribbon-cutter and give them to each other as a souvenir.

White gauze gloves are specially prepared for ribbon-cutters. At the formal ribbon-cutting ceremony, it is best for each person to wear a pair of white gauze gloves when cutting the ribbon to show their solemnity. When preparing white gauze gloves, in addition to ensuring that they are in sufficient quantity, they must also be of appropriate size, new, smooth, and spotless white. Sometimes, you don’t need to prepare white gauze gloves.

The tray is placed in the hands of the hostess during the ribbon-cutting ceremony and is used to hold red ribbons, scissors, and white tulle gloves. The tray used at the ribbon-cutting ceremony should be brand new and clean. It is usually preferred for silver stainless steel products. In order to show formality, it can be covered with red velvet or silk cloth when in use. In terms of quantity, when cutting the ribbon, a tray can be used to provide scissors and gloves to each ribbon cutter in turn, and hold red ribbons at the same time; or each ribbon cutter can be equipped with a tray dedicated to serving him. At the same time, the red ribbon is exclusively held on a tray. The latter method is more formal.

The red carpet is mainly used to lay where the ribbon-cutters stand when they officially cut the ribbon. Its length depends on the number of people cutting the ribbon, and its width should not be less than one meter. Laying a red carpet at the ribbon-cutting site is mainly to enhance its quality and create a festive atmosphere. Sometimes, it may not be laid.

(2) Procedures for the business ribbon-cutting ceremony

When organizing the ribbon-cutting ceremony, there is no need to blindly seek novelty, difference, and sensation, and be divorced from your actual capabilities. Being diligent and thrifty is something that business people must keep in mind no matter where they are.

From an operational perspective, the current ribbon-cutting etiquette mainly includes four aspects: preparation for ribbon-cutting, ribbon-cutting personnel, ribbon-cutting procedures, and ribbon-cutting practices.

Below, we will introduce the key points respectively.

First of all, preparations for the ribbon-cutting must be meticulous. Other aspects of the event include venue layout, environmental sanitation, lighting and sound preparation, media invitations, personnel training, etc. It goes without saying that when preparing these aspects, you must be careful and meticulous, and strive for excellence.

In addition, some special utensils required for the ribbon-cutting ceremony, such as red ribbons, new scissors, white gauze gloves, trays and red carpets, were carefully selected and prepared. .

Secondly, the people who cut the ribbon must be carefully selected.

At the ribbon-cutting ceremony, the most active people are of course people rather than things. Therefore, ribbon-cutting personnel must be carefully selected and necessary training must be conducted in advance. In addition to the host, the ribbon-cutting staff mainly consists of two main parts: ribbon-cutters and assistant-cutters. Below, we will briefly introduce the main etiquette requirements for them.

Serving as the ribbon cutter at the ribbon-cutting ceremony is a high honor. The level of the ribbon-cutting ceremony is often closely related to the identity of the ribbon-cutting person. Therefore, when selecting the person to cut the ribbon, the most important thing is to choose the person who cuts the ribbon well.

The ribbon-cutter is the person who cuts the ribbon with scissors during the ribbon-cutting ceremony. According to convention, the ribbon-cutting person can be one person or several people, but generally there should be no more than five people. Usually, the ribbon-cutters are mostly superior leaders, partners, celebrities, employee representatives or customer representatives.

The list of ribbon-cutters must be determined before the ribbon-cutting ceremony is officially held. Once the list is determined, the other party should be informed as early as possible so that they can be prepared. Under normal circumstances, when determining the ribbon-cutting person, you must respect the other party's personal opinions and never force the other party. When several people need to serve as ribbon-cutters at the same time, each ribbon-cutter should be informed of who he will share this responsibility with. Doing so is a sign of respect for those who cut the ribbon. Don't "sharpen your guns in the face of battle", forcefully dragging and pulling before the ribbon-cutting begins, and find someone to make up for it at the last minute.

If necessary, before the ribbon-cutting ceremony is held, the ribbon-cutters can be gathered together to inform each other of the relevant precautions and provide some training. As a general rule, those who cut the ribbon should wear a suit, skirt or uniform, and have their hair neatly combed. Hats, sunglasses, and casual attire are not allowed.

If there is only one person cutting the ribbon, he or she should be centered and immediately when cutting the ribbon. If there is more than one person cutting the ribbon, attention must be paid to their ranking when they come on stage at the same time to cut the ribbon. The general rule is: the middle is higher than the two sides, the right side is higher than the left side, and the farther away from the person standing in the middle, the lower the position. That is, the person who is the main cutter should be in the center. It should be noted that the reason why it is stipulated that the position of the ribbon-cutters is "on the right side than on the left side" is mainly because this is an international practice and the ribbon-cutting ceremony should be observed. In fact, if there are no foreign guests participating in the ribbon-cutting ceremony, it is okay to follow the traditional Chinese practice of "the left side is higher than the right side".

Helpers refer to the people who help the ribbon-cutters during the ribbon-cutting process. Generally speaking, the haircut assistants are mostly female staff from the host. Nowadays, people usually call them hostesses.

Specifically, the hostesses who serve at the ribbon-cutting ceremony can be divided into greeters, guides, servers, ribbon pullers, bouquet bearers, and tray bearers. The task of the greeter is to welcome and deliver guests at the event site. The leader's task is to lead the ribbon-cutters onto the stage or off the stage when cutting the ribbon. The server's task is to provide drinks and arrange a resting place for the guests, especially those who cut the ribbon. The task of the ribbon puller is to unfold and straighten the red ribbon during the ribbon cutting. The task of the bouquet bearer is to hold the bouquet when cutting the ribbon. The task of the tray person is to provide scissors, gloves and other ribbon-cutting supplies for the ribbon-cutters.

Under normal circumstances, there should be more than one person greeting and serving people. The guide can be one person, or there can be one for each ribbon-cutting person. There should usually be two people pulling the lottery. The number of bouquet-bearers depends on the number of flowers in the bouquet. Generally, there should be one person per flower. There can be one person holding the tray, or one person for each ribbon-cutting person. Sometimes, hostesses can also wear multiple hats.

The basic conditions for a hostess are good appearance, tall figure, young and healthy, elegant temperament, sweet voice, quick response, witty and flexible, and good at communication. The best attire for the hostess should be: light makeup, hair tied up, a monochromatic cheongsam with uniform style, fabric and color, flesh-colored pantyhose, and black high-heeled leather shoes. No jewelry other than rings, earrings or studs. Sometimes, the hostess can also wear a dark or solid-colored skirt. However, their appearance must be as uniform as possible. When necessary, hostesses can be temporarily hired from outside units.

Again, the ribbon-cutting process must be orderly.

Under normal circumstances, the ribbon-cutting ceremony should be held at the site of the building, project, or trade fair or expo that is about to be opened. The square outside the main entrance and the hall inside the main entrance can be given priority. At the event site, you can slightly decorate. It is even more essential to hang a large banner with the specific name of the ribbon-cutting ceremony at the place of ribbon-cutting.

4. Business Signing Etiquette

After long-term negotiations, a company in a southern city finally reached a deal with a multinational company in the United States.

After the two parties reached the contract, they decided to formally hold a signing ceremony for this purpose.

Because the negotiations between the two parties were held in our country at that time, the Chinese side was responsible for the signing ceremony. On the day when the ceremony was officially held, what surprised the Chinese side was that the United States almost changed its mind on the spot before the formal signing.

It turns out that when Chinese staff placed the flags of China and the United States on the signing table, they mistakenly replaced the current international practice of "putting the right side up" with the traditional Chinese practice of "putting the left side up". ", the Chinese flag was placed on the right side of the signing table, and the American flag was placed on the left side of the signing table. The result made the American personnel so angry that they even refused to enter the signing hall. Although the turmoil subsided after mediation, it taught people a lesson: in business interactions, one must be aware of the etiquette of signing contracts.

Signing, that is, the signing of a contract. In business interactions, it is regarded as a major achievement that marks greater progress in the mutual relationship between the parties involved and a consistent view to eliminate misunderstandings or conflicts between the parties. Therefore, it is highly valued by business people.

In the practice of business interactions, although gentleman's agreements, verbal promises, and "walking the talk" play a role to a certain extent, what is more effective in gaining people's trust and making the partners feel at ease is " It is a written contract that has no basis for what you say orally, but it is based on this.

A business contract refers to a contract that is formally concluded in accordance with the law and notarized in order to determine their respective rights and obligations when conducting certain business cooperation. provisions. In many cases, Heshan is also called a contract. At other times, what people call a contract refers to a contract with relatively simple provisions. In business dealings, contracts with prerequisites, such as contracts awaiting review by lawyers, formal signatures, and licenses, are also called quasi-contracts. Strictly speaking, a quasi-contract is the predecessor of a contract and a step towards the final conclusion of a contract.

To save trouble, in general, business people often confuse contracts, contracts and quasi-contracts, and call them all contracts. Although this is not very precise, it will also help everyone "cut out the complex and simplify" and reduce trouble.

According to the provisions of ritual etiquette: For major events such as the signing of a contract, which can be regarded as "milestones" in the history of the relationship between the parties involved, the etiquette and etiquette should be strictly followed in accordance with the regulations. For the sake of solemnity, when a contract is signed, a series of stylized activities are often held in accordance with the rules. This is the so-called signing ceremony. In specific operations, it is divided into two parts: the drafting stage and the signing stage.

In real life, business people are exposed to many types of business contracts. Common ones include purchase and sale contracts, loan contracts, lease contracts, collaboration contracts, processing contracts, infrastructure contracts, warehouse insurance contracts, insurance contracts, freight contracts, liability contracts, etc. Below, let’s first introduce the formal practice of drafting a contract.

5. Business Handover Etiquette

Handover

In business interactions, the success of cooperation between business partners is worthy of celebration and celebration by all parties involved. A big deal. To be honest, in a fiercely competitive environment, with clearly defined interests, and in the ever-changing business world, cooperation between business partners is indeed hard-won. Therefore, it is highly valued by all parties involved. Holding a warm and grand handover ceremony is a common form of activity that is usually used to celebrate the successful cooperation between business partners in business dealings.

In the business world, the handover ceremony generally refers to the completion of projects or large-scale equipment that have been constructed and installed by the construction unit in accordance with the contract, such as factories, commercial buildings, hotels, office buildings, airports, terminals, stations, or A special celebration ceremony is held when airplanes, ships, trains, machinery, materials, etc. are officially handed over to the user unit after acceptance.

The importance of holding a handover ceremony is that it is not only a celebration of the successful cooperation between business partners, but also a thank you to all sectors of society who have given them care, support, help and understanding. The receiving unit and the construction and installation unit cleverly use the opportunity to conduct a publicity and publicity activity to increase the visibility and reputation of both parties.

Handover etiquette generally refers to the relevant norms that must be observed when holding a handover ceremony. Usually, it specifically includes three main contents: preparation for the handover ceremony, procedures for the handover ceremony, and participation in the handover ceremony. Below, we will introduce them respectively.

First of all, we must prepare for the handover ceremony. To prepare for the handover ceremony, you should mainly focus on the following three things: invitation of guests, layout of the site, preparation of items, etc.

The invitation of guests should generally be the responsibility of the host of the handover ceremony - the construction and installation unit. When formulating the guest list, the construction and installation units should also proactively seek the opinions of their partners, the receiving unit. The receiving unit should not be too picky about the list drawn up by the construction and installation units, but it can put forward some reasonable suggestions as appropriate.

Under normal circumstances, the more people attending the handover ceremony, the better. If there are too few participants, the ceremony will inevitably appear deserted.

However, when determining the total number of participants from a macro perspective, both venue conditions and reception capacity must be taken into consideration, and do not be greedy for more.

In principle, the attendees at the handover ceremony should include: relevant personnel from the construction and installation unit, relevant personnel from the receiving unit, relevant personnel from the superior authority, relevant personnel from the local government, industry organizations, Relevant personnel of social groups, celebrities from all walks of life, members of the press, and relevant personnel of collaborative units, etc.

Among the above-mentioned personnel, except for relevant personnel of the construction, installation unit and receiving unit, all other personnel should be served or sent a formal written invitation in advance to show their respect for the other party. of respect.

When inviting relevant personnel from superior authorities, local governments, and industry organizations, you do not have to force them, but you must work hard and show sincerity. Because taking advantage of the opportunity of holding a handover ceremony to enable construction, installation units, and receiving units to have multi-party contacts with superior authorities, local governments, and industry organizations, they can not only publicize their own work achievements, but also contribute to further development among relevant parties. to achieve mutual understanding and communication.

6. Business Celebration Etiquette

Celebration is a general term for various celebration etiquette. In business activities, business personnel have many opportunities to participate in celebration ceremonies. They may be ordered to organize a celebration ceremony for their own unit, or they may be invited to attend a celebration ceremony of another unit.

In terms of content, celebration ceremonies held in the business community can be roughly divided into four categories:

The first category is the anniversary celebration of the establishment of the unit. Usually, it is held every fifth and tenth day. That is, it will be carried out on the fifth anniversary, tenth anniversary of the establishment of the unit and their multiples.

The second category is the celebration when the unit wins a certain honor. When the unit itself has won a certain honorary title and the unit's "top product" has won awards in major domestic and foreign exhibitions, such celebrations are basically held.

Third, the celebration of the unit’s major achievements. For example, there have been no production accidents for a thousand days, the number of products produced has exceeded 100,000 units, the sales of a certain product have reached 100 million yuan, etc. These hard-won achievements are often celebrated.

The fourth category is a celebration of significant development of the unit. When the unit establishes a group, identifies new partners, merges with other units, branches or chain stores continue to develop, it is naturally worth celebrating.

In terms of form, the various celebration ceremonies held by various units in the business community have one biggest feature, that is, they must be pragmatic rather than unrealistic. If this can enhance the cohesion and sense of honor of all employees of the unit, and make all sectors of society re-recognize and admire the unit, then hold the celebration with great fanfare and invest more people, money, and materials. Any rational and smart businessman , will not hesitate to do so. Therefore, if nothing is done to promote the new image of the unit and enhance the pride of all employees of the unit, then even if it does not cost a few dollars to hold a celebration, there is no need to make a big deal out of it.

For business people, there are often many different requirements when organizing and participating in celebrations. The etiquette of celebrations, that is, the etiquette norms related to celebrations, is composed of two basic contents: the etiquette of organizing celebrations and the etiquette of participating in celebrations. Below, they are introduced respectively.

To organize and prepare a celebration, just like production and sales, you must first make an overall plan for it. If business people are assigned to complete this task, they need to remember two major points: First, they must reflect the characteristics of the celebration. Second, the specific content of the celebration must be arranged.

Needless to say, since celebration is a form of celebration, it should be centered on celebration and make every specific activity as warm, cheerful and grand as possible. Regardless of the specific occasion where the celebration is held, a specific scene during the celebration, or the mood and performance of all attendees, it must reflect a prosperous, lively, happy and joyful atmosphere. Only in this way can the purpose of the celebration - to shape the image of the unit, show the strength of the unit and expand the influence of the unit - be truly implemented.

The warm, joyful and grand characteristics of the celebration should be fully reflected in the arrangement of its specific content.

7. Overseas Business Etiquette

With the increasing frequency of international business exchanges, many white-collar workers have begun to transform into "internationals" who often fly around, interacting with business people from all over the world. When interacting with people, you need to fully understand the business etiquette of various countries, which will be of great help to your business work.

Hungary

Most of the residents of Hungary are Magyars, who have the bold and bold character of Easterners. Most businessmen attach great importance to business ethics. When going to Hungary for business activities, it is best to wear a dark, conservative style suit. When visiting government departments or large companies, you absolutely need to set a time in advance. Hungary, like other Eastern European countries, likes to bargain during business negotiations, and usually requires discounts.

Best. The currency of the country is the forint, and entry and exit are prohibited. There are no restrictions on the entry of foreign currencies, but the amount must be strictly declared. Tipping is officially discouraged, but privately it is still welcome. The recent exchange rate between the US dollar and the forint is about 1:240.

Thailand

It is advisable to wear suits when visiting government agencies at all levels in Thailand, but businessmen can wear more sophisticated T-shirts and ties when meeting. When visiting large companies or government departments, you must reserve a time in advance and have business cards in English, Thai and Chinese, which can be printed locally in two days. The majority of Thai importers and exporters are Chinese, and currently there are an increasing number of Thai businessmen, but most of them are doing government business. If you need to negotiate business around Bangkok, it is best to hire a taxi, which will be convenient and save money.

Switzerland

Switzerland is located in southern Central Europe, covering an area of ??more than 40,000 square kilometers and a population of nearly 7 million. German, French and Italian are all official languages. According to Swiss business etiquette, it is appropriate to wear a three-piece suit. When visiting major companies or government agencies, you must book a time in advance and remember to be punctual. Generally, managers of companies or government agencies go to work from 7 to 8 in the morning.

The Swiss are rigorous, conservative and trustworthy, but sometimes they are stubborn. When negotiating business with them, you must be patient. Once someone decides to buy your product, they will keep doing it almost indefinitely. On the contrary, if the other party reveals the word "no", there is no need to continue to work hard, because they rarely change their minds easily.

The Swiss are role models in abiding by contracts and being honest. Most of Switzerland's large companies are located in Zurich, which is the largest city in the country and a hub for industry, commerce, finance, culture, and land and air transportation. The Swiss banking industry is very developed. There are more than 5,000 large and small banks in the country, three-fifths of which are headquartered in Zurich.