Secretary Theory

vs
Secretary Reality
 Hello!
I am Mia Maela Fatimah
I am here because I love to give presentations.
You can find me at @mia_maela_Fatimah
mia@id.indorama.net

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 EDUCATIONS : CV : FUNCTION / SKILLS :
- Magister Management / S2 – - Executive SECRETARY
2018 Universitas - Internal TRAINER
Langlangbuana, Bandung. - IPCI General & Central of
- Bachelor Office Management / Information
S1 – 2008 Universitas - Bahasa Indonesia, Sundaness,
Pendidikan Indonesia, Bandung. English
KARIR :
✓ 2004-2006 PT. Hira Mutiara Jaya - Administrasi
✓ 2007 (6 bulan) McD Gatsu n Bubat - Plate Cleaner
✓ 2008 – 2010 Sekretaris Dokter (Prof. DR. dr. Sidartawan Soegoendo, KEMD.,
FACE.)
✓ 2011-2012 PT. Banshu Grup Purwakarta - Sekretaris Direktur
✓ 2012 – present PT. Indorama Polychem Indonesia –
Executive Secretary of Site Head Purwakarta

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 1.
Who are YOU??
- Mahasiswa & Mahasiswi
- Guru Perkantoran, Guru SMK, Dosen…
- Karyawan / Pengusaha / Pegawai Negeri
SIPIL, Tenaga ahli, Sekretaris

Terbaik!!
“You can run the office
without a boss, but you
can’t run an office
without secretaries”

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 versus
Theory Reality
Bahasa latin n Belanda : The Centre of Information
Secretum

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 Tantangan sekretaris!!
Theory : Memiliki wawasan Reality : Multitasking
> Tentang Perusahaan ✓ Berwawasan luas
> Tentang Produk-Produk ✓ KeCerdasan Emosi
Perusahaan ✓ Pusat Informasi
> Tentang Rekan Bisnis ✓ Berkeahlian Spesifik
serta Kompetitior
✓ Menguasai Teknologi
Perusahaan
✓ Motivasi n Bertanggung jawab

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 Don’t be busy,
BE PRODUCTIVE
I NEVER BUSY, I JUST FULL SCHEDULE
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 Penampilan Sekretaris
Theory vs Reality
Percaya Diri
Improvisasi Gaya / Perilaku
✓ Bahasa asing
✓ Make up ✓ Sikap duduk
✓ Perkembangan ilmu
✓ Tas ✓ Sikap berdiri n teknologi
✓ Sepatu ✓ Sikap bicara ✓ Agent of
✓ Aksesoris ✓ Sikap diam information
✓ Tatanan rambut ✓ liaison officer
✓ Tatanan jilbab
✓ Tatanan pakaian

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 Jenis –Jenis Sekretaris

> Sekretaris Organisasi / Executive Secretary

> Sekretaris Pimpinan / Private Secretary

> Sekretaris Pribadi / Personal Secretary

> Sekretaris Junior dan Sekretaris Senior

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 Total 42 persons
secretaries n administrations

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 ORGANIZATION STRUCTURE
SITE HEAD PURWAKARTA
MR. ANIL SINGAL
Executive Secretary
MS. MIA MAELA FATIMAH

HEAD of PRODUCTION HEAD of COMMERCIAL

MR. SANJAY GUPTA HEAD of ENGINEERING
MR. DHIRENDRA MEHROTRA MR. SANJAY MATHUR

POLY PSF POY DTY FDY FAC TAX LOG STR MKT UTL PMT SMT ELE INT FST
DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT.

PDG QCT QCC IED CTS SEC PRS WFR TRN PUR HSE IT CPP PEI OPR CIVIL
DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT. DEPT.

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 Secretary
competencies
1. Professional
Competency,
2. Intrapersonal
Competency, dan
3. Interpersonal
Competency
A picture is worth a
thousand words
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Professional Secretary process is easy

Citra

Brand
Grooming
ambassador

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Women's health
@Indorama HO

We are proud,
to welcome you!!!
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 Kompetensi profesional
Kompetensi Kompetensi Kompetensi
Kompetensi Spesialis
Individu Metodik Sosial
Mengumpulkan,
Keterampilan & Inisiatif & menganalisa &
Berkomunikasi
pengetahuan kreatif mengevaluasi
informasi
Mampu menggunakan Orientasi tujuan Kerja kelompok /
Dipercaya
perkakas & peralatan kerja Tim

Mengorganisasikan & Bekerja secara

Motivasi Kerjasama
menangani masalah sistematis

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 Industry visit
by UIN

We are proud,
to welcome you!!!
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 Secretary yang dibutuhkan perusahaan
Theory Reality
The International The secretary
Skill /Kemampuan Association of skill in
Administrative Indorama
Profesionals (2018)
Kemampuan Organizational 87 % 90-95%
Kemampuan komunikasi verbal 81 % 95-100%
Kemampuan team work 78% 80-90%

Kemampuan problem solving 60% 90-100%

Kemampuan strategis & diplomatis 50% 75-90%

Kemampuan korespondensi bisnis 48% 50-60%

Total success!!! 18
Kemampuan analisis 45% 50-60%
 So Let’s begin from yourself!!!
Self Self
analysis determination
Self
Self
preparation
observation
Self planning Self
monitoring
Self learning Self action

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 ✓Public figure
Secretary ✓Good maintain
as Human affairs
Relation ✓Skills maneuver
✓ Understanding
✓Smiling face
✓Sympathized

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 ISO Audit 2019

We are proud,
to welcome you!!!
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 Secretary and Boss
> Understand your boss as
much as possible
> Win your boss’s
confidence as regards to
office work and other
personal secrets.
> Loyal to your boss & do
not gossip him.
> Reconcile or Talk-it-
over
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 Continue slide…
✓ Create peaceful atmosphere /
good mood, by:
✓ Respecting
✓ Avoiding anything that hurts his
feelings
✓ Answering him with due respect,
✓ Never argue with him or
encounter in hot conversation.
✓ Sympathetic and always shows the
boss that you are willing to see
him through his problems.

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Secretary as external Human Relations
- Smiles and politeness
- In answering calls, you should be creative,
imaginative, friendly and ready to assistance
- Visitors to the office should not be made to
wait too long (jangan kelamaan!!!)
- Speak to visitor in a chanting way that would
make them forget the length of time they
have spent waiting (Ajak ngobrol/jangan
dicuekin)
Ministry of Industry visit

We are proud, to welcome you!!!

 The Secretary
&
other Executives
▪ Do not see your boss as the
only person that deserves to
be accorded respect.
▪ Avoid Hatred n envy by
others
▪ Avoid Victimization after
been transferred
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Doa bersama n Pooja di area pabrik
 The Secretary n Her/his Colleagues
Solve Greet
office cheerfully ;
problems Help without
Show 5S
hesitate n
great efforts
cooperative
Speak politely Tolerant,
n calm
Understand sympathetic,
their problems tactful
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Secretary n juniornya

✓Give support
✓Give corrections
✓Build confidence
✓Talk in the right
time
✓Maintain to
discipline
✓Recognize excellent
performance n
achievements

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 Maintaining a suitable Working Environment in
Indorama Polychem Indonesia

Pastikan semua karyawan nyaman dengan :

1. the seating position,
2. the materials,
3. the ventilation,
4. the recreational facilities,
5. the medical facilities, etc.
6. Avoid anything that would create suspicion in the office.

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 Thanks!
Any questions?
Find me at mia@id.Indorama.net
Tetap semangat mencari ilmu,
tetap semangat berbagi ilmu,
ilmu mengajarkan berpikir,
cinta mengajarkan tersenyum
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 Resources :
1. The Institute of Company Secretaries of India : Foundation
Programme English and Business Communication; 2014
2. Organized by Federal Ministry of Finance Abuja & Major
Academy Ltd. The Profession Of A Secretary, Records And
Information Management; 2016.
3. Department of Training and Development PT. Indorama
Polyester Tbk. Human Relations Skills of Secretary; 2017.
4. Organized by Department of Training and Development
PT. Indorama Polychem Indonesia. Productivity
Enhancement For Secretaries; 2019.
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