Part 4 Comprehensive Reading
In this part, you will read a longer and more complete article and practice your comprehensive reading skills.
What Does a Business Secretary Do?
Before You Read
Task 6：Previewing Vocabulary
Read each of the target word below. Think about how well you know them and check (√) the appropriate column.
Target Words | (I have）Never seen the word before | Seen the word but am not sure what it means | Seen the word and understand what it means | Used the word, but am not sure if correctly | Used the word confidently in either speaking or writing |
fulfill |
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subordinate |
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harmonious |
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shorthand |
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filing |
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confidential |
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Jack of all trades |
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submit |
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relieve |
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manual |
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retain |
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proficient |
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trustworthy |
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authorize |
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Task 7：Reading This Article
As you read the following selection, think about the answer to this question: How to get along with the boss in workplace? Read the selection. Do not use a dictionary. Then do the exercise that following the reading.
1 Generally speaking, a business secretary plays a very important role in a company. He or she has a lot of duties to fulfill. First, a business secretary is expected to relieve the executive of various administrative details. Second, a business secretary is required to coordinate and maintain effective office procedures and efficient work flow. Third, a business secretary should be able to establish and maintain harmonious working relationships with superiors, co-workers, subordinates, customers or clients, and suppliers.
2 A business secretary also should be able to do a variety of other jobs. To begin with, a business secretary should make appointments for the executive and maintain his or her calendar. A business secretary is expected to arrange business itineraries and coordinate the executive’s travel requirements.
3 Next, a business secretary is expected to take action authorized during the executive’s absence to make sure that matters requiring attention are referred to the right person or handled in a manner so as to minimize the effect of the executive’s absence.
4 A business secretary should be able to take shorthand or longhand notes and transcribe from them or transcribe from machine dictation. He or she should also be able to type materials from longhand or rough copy.
5 In addition, a business secretary is expected to sort, read, and annotate incoming mails and documents and then attach appropriate files to facilitate necessary action.
6 A business secretary is expected to research and abstract information and supporting data in preparation for meetings, work projects and reports. He or she must be able to correlate and edit materials submitted by others in draft format.
7 Also, a business secretary should have the ability to manage the office work well. He or she should be good at maintaining filing and recording management systems and other office flow procedures.
8 Another duty of a business secretary is to make arrangements for the executive and coordinate conferences and meetings. A business secretary may serve as the recorder of minutes with responsibility for transcription and distribution to participants.
9 Finally, a business secretary may be required to maintain an up-to-date procedure manual for the specific duties handled on the job. He or she should perform other duties as assigned or as necessity dictates.
10 In addition to the duties mentioned above, a business secretary should possess the following skills. He or she should have a good command of office skills and be proficient in office software such as Microsoft Outlook, Microsoft Word, Excel and etc. Ever-evolving software applications.
11 In summary, the secretarial position can be described as “the boss’s confidant, office manager, supply and equipment purchasing manager, “Jack of all trades”, and master of office mysteries.” So, he or she must be trustworthy and able to keep a“secret”.
Task 10： Focusing on Vocabulary
A. Choose the correct definition for each word.
| 1. itinerary | A. to make a full written or typewritten copy of dictated material |
| 2. submit | B. a summary of points |
| 3. abstract | C. to present or propose to another for review, consideration, or decision |
| 4. minutes | D. letters written or received |
| 5. retain | E. a small reference book, especially one giving instructions |
| 6. transcribe | F. to put into effect |
| 7. correspondence | G. acting or producing effectively |
| 8. manual | H. to keep sth; to continue to have sth |
| 9. efficient | I. the official record of the proceedings of a meeting |
| 10. fulfill | J. a schedule |
B. Fill in the blanks with the words given below. Change the form where necessary.
annotate minimize authorize relieve supervise proficient itinerary trustworthy harmonious transcribe |
1. Their __________ relationship resulted in part from their similar goals.
2. Under no circumstances will I __________ an extension of this investigation!
3. Shakespeare’s plays are often elaborately __________ to make them easier to understand.
4. Once upon a time, people have to __________ the file, because there is no printer.
5. Financial deepening process in essence is the process of __________ financial constraint.
6. Emphasize differences between groups, but __________ differences between items within a group.
7. Because he was totally __________, his word counted, even if it was painful.
8. We need to hire someone who is sensitive and __________ in new products development.
9. He __________ the records of money earned and spent by the company.
10. I always have my entire __________ planned before going abroad.
Task 11：Focusing on Word Formation
The following roots can be found in the text.
Root | Meaning | Examples |
tain | to hold 拿住 | attain, contain, detain, maintenance |
tract | to draw 拉，拖 | attract, contract, extract, attraction |
fid | to trust, faith相信，信念 | confide, confident, perfidy, perfidious |
A. Read the text carefully, locate the words in Text A that contain one of the above-mentioned roots, and tell the part of speech and the meaning of each word.
Root | Location | Word | Part of speech | Meaning |
tain | Para. 1, Line |
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tract | Para. 6, Line |
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fid | Para. 8, Line |
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Para. 11, Line |
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B. Fill in the blanks with the words given below. Change the form where necessary.
contractmaintenanceattractextractconfidential confident confideattaindetainmaintain |
1. The school pays for heating and the ___________ of the buildings.
2. To teach is to be a friend, ___________, leader, supporter, and motivator.
3. Her fortune is already more than sufficient to ___________ those unscrupulous adventurers.
4. Spaceships must ___________ tremendous speeds to reach these planets in a reasonable time.
5. Language teachers often ___________ examples from grammar books.
6. He had assumed the part of friend, to whom she could ___________ all her home-sick aspirations.
7. He was instructed to inspect the cargo on the ship and ___________ such cargo if necessary.
8. The company has struggled to ___________ its domination in the marketplace.
9. We tried our best to head Henry off the topic, because we knew he’d reveal ___________ information.
10. The firm’s costs must be kept within bounds on this new ___________.
