Surviving the storm: growing up to become a bilingual executive secretary

UNIVERSIDADE FEDERAL DE SANTA CATARINA
CENTRO DE COMUNICAÇÃO E EXPRESSÃO
DEPARTAMENTO DE LÍNGUA E LITERATURA ESTRANGEIRAS
LETRAS – SECRETARIADO EXECUTIVO BILÍNGUE

SURVIVING THE STORM: GROWING UP TO BECOME A BILINGUAL EXECUTIVE SECRETARY

TRAINING REPORT

by

PAUL DE PONTBRIAND VIEIRA

UFSC ADVISOR: Profa. Adriana Kuerten Dellagnelo
UFSC ASSOCIATE ADVISOR: Profa. Dra. Rosana Denise Koerich
UFSC SUPERVISOR: Profa. Susana Maria Fontes
OFFICE SUPERVISOR: Prof. Dr. Nivaldo Cabral Kuhnen

Florianópolis, February 2007

“LIFE IS ALL ABOUT LEARNING.”

SATISH KUMAR

TABLE OF CONTENTS

1. INTRODUCTION…………………………............................................................... 1
2. THE INTERNATIONAL AFFAIRS OFFICE – ESAI…….................................... 2
3. INTERNSHIP ACTIVITIES.………………………….…………….…..…………. 3
3.1 THE STUDENT MOBILITY PROGRAM….…….…………...………..……….. 3
3.1.1. Steps…………..………………………………...…………………..…...… 4
3.1.2. Results of the Student Mobility Program………………………….………. 7
3.1.3. Observations…………..………………………………………...….……… 9
3.2. SECRETARIAL AND ADMINISTRATIVE FUNCTIONS…………..…..……. 10
3.2.1. Making and answering telephone calls……………………………............. 10
3.2.2. Assisting the general public…………..………………………………....… 11
3.2.3. Enrolling and selecting students for the Exchange Program.............…..….. 11
3.2.4. Writing and answering e-mails...........……………………………..…..…... 12
3.2.5. Assisting the Executive Secretary and Administrative Assistant….…..…... 13
3.2.6. Documents and their administrative functions………………….........….… 13
3.2.6.1. Organizing and controlling the documentation........…………….. 14
3.2.7. Preparing and writing formal letters.…………………………….………… 15
3.2.8. Translating documents…………………………………………………….. 16 3.2.9. Using the University Post Office……...………………………………..…. 16
3.2.10.