Okay, here is the translation following your instructions: Executive Secretarial English

Author: Yvonne Hoban
Translator: Han Minhong / Yang Xiaohong
Publisher:
Publish Date: 1999-02-01
Features: "English for the Secretary" is designed for public relations secretaries and other office personnel working in English-speaking environments. The book covers all aspects of secretarial work: filing, handling mail, phone calls, arranging meetings and travel, using office equipment, and writing various official letters. It is believed that this book will be helpful to your secretarial career. The book is divided into 11 lessons, each including the following sections:
Vocabulary – Explanations, definitions, and example sentences for new words in the reading material. These words are frequently used in offices but rarely taught in English language courses.
Vocabulary Exercises – Designed to help master the vocabulary learned in the previous section.
Word Study – This section provides synonyms of the new words from the vocabulary section, expanding the vocabulary range. Corresponding exercises are also provided to ensure learners master these words.
Reading – This section appears in the form of dialogues or narratives. Dialogues help readers familiarize themselves with common conversational forms, while narrative paragraphs introduce office work procedures. A series of comprehension and expansion exercises are designed to give readers ample opportunity to practice.
Structure – Aims to help readers review grammar points and writing rules, such as punctuation, line breaks, capitalization, phrasal verbs, and irregular verbs.
Review – Writing or speaking exercises designed in conjunction with the text content.
Segment: Greeting Callers / Receiving Visitors
VOCABULARY
to arrange – to plan, to prepare for – arrange, prepare, plan
If you care to wait, I can arrange an appointment for you later today.
If you care to wait, I can arrange an appointment for you later today.
at the moment – at the present time, now – at the moment, at the present time, now
At the moment Mrs. Black is free and can see you.
caller – a person who visits or calls – a person who visits or calls
All callers must go to the reception desk first.
to discuss – to talk about, to talk over – discuss, talk about, talk over
Let’s have lunch first, and then we can discuss business later.
to greet – to welcome, to say hello to – greet, welcome, say hello to
One of the secretary's duties is greeting callers.
regarding – about, in regard to, concerning – about, in regard to, concerning
The visitor wants to see the secretary regarding an appointment.
satisfactory – alright, agreeable – satisfactory, alright, agreeable
I am in agreement with your decision. It is satisfactory.
Exercises
A. Fill in the blanks with the appropriate words as shown in the examples.
The caller agrees that an appointment for 10:30 is ______.
The caller agrees that an appointment for 10:30 is satisfactory.
1. The appointment concerns a personal matter. I wish to see Mr. Grey ______ my account.
2. We can ______ your business now or we can talk about it later.
3. There are three ______ waiting in the reception area.
4. The manager expects to be busy later, but she is not doing anything ______.
5. The salespeople always feel welcome at the office because the secretary enjoys ______ callers.
6. Can you ______ to be here by 12 noon or do you want to plan for 12:30?
B. Answer the following questions using the words, phrases, or sentences in parentheses as shown in the examples.
Why does the manager want to see Mrs. Jones? (regarding the new account)
The manager wants to see Mrs. Jones regarding the new account.
1. How does the sales manager find the arrangements? (satisfactory)
2. Who makes an appointment for tomorrow morning? (The caller)
3. Why does she arrange the meeting? (to discuss office procedures)
4. Are you free to come to the phone now? (Yes, at the moment)
5. What is one of the receptionist's jobs? (to greet visitors)
WORD STUDY
1. to arrange – arrangement – a plan or preparation
I make all the travel arrangements.
2. caller – to call on – to visit someone
I am going to pay a call on the accountant.
to call up – to telephone
Call up the office as soon as you arrive.
to call in – to ask to come in
Please call in Mr. White. I can see him now.
to call for – to go get someone
I will call for you at eight so we can have dinner together.
3. to discuss – discussion – an informal talk
We are going to have a discussion on office procedures.
4. to greet – greeting – an expression of welcome
My greeting to the customers at the door is friendly and informal.
5. regarding – regardless – in spite of
Regardless of the bad weather, we can be there on time.
6. satisfactory – to satisfy – to please
This new billing system will satisfy the customers.
satisfaction – contentment, state of being pleased
When I sell a big order, I feel great satisfaction.
unsatisfactory – not satisfactory
An appointment at 9 is unsatisfactory. I prefer to meet at 10.
Exercise
Choose the appropriate word to complete each sentence from the given words.
appointment, call on, satisfactory, arrangement, call for, satisfaction, greet, regardless, call in, regarding, greeting
1. In dealing with customers, we try to give complete ______.
2. I will come to your house and ______ you at seven. Please be ready to leave.
3. She always gives me a pleasant ______ when I arrive.
4. A good secretary tries to finish the work, ______ of how late it gets.
5. The employer ______ the secretary for dictation.
6. When I am in the city next time, I am going to ______ you.
7. Please make the necessary ______ for an appointment.
8. I must see Mrs. Franklin ______ the billing system.
9. We are pleased with the arrangement. It is very ______.
10. There is someone in the office. Does he have an ______?
READING
ISecretary
Good morning. May I help you?
Caller
My name is John Gray. I'm with the A.B.C. Company. I would like to see Mr. Nelson.
Secretary
Unfortunately, he's busy at the moment. Would you be good enough to tell me what you wish to see him about?
Caller
I wish to discuss a new order with him.
Secretary
I'm sorry. I can't arrange an appointment now. If you'll give me your telephone number, I can call you up to arrange an appointment. I know Mr. Nelson will be glad to see you.
IISecretary
Good morning. I'm Mrs. Black's secretary. She's not in the office at the present time. May I do anything for you?
Caller
My name is John Gray. I'm with the A.B.C. Company. Here is my card. I would like to see Mrs. Black regarding our latest order.
Secretary
Mrs. Black is busy today, but I can give you an appointment for tomorrow at 10 A.M. Will that be satisfactory?
Caller
Yes, thank you.
Exercises
A. Answer the following questions based on Dialogue I.
1. What does Mr. Gray want?
2. Who does Mr. Gray work for?
3. Can Mr. Nelson see Mr. Gray? Why or why not?
4. What does Mr. Gray want to discuss?
5. Will the secretary call to arrange an appointment?
B. Answer the following questions based on Dialogue II.
1. Is Mrs. Black busy at the moment?
2. What does Mr. Gray give to the secretary?
3. What does Mr. Gray want to see Mrs. Black about?
4. Does Mr. Gray have an appointment?
5. Is an appointment at 10 A.M. tomorrow satisfactory to Mr. Gray?
C. Choose the word, phrase, or sentence in parentheses to replace the italicized part of the sentence.
The secretary can arrange an appointment. (plan/give you/discuss)
The secretary can plan an appointment.
The secretary can give you an appointment.
The secretary can discuss an appointment.
1. Mr. Nelson is busy at the moment. (out/in/occupied)
2. I want to see Mrs. Black. (wish/would like/desire)
3. The arrangements are satisfactory. (agreeable/unsatisfactory/complete)
4. Good morning. May I help you? (May I do anything for you?/What can I do for you?/Can I be of any help to you?)
5. He is glad to see you. (pleased/happy/too busy)
6. Would you be good enough to wait? (Please/Would you be good enough to/Can you)
7. The secretary greets the callers. (receives/sees/brings in)
8. The sales representative is busy now. (at the moment/at present/at the present time)
9. I want to see the office manager regarding my order. (concerning/about/in regard to)
10. Please make an appointment. (setup/arrange/plan)
11. We never discuss business at lunch. (talk over/talk about/deal with)
12. I plan to call on Mr. Nelson today. (call up/visit/see)
REVIEW
A visitor comes to the office without an appointment. Prepare a dialogue showing how the secretary solves this problem.