Executive Secretaries and Personal Assistants Course

Duration: 1 day

Introduction

Impress Your Boss – Be an exceptional executive and/or personal assistants.

Course Outline

• The tasks and responsibilities of an executive assistant are unique to each manager, each situation.
• Executive assistants sometimes need to have four arms, eyes in the back of their heads and the patience of Job. They need to be incredibly efficient and ready to adapt to situations that could change any second.
• We will begin by defining the responsibilities of an assistant, such as keeping a calendar, how to remind your manager of clients and meetings, effective communication with your manager and extra training you might need in specific circumstances.
• Excellent administrative skills and office management are essential
• We will will teach various soft skills course and the business acumen.
• The second talent an assistant has is effective time management. We will teach participants how to be prepared for changes in schedules, how to keep others on track and the urgent/important matrix which is a must know skill for every assistant.TIP: An assistant is also an office manager. The skills you need are: Being able to plan ahead and making sure your manager’s plans are executed. Scheduling: This is your domain, you need to communicate the correct schedule to the correct people in a time effective way.
• Organisation: This includes paperwork, financial papers and travel papers. Order in the office which includes making sure you and your manager have all the supplies you need on time.
• Meetings will be an important part of your job, we will teach participants how to set an agenda for a meeting, how to take minutes, and the differences between small and large meetings.
• The bulk of the workshop concentrates on giving participants the tools they will need, focusing on areas such as email protocol, office machinery, computer and software skills, communication skills, phone and voicemail etiquette, word processing, business writing and internet research.
• Another gift talented assistants have is being an efficient gate-keeper for their manager. We will increase the aptitude participants already have and teach them how to be even more effective. We round off the workshop by touching on organizational skills, confidentiality and lastly how to tackle special tasks such as project management.

BOTI’s Program Outline

Component 1: Starting Out
• Housekeeping matters and administration
• The Parking Area
• program Objectives
• Pre-Assignment
• activity Plans as well as Evaluations

Component 2: Working with Your Manager
• Adapting to their particular Style
• Anticipate their particular Needs
• Getting Your Responsibilities Defined
• When to Take the Initiative
• Training Example
• Component 2: Assessment Queries

Component 3: Administrative Soft abilities
• Social Intelligence
• Basic Business Acumen
• Office Management
• Active Listening
• Training Example
• Component 3: Assessment Queries

Component 4: Effective Time Management
• Calendar Management
• Prepare for Changes as well as Surprises
• Keeping Others on course
• Urgent/essential Matrix
• Training Example
• Component 4: Assessment Queries

Component 5: Meeting Management
• Creating An Agenda
• Keeping Minutes
• Keeping the Meeting On Time
• Variations for Large as well as Small Meetings
• Training Example
• Component 5: Assessment Queries

Component 6: Tools of the Trade (I)
• Email Protocol
• Office Machinery
• Computer as well as Software abilities
• Communication abilities
• Training Example
• Component 6: Assessment Queries

Component 7: Tools of the Trade (II)
• Phone as well as Voicemail Etiquette
• Word Processing
• Business Writing
• Internet Research
• Training Example
• Component 7: Assessment Queries

Component 8: Being an Effective Gatekeeper
• Filtering Data as well as Information
• Learn to Say No
• Working With Challenging individuals
• understand the Tricks
• Training Example
• Component 8: Assessment Queries

Component 9: Organizational abilities
• Prioritizing Your Workload
• Setting Objectives
• Plan for Tomorrow, Today
• Staying on course
• Training Example
• Component 9: Assessment Queries

Component 10: Confidentiality Guidelines
• Your Confidentially Duty
• Be Diplomatic as well as Discreet
• Keeping Data Secure
• Exactly What to-do in Sticky Circumstances
• Training Example
• Component 10: Assessment Queries

Component 11: Special Tasks
• Project Management
• Trade Shows
• Interacting with Clients
• Social Media Management
• Training Example
Concluding• Component 11: Assessment Queries

Component 12: Concluding
• Wise Men’s words
• Assessment of Parking Area
• Key Learnings
• Evaluations as well as Completion Of activity Plans

Who should attend this course? 

This course is intended for receptionists and PA’s