Executive and Personal Assistants

2 Days

Introduction

Being an Executive or Personal Assistant is a unique position that requires a variety of skills. Whether you are updating schedules, making travel arrangements, taking minutes or creating important documents, all must be done with a high degree of confidentiality. Confidentiality is one of the most important characteristics for every assistant.

Our Executive and Personal Assistants workshop will show you what it takes to be a successful assistant. Participants will learn what it takes to effectively manage a schedule, organise a meeting, and even how to be a successful gatekeeper. Being an Executive or Personal Assistant takes a special skillset and this workshop will provide you with all the necessary tools.

Programme Objectives:

• Adapt to the needs and styles of management
• Communicate through written, verbal, and nonverbal methods
• Improve time management skills
• Manage meetings effectively
• Act as a gatekeeper
• Use the tools of the trade effectively

Method and Approach

This programme will involve the use of slides, handout material, work manual with all instructor notes and slides, examples of best practice, appropriate videos and appropriate video material.

The use of flip-charts, syndicate workshops and reporting back sessions will encourage a fully participative and enjoyable event. Delegates will be encouraged to participate actively in relating previous work experiences.

Who Should Attend

This course will benefit anyone is an administration role such as the following:

• Personal Assistant
• Executive Assistant
• Executive Secretary
• Receptionist
• Administration Assistant
• Office Manager
• Bookkeeping Assistant

Course Content

This two-day course will cover the following subjects:

Module One: Getting Started

• Introduction to the course
• Workshop Objectives
• Pre-Assignment
• Action Plans and Evaluations

Module Two: Working with Your Manager

• Adapting to Their Style
• Anticipate Their Needs
• Getting Your Responsibilities Defined
• When to Take the Initiative
• Case Study
• Module Two: Review Questions

Module Three: Administrative Soft Skills

• Social Intelligence
• Basic Business Acumen
• Office Management
• Active Listening
• Case Study
• Module Three: Review Questions

Module Four: Effective Time Management

• Calendar Management
• Prepare for Changes and Surprises
• Keeping Others On Track
• Urgent/Important Matrix
• Case Study
• Module Four: Review Questions

Module Five: Meeting Management

• Creating An Agenda
• Keeping Minutes
• Keeping the Meeting On Time
• Variations for Large and Small Meetings
• Case Study
• Module Five: Review Questions

Module Six: Tools of the Trade (I)

• Email Protocol
• Office Machinery
• Computer and Software Skills
• Communication Skills
• Case Study
• Module Six: Review Questions

Module Seven: Tools of the Trade (II)

• Phone and Voicemail Etiquette
• Word Processing
• Business Writing
• Internet Research
• Case Study
• Module Seven: Review Questions

Module Eight: Being an Effective Gatekeeper

• Filtering Data and Information
• Learn to Say No
• Dealing With Difficult People
• Recognize the Tricks
• Case Study
• Module Eight: Review Questions

Module Nine: Organisational Skills

• Prioritising Your Workload
• Goal Setting
• Plan for Tomorrow, Today
• Staying on Track
• Case Study
• Module Nine: Review Questions

Module Ten: Confidentiality Guidelines

• Your Confidentially Duty
• Be Diplomatic and Discreet
• Keeping Data Secure
• What To Do in Sticky Situations
• Case Study
• Module Ten: Review Questions

Module Eleven: Special Tasks

• Project Management
• Trade Shows
• Interacting with Clients
• Social Media Management
• Case Study
• Module Eleven: Review Questions

Module Twelve: Wrapping Up

• Words from the Wise
• Lessons Learned
• Completion of Action Plans and Evaluations