FormatechEdu

Course Outline


The Personal Assistant and Secretarial Master Class

Duration

12 Hours

Language

English

Summary

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

Our workshop will show your participants what it takes to be a successful assistant. Participants will learn what it takes to effectively manage a schedule, organize a meeting, acquire and adapt to their new skills, even learn how to become a successful gatekeeper. Being an Executive or Personal Assistant takes a special skill set and this workshop will provide your participants with the necessary tools.

Target Audience

This course will appeal to a wide range of audiences and is intended for secretaries and Assistants.

Skills Gained

Upon completion of workshop participants will be able to:

  • Work with a manager in a better way
  • Manage meetings efficiently
  • Handle special tasks
  • Organize their work better
  • Become socially intelligent
  • Acquire adaptation skills

Topics Covered

1.       Getting Started

  • Housekeeping Items
  • The Parking Lot
  •  Workshop Objectives
  • Pre-Assignment
  •  Action Plans and Evaluations

2.       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

3.       Administrative Soft Skills

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

4.       Effective Time Management

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

5.       Meeting Management

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

6.       Tools of the Trade (I)

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

7.       Tools of the Trade (II)

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

8.       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

9.       Organizational Skills

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

10.   Confidentiality Guidelines

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

11.   Special Tasks

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

12.   Wrapping Up

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

Methodology

  • Learning Concepts/Presentations
  • Group Activities and Discussions
  • Tips and Tools
  • Individual and Team Exercises
  • Role Plays/Case Studies
  • Educational Videos
  • Action Plan to ensure Application of the Learning