Training Course on Executive Secretary & Administrative Assistant Skills

Course Description

To run a business efficiently a lot of effort goes behind the scenes at the office. There are multiple activities that need to be performed simultaneously to ensure coordination, cooperation, supervision, and control. Tasks such as greeting the guests, conducting meetings, scheduling appointments, preparing reports, managing databases, making presentations, and many more complex duties are performed routinely. These duties require the presence of dedication, confidentiality, administrative skills, and multi-tasking elements within the personnel. Companies appoint Executive Secretaries to execute these duties to support the daily functions of a business. The Executive Secretary works with high-ranking officials of the company and can be viewed as a connecting link between the Executive officials, operational level employees, and clients.

The Executive Secretary ensures the smooth sailing of the office functions through advanced organizational and administrative finesse. They usually work for top executives and make certain that executives are equipped with all the necessary information needed to make timely business decisions. Executives are officials entrusted with the enforcement of the most prominent tasks. In such scenarios, executives cannot spare time to perform support activities for these tasks. Thus, to ensure timely enactment of these duties and support functions, Executive Secretaries are appointed. This makes the role of an Executive Secretary very crucial as an incompetent Executive Secretary will disrupt the business and can do more harm than good.

What are the various personality traits that need to be developed? How to integrate organizing and planning skills needed to efficiently manage the executive’s packed calendar? How to research the industry specific information required by the executives to make better decisions? What are the effective ways of handling physical and electronic mail? How to develop and maintain an efficient filing system? How to prepare the agenda and minutes of the meeting? How to ensure coordination between executives and operatives? How to systematically perform routine tasks of making travel arrangements, taking phone calls, planning events, and scheduling appointments? How to maintain a work-life balance while managing time and stress? An Executive Secretary often struggles with these issues while discharging their duties.

They are required to be attentive, sharp, and well presentable always. The role requires focus, attention to detail, the ability to bear and work in pressured situations, and quick thinking for the personnel to be successful. An Executive Secretary is often at the crux of the decision-making process as Executives not only rely on them for performing the support functions but also expect them to provide the right counsel and guidance in matters of importance. More often than not, the Executive Secretary is the first person to enter a meeting room to go over last-minute prep and the last person to exit the meeting room after wrapping up the meeting. This allows them to develop perception and judgment often overlooked by others.

Phoenix Center for Policy, Research and Training has introduced this exclusive course to meet the training needs of an Executive Secretary. The Training Course on Executive Secretary & Administrative Assistant Skills aims to equip the participants with the fortitude needed to excel in the field. The best practices and latest trends of the business have been brought together to be imparted by the experts alongside experiential administrative knowledge.  The course will promote productivity in the office as trained secretaries and administrative assistants will have the capacity to eliminate disorder and disorganization prevalent in the fulfilment of the business functions. This training is a must for any participant looking to sharpen or discover essential office skills.

Course Objectives

Upon the successful completion of this Training Course on Executive Secretary & Administrative Assistant Skills, participants will be able to:

• Understand the entire spectrum of responsibilities that rests upon the Executive Secretary.
• Develop communication and interpersonal skills critical in their roles.
• Refine their personalities to attain the capability of performing well in high pressure situations as well as develop the capacity to become the associating link between the executives and clients.
• Develop and become tech-savvy professionals.

Training Methodology

Phoenix Center for Policy, Research and Training has developed this Training Course on Executive Secretary & Administrative Assistant Skills to be very practical, engaging concepts and the best practices in the industry. The course is designed to be highly collaborative, interactive, challenging and stimulating. It will be an instructor-led training and will be delivered using a balanced combination of lectures, presentations, and practical sessions, to ensure that participants learn end-to-end knowledge of DSS applications. It will also comprise of discussions, web-based tutorials, role plays, Management games, group work and exploration of relevant issues. Our facilitators are seasoned industry experts with years of experience, working as professionals and trainers in these fields. All facilitation and course materials will be offered in English.

Who Should Attend?

This Training Course on Executive Secretary & Administrative Assistant Skills is suitable for, but not limited to Executive Secretaries and Assistants, Office Secretary, Office Manager, Administrative Assistants, Front Office Managers, Entrepreneurs and Start-Up Founders and any other person whose work involves supporting Executives.

COURSE OUTLINE

Module 1: Role of an Executive Secretary in Today’s Modern Office

• Types and duties
• Personal traits
• Required work ethics.
• Recognizing Executive’s needs

Module 2: Communication and Interpersonal Skills

• Telephone skills- handling calls, telephone etiquettes
• Business correspondence- email, letter drafting, memos.
• Body language and appearance
• Teamwork
• Collaboration skills

Module 3: Organizational Skills

• Strategic planning
• Innovative thinking
• Attention to detail.
• Need of confidentiality and professional discretion

Module 4: Problem Solving and Critical Thinking

• Analyzing and evaluating
• Researching Executive’s needs
• Consultant skills

Module 5: Clerical and Administrative Skills

• Handling physical and electronic mail
• Developing filing system and indexing
• Arranging meetings- preparing minutes
• Making travel arrangements
• Basics of banking services- making and accepting payments

Module 6: Office Management

• Office organization
• Record administration
• Acting as a link between executives and other employees
• Work simplification

Module 7: Computer Skills

• Word processing
• Spreadsheets
• Preparing presentations
• Social media

Module 8: Maintaining Work-Life Balance.

• Time management
• Stress management
• Working in pressure situations

Requirements: Participants should be reasonably proficient in English. Applicants must live up to Phoenix Center for Policy, Research and Training admission criteria.

NOTE

1. Discounts: Organizations sponsoring Four Participants will have the 5th attend Free
2. What is catered for by the Course Fees: Fees cater for all requirements for the training – Learning materials, Lunches, Teas, Snacks and Certification. All participants will additionally cater for their travel and accommodation expenses, visa application, insurance, and other personal expenses.
3. Certificate Awarded: Participants are awarded Certificates of Participation at the end of the training.
4. The program content shown here is for guidance purposes only. Our continuous course improvement process may lead to changes in topics and course structure.
5. Approval of Course: Our Programs are NITA Participating organizations can therefore claim reimbursement on fees paid in accordance with NITARules.

How to Book: Simply send an email to the Training Officer on training@phoenixtrainingcenter.com and we will send you a registration form. We advise you to book early to avoid missing a seat for this training.

Or call us on +254720272325 / +254737566961

Payment Options: We provide 3 payment options, choose one for your convenience, and kindly make payments at least 5 days before the Training start date to reserve your seat:

1. Groups of 5 People and Above – Cheque Payments to: Phoenix Center for Policy, Research and Training Limited should be paid in advance, 5 days to the training.
2. Invoice: We can send a bill directly to you or your company.
3. Deposit directly into Bank Account (Account details provided upon request)

Cancellation Policy

1. Payment for all courses includes a registration fee, which is non-refundable, and equals 15% of the total sum of the course fee.
2. Participants may cancel attendance 14 days or more prior to the training commencement date.
3. No refunds will be made 14 days or less before the training commencement date. However, participants who are unable to attend may opt to attend a similar training course at a later date or send a substitute participant provided the participation criteria have been met.

Tailor Made Courses

This training course can also be customized for your institution upon request for a minimum of 5 participants. You can have it conducted at our Training Centre or at a convenient location.

For further inquiries, please contact us on Tel: +254720272325 / +254737566961 or Email training@phoenixtrainingcenter.com

Accommodation: Accommodation is arranged upon request and at extra cost. For reservations contact the Training Officer on Email: training@phoenixtrainingcenter.com or on Tel: +254720272325 / +254737566961