Executive Secretary and Office Management

Introduction

The Executive Secretary and Office Management program presents the roles of top office managers by showcasing best practices and international methodologies. This training aims to enhance the skills of executive secretaries and office managers, equipping them with the technical know-how necessary for high productivity and effective performance.

Objectives

Upon successful completion of the Executive Secretary and Office Management course, participants will be able to:

• Provide effective support to managers and teams.
• Increase self-awareness and appreciation.
• Influence change through effective communication.
• Gain confidence in writing reports and delivering presentations.
• Understand and achieve personal and professional targets.
• Prioritize tasks and manage time to maintain productivity.

Training Methodology:

• Interactive Seminars
• Business Cases
• Simulations and Role Plays
• Small Group Discussions
• Self-Assessment and Reflection
• Mentoring and Coaching
• Use of Technology in Training
• Real-World Problem-Based Learning Techniques
• Evaluation, Feedback, and Assessment

Course Outline:

Unit 1: The Modern Concepts of Office Management

• Definitions and differences between office management and work coordination
• Modern notions of the secretarial profession and archives
• Importance of effective office management in administrative work
• Types of office management and globalized office functions
• Embracing contemporary methods in office management and archives

Unit 2: Tasks and Responsibilities of the Contemporary Office Director

• Functional and operational roles of office managers
• Secretarial functions and skills required
• Traits of effective executive assistants and evolving role expectations
• Principles of scientific administrative communication
• Dealing with superiors and subordinates
• Planning meetings, business timetabling, and cataloguing systems
• Decision-making information systems and reporting skills
• Managing staff relations and organizational units

Unit 3: Office Management Protocol

• Concept of protocol and key aspects of effective behavior
• Secretarial skills in protocol issues
• Creating a positive first impression and understanding body language
• Psychological characteristics of successful office managers
• Handling VIP protocol and public interactions
• Skills for dealing with complaints and ensuring harmony

Unit 4: The Importance of Communication Skills in Office Management

• Types and models of communication (Davis’ Model, JOHARI Window)
• Effective non-verbal language and perceptual positioning techniques
• Skills for managing different human patterns and persuasion techniques
• Practical application of effective communication in office management

Unit 5: Excellence in Office Management Strategies and Arts

• Techniques for official correspondence (memos, reports)
• Art of report writing and organizing meetings
• Writing and managing meeting minutes
• Higher thinking skills for office management
• Problem-solving, decision-making, and creative thinking
• Conflict management, stress control, and practical applications of higher thinking skills