Executive Administrative Assistant

Introduction:

The Executive Assistant Program is designed to define the roles of top office managers in alignment with international best practices and standards. This course focuses on enhancing the competencies of executive assistants, providing them with the technical support needed for high productivity. Participants will gain insights into various specializations, functions, and responsibilities unique to executive managers.

The program will cover essential topics such as administrative communication, working with leadership and staff, time management, official correspondence, and archiving. Additionally, it addresses performance-related behavior, etiquette, and contemporary ceremonies within an organization.

The course is tailored for current and aspiring executive assistants, senior executive assistants, or administrative professionals seeking to enhance their skills and achieve certification. Participants will develop a comprehensive understanding of the critical role executive assistants play in organizational success.

Objectives:

By the end of the Executive Assistant course, participants will be able to:

• Provide exceptional support to managers and teams.
• Identify personal strengths and areas for improvement.
• Communicate effectively to influence others positively.
• Build confidence in reporting and presenting.
• Set and achieve SMART goals specific to the executive assistant role.
• Prioritize tasks and manage time effectively.

Training Methodology:

• Interactive Workshops
• Case Studies
• Role Plays and Simulations
• Expert Panels and Q&A Sessions
• Group Discussions and Activities
• Self-Assessment and Reflection
• Coaching and Mentoring
• Use of Technology and Software Tools
• Real-World Problem Solving Exercises
• Feedback and Performance Evaluation

Course Outline:

Unit 1: Defining and Developing the Role

• Key partnership between management and executive assistant.
• Responsibilities, corporate meanings, and expanding managerial aspects.
• Developing necessary skills for professional growth.
• Identifying and overcoming obstacles to success.
• Understanding workplace personality types.

Unit 2: Tasks and Responsibilities of the Contemporary Office Manager

• Managing office functions and major administration roles.
• Qualifications and duties of an office manager.
• Understanding hierarchical levels and broader management concepts.
• Scientific principles of administrative communication.
• Handling interactions with superiors and subordinates.
• Planning meetings, scheduling, cataloguing, and archiving systems.
• Data processing, decision-making, and reporting skills.

Unit 3: The Importance of Communication Skills in Office Management

• Concept and types of communication.
• Davis’ Model and Johari Window Model.
• Effective body language and communication skills.
• Herman HBDI scale patterns and perceptual positioning.
• Coping with different human patterns and language competence.
• Persuasion, influence, and practical applications in office management.

Unit 4: Office Management Protocol

• Definition and effective behaviors in office management.
• Protocol handling skills for secretaries and receptionists.
• Influence of body language and first impressions.
• Understanding charisma and psychological criteria for effective management.
• Handling VIP visitors and public relations skills.
• Etiquette and conflict management in the workplace.

Unit 5: Excellence in Office Management Strategies and Arts

• Organizing files and information systems.
• Skills for handling written communication and official correspondence.
• Planning meetings and writing minutes.
• Critical thinking, problem-solving, and decision-making skills.
• Innovative and creative thinking applications.
• Managing conflicts and coping with stress.