The Excellent Administrative Assistant
This workshop was developed for executive assistants, administrative and personal assistants and what used to be called “secretaries” to help them perform better, feel confident and less stressed about doing it, and to be clearer on what their role and its boundaries should be.
The administrative assistant wears many hats: office manager, service provider, conference arranger, filing and budgeting specialist, psychologist and all-round miracle worker. The skills sets required for all this are extensive. This course is designed to introduce and expand these skills, without focusing on such specific technical abilities as computer proficiency or records management.
Duration: 2 Days
Objectives
After this workshop participants will be able to:
- Clarify the role and functions of the modern administrative assistant (AA).
- Find a consistent positive and professional approach even when confronted with others’ negativity.
- Recognize the AA’s place in the organization and in the working team
- Plan, set objectives, measures and priorities.
- Communicate effectively and assertively.
- Accept our power and develop our influence.
- Manage time and stress more effectively.
Methodology
Learning methods include case studies, role plays, small group projects, self-analysis questionnaire, videos, role plays and class discussion.
Outline
- Part I: The Role of the Modern Administrative Assistant
- Core functions of the position
- The positive professional attitude
- Dealing with negativity in the workplace
- Four key concepts for managing the job
- Managing our relationship with our managers
- Organizational components: creating order from chaos
- Handling paperwork and documentation
- Part II: Planning and Objective-Setting
- How to set measurable and realistic work objectives
- Managing changing priorities
- Problem-solving and decision-making
- Part III: Communication Skills for the Admin Assistant
- How to ask effective questions
- Active Listening skills
- Checking perceptions
- Giving feedback (positive and negative)
- Using businesslike language
- Assertive behaviour in dealing with conflict situations
- Saying “No” professionally
- Part IV: Managing Our Power
- Our sources of influence
- How to avoid giving influence away
- Personality types
- Negotiating resolution to issues
- Cultivating our influential presence
- Working as a team
- Part V: Managing Time and Workload
- The first step: knowing our career and personal goals
- Ensuring that our time investment pays off
- Tools for time management: lists, logs and agendas
- Helping others manage their time
- Avoiding procrastination
- Adjusting priorities in time of crisis
- Part VI: Managing Our Stress
- Definition of stress and stressors
- Identifying specific stressors in our lives
- Choosing the best strategies and avoiding negative copers
- Finding ways to stay cool under pressure: the Relaxation Response
- Preventive and prescriptive strategies
- More positive stress management techniques
- Personal Action Plan for Improvement on the Job
- Course Evaluation and Closure