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The Executive Secretary - Excellence Programme This programme aims to provideparticipants with detailed information on how to prepare for and handle their duties successfullyand a toolkit of skills and techniques for managing the demands of their role, including timemanagement. It also aims to build confidence of participants and encourage a practical approachto their job.

Learning Objectives

This programme is for you if you wish to:

Better understand your organisation and the business environment in which it operatesRecognise your professional role as part of the team and develop strategies for enhancing yourservice provisionIdentify and develop the skills, knowledge and attitude of a top of the range executive secretaryCreate meaningful relationships with your colleagues at all levelsDevelop strategies for planning and organising work, including effective techniques for creatingletters memo s and emails that influence others

Adopt a systematic approach to decision making and problem solving and utilise the internet toenrich your decisions

Assess their own interpersonal skills in order to communicate more effectively at all levels, bothface to face and on the telephonePrepare an action plan to implement on return to work

Method & ApproachA fast paced energetic workshop that utilises group work and coaching to best effect

NoteThis course can be combined with the meeting skills workshop or the time managementworkshop to provide day 3 content

Course Content

Day OneThe Role of the SecretaryUnderstanding the structure of organisations and the business environment in which you operateThe management function and the secretary s role within itThe importance of clear role interpretation - understanding and responding to each other's needsThe Role of the ManagerThe 'typical' management roleModel of managementDeepen your understanding of your manager s challengesSetting a solid foundation in the partnershipManaging more than one boss and adapting to their preferencesThe non-communicative manager

Dealing with difficult personalitiesManaging stressful situations How to stay calmMaking a decision Does your boss permit you to take initiative?Taking Greater Control and ResponsibilityIncreasing your influence and others confidence in youSolving problems effectively in your manager s absenceBeing proactive and staying one step ahead of those you supportBroadening the scope of your role and taking greater responsibilityDay TwoCommunication Skills

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Questioning and listening to get to meaning in messages quicklyPositive projection. Managing body languageWhat is assertive behaviour You can develop it!Manager / Secretary communications Adapting your styleTeam working skills for enhanced performanceGeneral Paperwork and Diary ManagementShort and long term planningSetting priorities and objectives

Adopting a systematic approach to work methodsThe Role of Information Technology in the Office Setting

Day Three Option 1 (Time Management) Day Three Option 2 (Meeting Skills)The cost of poor time management on you, on others, on the companyHow to recognise Time stealers in your daily workHow to deal with Time stealersUnderstanding your own habits which result in lost timeWays of breaking your bad time management habitsThe real meaning of the word PriorityHow to differentiate between Important and UrgentHow to prioritise your work according to the Company s key performance indicators.

Set your objective activityHow to create and monitor an effective Time Budget

Day Three Option 2 (Meeting Skills)the seven step process to make meeting workWhat are the goals or objectives for the meetingIs a meeting the best way to accomplish them?What specific issues need to be addressed (the agenda items)?What information needs to be gathered before the meeting?How should this information be gathered, and by whom?How should the information be prepared and compiled for the meeting?Who should attend the meeting?

Does everyone need to attend the entire meeting?How should the agenda be ordered to ensure everyone s time is used effectively?What briefing materials should be sent to the participants before the meeting?What room arrangements and other preparations are necessary?

Audi-visual equipmentComputer supportTables, chairs (numbers and configurations)

Arrangements for messagesPlanning questionsTaking minutes and closingEvaluating the meeting

Core Competencies:

1. Team work: Experience and ability to establish and maintain effective working

relations with people of different national and cultural backgrounds; Proven record inworking collaboratively with colleagues to achieve organizational goals; Strong

interpersonal skills demonstrated by the ability to lead and gain the assistance and

cooperation of others in a team endeavor; Ability to build trust through operating withtransparency and creating an open and positive environment. 2 Planning and

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organization: Proven excellent organizational and planning skills; Ability to identify

priority activities and assignments and make necessary adjustments as required; Foresee

risks and allow for contingencies when planning; and ensure timely delivery of results. 3.Leadership: Managerial and leadership skills; Ability to collaborate with others to

achieve results; Experience in building and managing teams and creating an enabling

environment; Proven ability to transfer knowledge to senior officials and staff at alllevels; Ability to establish and maintain relationships with a broad range of people to

understand needs and gain support; Proactive approach in developing strategies to

accomplish the objectives of the Executive Secretary, SCBD and UNEP as a whole. 4.Judgement/decision making: Proven ability to provide strategic direction, to plan and

establish priorities, and to ensure an effective work structure to maximize productivity

and achieve goals.

Objectives

Upon completion of the course, participants will be able to:

Manage their managers successfully;

Improve their professional relationships and networks

Communicate effectively verbally and in writing

Increase their contribution to their executive team

Implement better personal management skills

Set objectives; prioritize tasks, problem solve and delegate successfully

Implement effective office systems, arrange travel and coordinate meetings

Deliver the highest quality work to even the most demanding boss

Course Outline

Time Management

Goal setting and prioritizing tasks

How to manage the time of others

Key Steps to Problem Solving

Delegating professionally

How to Say No Constructively

Handling interruptions with decorum

Communication

Communicating confidently with people at all levels

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Giving and receiving instructions

Telephone etiquette and screening callers

Business document writing and document presentation

Systems and procedures

Developing an effective filing system

Reviewing, revising and implementing improved procedures

Project management

How to take on greater responsibility and achieve more

Managing Meetings

Organizing meetings

Preparing and managing meeting agendas

Taking accurate minutes

Handling board room politics with diplomacy

Events & Travel Management

Making travel and hotel bookings

Dealing with international barriers

Arranging conferences and functions

PR and protocols

Professional Development

The essential characteristics of an exceptional Executive PA

Creating a professional image

Improving your credibility

Building confidence and developing self esteem

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DurationTwo (2) days

Course LocationCourses will be conducted atOxygen Training Centre Block #12, Office G08

Knowledge Village.

Who Should Attend

This program is ideal for anyone who is already working as a PA, aspiring to become one,or wanting to take a step upwards and achieve success in their career at a more executivelevel. (NOTE: Typing skills and administrative fundamentals are assumed and not includedin this course

A good PA is one of the most valuable business assets an executive

manager can have. A perfect PA is irreplaceable.

The role of a Personal Assistant (PA) today is diverse, multi-faceted, complicated,demanding and challenging. Often it is an executive role providing high level keyadministrative support in a busy corporate office.

The bygone days of simply taking dictation, typing letters and announcing calls arelong gone. Todays career minded PA needs to be highly skilled, versatile, tactful,

organized, pro-active, professional and above all, be able to think on their feet at amoments notice. Exceptional organizational skills are essential as is impeccable

presentation, diplomacy, perception and an unparalleled ability to communicateeffectively and productively with people at all levels.

Program Overview

A good PA makes an enormous contribution to any organizations effectiveness and requires numerous

professional skills to be successful. This 2 Day program The Perfect PA covers the key aspects of thePA role and helps participants develop the personal attributes and abilities for success. It focuses on skillsenhancement, building confidence, improving interpersonal interaction, time management, self motivationand self development.

We touch on the demands, motives and problems of the modern company executive and demonstrate howPAs can pro-actively expand and improve their contribution to their managers and become a morevaluable member of the executive team.

This is a valuable educational experience for all PAs, and it is delivered in a relaxed and friendlyatmosphere. It is designed to build confidence and will show participants that they are more than capableof delivering all the expectations of their role.