Course Overview

What does it mean to be an executive secretary? As an Executive Secretary, your job often involves assisting management and executives, using a range of organizational and communication skills, and various project management skills to keep the office setting function effortlessly.

Similarly, you will have to handle all the administrative details of meetings, conference and simultaneously prepare meeting documents and note the minutes at meetings for future reviews, schedule appointments, business meetings, organize paper and electronic filings, manage projects, handle telephonic, postal and e-mail correspondence, and handle travel arrangements. Such roles demand a multi-talented skill to become successful in such a job.

Without an executive secretary or a Personal Assistant, organizing, planning, communicating, and helping manage office situations can lead to confusion, disorganization, and chaos.

Secretaries are usually the face of the company and are the first points of contact for visitors entering or visiting the organization. Executive Secretaries must have an outstanding personality and excellent customer service skills.

Mastering modern secretarial skills is imperative to create an efficient and strong office environment that pushes business development. Secretaries must exhibit a high professional image at all times in the workplace. These skills can be learned and require little training and much practice.

This program on Executive Secretarial Training Course offered by Zoe Talent Solutions is designed with today’s Secretarial challenges and needs at the centre of the learning process. With well-researched expertise, the course will inspire you to become the best at your job. This course on Executive Secretarial is exceptionally interactive and practical in nature.

Being a skilled secretary or administrator, requires exceptional office management skills, complete accuracy in filing and management of records, top-class business writing abilities, excellent communication skills, and exceptional interpersonal abilities. This training program will help you cover and upskill yourself will all of these skills required to be today’s successful Executive Secretary.

Course Objectives

By the end of the Executive Secretarial Training Course, participants of this program will be able to:

• Determine the secretary’s role and its importance in the modern offices
• Develop the important secretarial skills required in a modern-day business
• Emit the drive to grow in secretarial practices
• Create a positive impact on the performance of the organization as a whole
• Boost your written and face-to-face communication
• Enhance their interpersonal skills
• Set priorities and manage time efficiently
• Learn to think proactively and positively
• Learn to set up effective filing and records management systems
• Learn to organize and manage petty cash
• Manage stock and stationery supplies
• Handle Stress and learn stress management techniques
• Enhance telephone skills
• Be assertive and build a good rapport with stakeholders

Training Methodology

Zoe Talent Solutions has designed this training program on the Executive Secretarial Training Course for secretaries and administrative assistants who are looking to upskill themselves and learn the modern ways of secretarial functions.

This workshop covers a wide range of topics set to bring in a change from the traditional ways that secretaries function to the modern practices in the corporate world. This course is very practical and interactive as administrators and secretaries from other organizations share their office challenges and processes. A customized program can be arranged to achieve organizational requirements.

At Zoe Talent Solutions, we follow the Do–Review–Learn–Apply Model, to ensure participants can utilize their learnings at their workplaces.

Organisational Benefits

The organizational benefits of employees who take part in this Executive Secretarial Training Course will be as follows:

• Secretaries and Administrators are more focused as they learn to prioritize tasks
• There is an increase in productivity among the departments
• Enhanced confidence among the administrators is noticed, impacting the morale of the team
• Employees are up-to-date with their roles and responsibilities thus offering better output
• Better customer service and vendor service is noticed due to excellent interpersonal skills
• Secretaries and administrators are aligning them to business goals and objectives
• The staff is more matured with better emotions handling capacity
• There is job satisfaction and increased employee retention among the quality staff
• Processes boost in efficiency, resulting in profitability in the business
• Innovation brings an increase in the capacity to adopt new technologies and methods

Personal Benefits

Applicants who enrol in this Executive Secretarial Training Course will benefit in the following ways:

• There is an enhanced sense of self-assurance and self-satisfaction
• Participants turn out to be more objective-positioned in all aspects of life
• Increased assertiveness is reflected
• Enhanced interpersonal skills overflow in daily life
• They tend to have better interpersonal skills
• Individuals have a decreased stress level
• There is an upsurge in self-value and motivation
• Their speech and communication skills are developed
• Individuals manage time more effectively

Who Should Attend?

This program is designed for personnel who perform the tasks within the secretarial or administrative position. This program is for all those who would want to improve their skills for such important administrative positions.

Secretaries, administrative assistants, Personal Assistants, Office Managers, Coordinators, must undertake this training program. Individuals who want to learn new skills in administration, multi-tasking, and interpersonal skills should enrol for this course.

Course Outline

The curse outline and the areas that would be covered during the Executive Secretarial Training Course are as below:

Module 1: Concept of The Secretary

• Role of Secretary in a Modern-day Organization
• Tasks of a secretary/ administrative assistant: New Trends
• Advantages of secretarial Practice and skills
• Effective functioning secretarial Styles
• Attributes of a Successful Secretary
• Awareness of the business environment
• Important skills to qualify as an efficient Secretary
• Challenges of a Secretary at the workplace

Module 2: Organizational Skills

• Organizing Oneself
• Organizing the Office
• Organizing multiple Tasks
• Organizing Meetings
• Organizing Travel Arrangements
• Managing Time and Setting Priorities
• Time Wasters and Time Savers
• SMART Goals

Module 3: Business Communication

• Verbal and written communication skills
• Professional business writing
• Obtaining your objective with the reader
• Expectations of readers
• Active Listening
• Cross-Cultural Communication
• Etiquette of e-mail writing
• Report writing and Proof-reading
• Deliver effective presentations

Module 4: Stress management

• Stress management techniques
• Causes and symptoms
• Identifying your stressors
• How stress affects performance
• Formulating a comprehensive stress management plan
• Understanding the root causes of stress
• Relaxation techniques for keeping the mind and body sharp
• Understand the life cycle of stressful thinking

Module 5: Office Technology

• Office Technology: The next step
• Use of the latest Technology to aid tasks
• Planners, Schedulers, Digital Assistants
• Office ergonomics and set-up
• Desk Management
• Overuse and Abuse of technology
• Amplifying the use of office technology
• Basic Finance and accounting software
• Basic Stock Control And Stationery
• Basic Secretarial Tools and Applications

Module 6: Interpersonal Skills

• Personality Development
• Negotiation Skills
• Time Management
• Business Etiquette
• Body Language
• Human Resource Management Skills
• Problem-solving techniques and Decision Making
• Effective delegation
• Project management techniques for meeting tight deadlines
• Planning methodologies
• Conflict resolution techniques

Module 7: Ethics and professionalism

• Office Ethics: Base Principles
• Confidentiality
• Managing Conflict in the Workplace
• Maintaining Appropriate Professional Image
• Timekeeping And Punctuality
• Saying ‘No’ Constructively And Giving Alternatives
• Urgency And Importance
• Safety & Security
• Policies and Compliance

Module 8: Information Management

• Record Management
• Filling Techniques
• Effective Filing Systems
• Data Management
• Storing and Retrieving Data
• Distribution and Use of Data
• Use of Spreadsheets: Excel
• Digitalization of records
• Automation of Information flow