As a modern-day secretary/ personal assistant/ administrator, you will have to take on a wide range of duties and responsibilities. Gone are the days whereby secretaries are traditionally seen as ‘note takers’. The role of secretary has been evolved over the years and no longer confined to general tasks. To learn modern secretarial and administrator skills for today’s business world, attending a secretarial course may help to upgrade your position to a Super Secretary or Power Administrator.
Whether you are the secretary/ personal assistant/ administrator for one person or an entire office, you will need to be able to provide efficient administrative support under minimal supervision. Ask almost any senior executive about their secretary/ personal assistant/ administrator, and most would say they wouldn’t be able to live without him or her.
One minute you’re making sure your boss is prepared for his meeting, assist in planning meetings, do research and draft presentations and the next you’re sorting through all the never-ending email and fielding phone calls. You may also be involved in public relations and the decision-making process. Given that broad job description, one of the most valuable assets a secretary or business support professional can have is the ability to think on your feet.
As a secretary/ administrator, it’s important to understand everything that’s expected from you in the role, seek out opportunities to go above and beyond and continuously upskill with the modern secretarial course, keeping up with new software and technology, honing organizational skills, and increasing overall knowledge related to the industry that you are in.
In this article, we will share with you the 5 key skills that you need to master if you want to become a super secretary/ personal assistant/ administrator. The 5 key skills which formed the acronym POWER© are developed by Ms. Maxine Teo as a toolkit to supercharge PAs and administrators.
1. People Skills
As a professional secretary/ personal assistant/ administrator, you need to know how to effectively manage interpersonal relationships. People skills are an essential part of work, life, and social success. When you have strong people skills, you are better able to manage your boss, pitch your ideas, communicate effectively, and influence others positively.
Individuals with strong people skills can predict behaviour, relate to others, and socialize easily. You will learn the top 4 people skills to turn you into a Super Secretary and Power Administrator in this secretarial course, be equipped with the positive words to use and trigger words to avoid; and adapt your communication style to be more productive and effective.
2. Organizational Skills
Organizational Skills is the ability to use your time, energy, resources, etc. efficiently so that you achieve the things you want to achieve. You need to be aware of your strengths and weaknesses in organizing things and know how to use technology to speed things up.
Since most of your work will be done on a computer, knowledge of software such as Microsoft Office Suite, Outlook, Adobe Programs, and typing skills is required. A bonus would be knowing about other software that helps with the job day-to-day.
Good computer skills will help you to perform your daily tasks quickly and more efficiently. Advanced computer skills may also count in your favor when it comes to applying for a job.
Related: The Almighty Microsoft Excel
3. Writing Skills
Secretaries/ personal assistants/ administrators are often asked to take minutes at meetings — so if you want to become a professional secretary, you need to make sure that you are comfortable with taking accurate notes, either by making use of shorthand or by transcribing audio recordings.
In addition, you are also required to draft proposals, reports, and emails. Therefore, a good business writing skill is mandatory if you want to be a successful secretary/ personal assistant/ administrator to get your point across with the written words.
As a modern secretary, learn how to write in modern English with PLAN format introduced in the secretarial course. You will not only learn modern writing but also tips on minutes taking with various phrases and words to make your minutes more interesting and concise.
Watch the following webinar by Ms. Maxine Teo on the tips and tricks to enhance your writing skills:
4. Efficiency Tools
Working on several projects means a lot of multi-tasking. This requires the ability to manage your own time and ensure that you can deliver on timelines. Efficiency is to know how to better manage yourself to manage time using time management tools.
Good time management skills will help you to plan your tasks and activities in such a way that you can meet your deadlines while still maintaining a high level of productivity. You will be introduced the rule of 3 and the T-box concept and the way to implement it to boost your efficiency at work in this modern secretarial course.
Work isn’t always a bed of roses. Especially when you’re in one of the world’s toughest job. There will be challenging times when you think that things are beyond your control.
Emotional resilience is one’s ability to cope and adapt to these stressful situations and difficulties. In the modern business world where organizations go through rapid changes, emotional resilience is a huge asset for individuals.
In the one-day power-packed secretarial course, you will learn the 3 stages of problem-solving and learn how to better overcome challenges at work. You will also be equipped with 4 simple yet practical tips on how to enhance your resilience with the bonus tips on positive words of affirmation.
Secretarial and business support work is demanding and requires someone who can wear multiple hats and multitask well. A good secretary/ personal assistant/ administrator has a variety of qualities – both hard and soft skills that help them succeed in a role. These qualities can be learned and developed with a little bit of dedication. Aventis 1-day power-packed secretarial course will equip you with the latest expertise you need to excel in your role as a super administrative executive, PA, or secretary.