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Seminar: Administrative Assistants and Executive Secretaries Seminar - 2

To: xfs@xxxxxxxxxxx
Subject: Seminar: Administrative Assistants and Executive Secretaries Seminar - 22nd and 23rd August 2013
From: Marie Ekeno <marie@xxxxxxxxxxxxxxxxx>
Date: Mon, 12 Aug 2013 10:09:35 -0400
Delivered-to: xfs@xxxxxxxxxxx
Maxsmith Group

Performance Oriented
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We would like to take this opportunity to inform you that Maxsmith Group Ltd has organized a seminar on "Administrative Assistants and Executive Secretaries Seminar" on 22th and 23th August 2013 at Sarova Stanley Hotel Nairobi. We would be highly honored if you can spare some time from your busy schedule to attend the seminar. We do look forward to seeing you.

Read more about this seminar from our website / Download pdf and print / continue reading below.....

Administrative Assistants & Executive Secretaries Seminar - 22nd & 23rd August 2013 @ Sarova Stanley, Nairobi, Kenya.

Management assistants and professional secretaries are struggling with an ever-increasing workload, in jobs considered among the most difficult, both in the private and public sectors. This unique workshop has been specifically designed for those competent workers to obtain current knowledge and competencies in the practice of this demanding profession.

Workshop Objectives

The focus is on practical skills, tools and techniques to improve productivity, build a winning team with management and peers, and maximize value to your organization. The specific objectives of this unique experience are to help you:

  • Set and negotiate goals and priorities in partnership with your manager(s);
  • Organize your day and manage your time including deadlines, e-mail, voice mail, meetings, drop-in visitors and time-wasters;
  • Validate where your time actually goes (based on facts not perceptions)
  • Prevent crises, manage conflicts, difficult people and awkward situations assertively using Roger Fisher's method
  • Make your manager(s), peers, teammates and staff (if any) more effective; improve your working relationships; assume more leadership and managerial responsibility without the benefit of authority;
  • Clarify your role, prevent role conflict, and excel in working with peers, multiple managers and demanding clients;
  • Harness the untapped opportunities brought about by the power of new technologies
  • Practice in a friendly atmosphere and seek guidance from the seminar leader
  • Make your job more meaningful, build trust, and take charge of your growth and career plans.


Much of your time during this workshop will be invested to deal with back-office challenges, opportunities, and skills to deliver top performance and build a winning team. We believe learning occurs most readily when quickly applied to real-life situations you care about. Therefore, we want you to do some thinking before the workshop about two interpersonal situations you have a difficulty with on the job, e.g. negotiating priorities with one or more bosses, cutting off conversations, keeping people from disturbing your manager(s), delegating work to others, enforcing deadlines. Who is involved? When does it occur? How do you usually handle the situation?

Why Is This Program Unique?

This workshop is practical in every sense of the word by virtue of several unique features:

  1. You will leave with proven techniques and skills to effectively manage the obstacles facing experienced secretaries and management assistants such as the constant change in priorities and task urgency, the need to meet the expectations of multiple bosses, limited authority, dealing with powerful individuals, scarce resources, coupled with the challenges to balance relentless work demands with personal obligations.
  2. The curriculum integrates a rigorous, thorough and practical approach that goes beyond what others cover in courses of same duration. You will be trained to apply a unique framework derived from the seminar leader's own practice. Originally developed for managers, this framework was found practical and highly relevant to the needs of executive secretaries and administrative assistants who have attended this program.
  3. In summary, this workshop provides you with leading-edge people skills plus tools and techniques to yield high payback to your organization and real worth to its clients, in the shortest possible time.

Seminar Information:

Event Date: August 22th to 23th, 2013
Duration: 2 Days
Time: 8:30AM - 4:30PM
Venue: Sarova Stanley Hotel, Nairobi, Kenya.
Delegation size = 30
Ksh. 36,500 + VAT (Ksh. 5,840) = 42,340 Per Participant / $500 USD
Charges Include: Professionals fees, Learning materials, Meals & Refreshments
Charges do not Include: Accomodation, dinner and travel

◊ Reserve a Spot Now. Limited Slots Available. »

Detailed Course Outline:

1.   Introduction: Working Together

  • Framework and tools
  • Personal assistance
  • Unique resources for admin. assistants & secretaries
  • Managing conflicts & difficult people. 
    An introduction. More later.

2. Taking Charge without the Benefit of Authority

  • Understanding the importance of your position
  • How to get and apply constructive power and get results without the benefit of authority
  • How to use other instruments of influence and control
  • Demonstration and practice
  • Profession executive assistant: A model of success
  • Managing your boss: How to help building a winning team

3.   How to Set Goals and Priorities: Goal Maps

  • How to set personal and business goals: practical tests
  • How to validate your objectives and prevent serious errors
  • Practice exercise on validating business and personal goals
  • How to negotiate and resolve goal conflicts
  • How to set and validate priority: Practical in-basket exercise

4.   Personal Organization - Scheduling Your Day

  • How to assess urgency and set reasonable deadlines
  • Griessman: Know where your time goes
  • How to control your day and focus on high-return tasks
  • How to work in an open-office environment
  • The quiet hour: How to make it happen

5.   How to Reduce Workload and Work Smarter

  • Working smarter not harder
    • Eight ways to secure greater control over your agenda
  • Four bad drivers to watch
  • High-productivity tools for managers and assistants

6.   Face-to-Face Meetings and Conference Calls

  • Video: Meetings Bloody Meetings
  • How to define and communicate the purpose, agenda, and setting (time & location) for a meeting
  • Sequencing agenda items: Going beyond priority and urgency to avoid common pitfalls
  • How to set and communicate the ground rules in advance
  • How to run effective meetings, stimulate a dialogue, remain focused and on target, summarize and record progress and conclusions
  • Managing follow-up issues: who does what? When?
  • Who should be informed?
  • Admiral Rickover tips and Harvard tools for flawless management of meetings

7. How to Improve E-mail & Other Communication Skills

  • How to prevent verbal and written misunderstandings
    • Set of words to avoid; powerful vocabulary to use
  • How to harness the power of e-mail: 26 practical tips
  • Professional telephone and voicemail techniques (supplementary materials)
  • Reading skills: Best practices from high achievers

8.   How to Control Major Time-Wasters

  • How to control drop-in visitors and get your work done
  • How to substantially reduce frequent interruptions by superiors and peers
    • Demonstration and practice
  • How to say "No" without offending anyone?
  • Dealing with other major time-wasters
    • Phone calls, paperwork, equipment and working tools

9. Managing Conflict, Difficult People and Situations

  • Understanding interpersonal-situation dynamics and the different mindsets, motives and fears of difficult people
  • Managing both aggressive and passive people including bosses, coworkers, and others
  • Video demonstration and group discussion on managing people who are passive, resistant or openly hostile
  • How to go beyond symptoms to identify the real sources of conflict
  • From conflicting to cooperative relationships: FIRO-B tips on openness, trust and communication
  • Working with a difficult boss: Skills & practical tips; demonstration

10.   Tools for Rapid Internet Search and 
           Other Profitable Applications for Admin. Assistants

  • Getting prompt results with the best search engines
  • Mining the Web: Live online demonstration
  • New ways to accelerate composition and validate phrases not found in dictionaries
  • Proven practical tips to avoid wasting time online
  • Teamwork: How to use the Invisible Web to improve performance

11.   Leadership & Delegation:
           Preparing for managerial responsibility

  • How to clarify your role with management and coworkers
  • Team Exercise: How to prevent role conflicts between managers, assistants and others
  • Degrees of delegation
  • What and how to delegate work to others
  • Getting your manager to delegate to you
  • The foundations of a winning team (compatibility):
    • How to lever each other strentghs
  • Leadership: Key attributes that will help you lead both in a normal situation and in crisis

12. Building the Foundation for Career Excellence

  • Removing barriers to professional growth
  • Most valuable leadership knowledge (not necessarily diplomas) and skills for leaders and assistants
  • Beyond accuracy and speed: Lessons from ex-secretaries
    • Sarina Russo: A role model from the bottom of the heap
    • Carly Fiorina: From typist to President, Hewlett-Packard
    • Robin Eisenbrei: A trailblazer in an industry mostly run by men
  • Maximizing opportunity and visibility
    • Turning your job into a career step
  • Herb Shepard: Essence of a Proactive Life

13.   Synthesis & Conclusion

  • How to achieve balance and fully enjoy life
  • Best sources for ongoing improvement


© 2013. Maxsmith Group Limited. All Rights Reserved.
Windsor House, University Way, 4th Floor.
P.O Box 399 - 01001, Nairobi, Kenya.
Phone : +254-20-230-8975
Safaricom: +254-718-860-470
Airtel: +254-788-514-041
Email: info@xxxxxxxxxxxxxxxxx
Website: www.maxsmithgroup.com

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