Course in Secretarial and Office Management

In today’s fast-paced and demanding administrative environment, modern secretarial work and office management have become essential pillars that support organizational efficiency and continuity. The role of secretaries and administrative professionals has evolved far beyond traditional tasks. It now includes advanced skills in coordination, communication, follow-up, and the use of digital tools to manage office operations with accuracy and professionalism.
The Geneva Institute of Business Administration presents the course "Secretarial and Office Management", designed to equip participants with the practical skills and competencies needed to manage office responsibilities effectively, while contributing to a more organized, productive, and responsive work environment.

Target Group

• Secretaries and administrative assistants looking to enhance their organizational and practical capabilities.

• Office administrators in public and private organizations responsible for coordination and internal follow-up.

• Executive assistants who work closely with directors and require flexible and professional performance.

• New staff in administrative roles seeking a strong foundational understanding of office management.

• Department and unit coordinators managing schedules, reports, and interdepartmental communication.

• Front desk staff and receptionists interacting with visitors and clients in a professional capacity.

Objectives

• Provide participants with a clear understanding of the modern secretary's role in supporting executive functions.

• Develop skills for organizing files, managing calendars, and preparing administrative reports.

• Improve professional communication techniques, both written and verbal, within and outside the organization.

• Enable the efficient use of office tools and technology to complete daily tasks with accuracy.

• Strengthen self-discipline and professional commitment among administrative personnel.

• Enhance time management skills and the ability to prioritize in a fast-moving office setting.

• Build resilience and problem-solving abilities when dealing with daily pressures and sudden changes.

• Foster organizational awareness and attention to detail in task execution and follow-up.

Course Outline

• Concepts of Modern Secretarial Work and Institutional Role

  • Definition, types, and importance of secretarial functions in organizations.

  • Differences between traditional and executive secretarial roles.

  • Core skills required for professional secretarial performance.

  • Understanding the relationship between the secretary and the manager.

• Organizing Files, Records, and Information

  • Principles of classifying and storing paper and electronic documents.

  • Setting up a flexible archiving system for easy retrieval.

  • Managing sensitive documents and maintaining confidentiality.

  • Using digital tools to track and update records.

• Scheduling and Managing Appointments

  • Managing daily, weekly, and monthly calendars efficiently.

  • Using modern scheduling software and digital planners.

  • Coordinating between the manager’s schedule and external parties.

  • Handling sudden changes and rescheduling with efficiency.

• Writing Correspondence and Administrative Reports

  • Drafting official letters using professional formats.

  • Preparing weekly and periodic follow-up reports.

  • Formatting documents and presentations according to company standards.

  • Reviewing and proofreading content before submission.

• Managing Meetings and Preparation Procedures

  • Organizing invitations and confirming attendance.

  • Preparing agendas and related documents in advance.

  • Taking minutes and recording key discussion points.

  • Following up on action items after meetings.

• Effective Communication in the Workplace

  • Active listening and comprehension in a busy office setting.

  • Professional use of telephone and email systems.

  • Engaging with visitors and clients with a positive attitude.

  • Maintaining courtesy and flexibility in challenging situations.

• Using Modern Office Technologies

  • Familiarization with essential Office tools and support programs.

  • High-quality document creation and digital file management.

  • Efficient use of email, calendars, and file sharing platforms.

  • Operating office equipment and communication devices.

• Time and Task Management Skills

  • Setting priorities and allocating time effectively.

  • Managing simultaneous tasks without losing focus.

  • Using daily to-do lists as tools for achievement.

  • Overcoming procrastination and meeting deadlines.

• Professional Appearance and Administrative Behavior

  • Maintaining a neat appearance and office discipline.

  • Appropriate conduct when dealing with various professional levels.

  • Making a strong first impression and handling interactions tactfully.

  • Demonstrating discretion and loyalty in the workplace.

• Work Ethics and Administrative Responsibility

  • Respecting confidentiality and handling sensitive information.

  • Balancing firmness and flexibility when executing duties.

  • Adhering to company policies and internal procedures.

  • Building trust with colleagues and senior management.