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Certified Administrative Officer.PREVIEW.pdf

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GAFM ACADEMY
GAFM ACADEMY

The Certified Administrative Officer ™ (CAO) is a professional certification for office administrators or individuals with skills and experience in office administrative functions. Earning the designation demonstrates that you have experience in office administration including events coordination, time management, resource management, MS Office applications, and business communication. It forms the basis of the assessment that applicants must pass to gain the Certified Administrative Officer status and inclusion in the Register of The GAFM Global Academy of Finance and Management ® Directory of Certified Professionals. Visit: http://tinyurl.com/yyr3f9ty

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Certified Administrative Officer.PREVIEW.pdf
Certified Administrative Officer
129 pages INTRODUCTION CHAPTER 1 : OFFICE ADMINISTRATION CHAPTER 2 : EVENTS COORDINATION CHAPTER 3 : RESOURCE MANAGEMENT CHAPTER 4 : BUSINESS COMMUNICATION CHAPTER 5 : INTERPERSONAL SKILLS CHAPTER 6 : TIME MANAGEMENT CHAPTER 7 : MICROSOFT OFFICE APPLICATIONS CHAPTER 8 : ORGANIZATIONAL LEADERSHIP CHAPTER 9 : WRITTEN COMMUNICATION CHAPTER 10 : PRESENTATION AUTHOR BIOGRAPHY
Copyright © 2020 Zulk Shamsuddin, PhD / GAFM ACADEMY All rights reserved. ISBN: 978-1-304-74102-8
INTRODUCTION The Certified Administrative Officer ™ (CAO) is a professional certification for office administrators or individuals with skills and experience in office administrative functions. Earning the designation demonstrates that you have experience in office administration including events coordination, time management, resource management, MS Office applications, and business communication. It forms the basis of the assessment that applicants must pass to gain the Certified Administrative Officer status and inclusion in the Register of The GAFM Global Academy of Finance and Management ® Directory of Certified Professionals. Stand out above the rest with the accredited Certified Administrative Officer certification and get noticed by top recruiters.
Benefits of Becoming a Certified Administrative Officer • Personal recognition from C-level management • Enhanced your CV to stand out in the job market, and get noticed by top recruiters. • A framework for the development of your career. • International recognition. • Assurance for clients of high standards and ethical practice. • Use of the post-nominal CAO or Certified Administrative Officer ™ Introduce yourself with this exclusive certification card during networking, business events, conference, anywhere. Membership has its privileges. Office Administrator Office Administrators typically report to senior-level staff members, like the Chief Executive of Operations or other executive team members. These employees will often assign them their daily tasks and will answer any complex organizational questions the Office Administrator may have for them. They’ll also receive any constructive criticisms or important feedback from the leadership team as well. Office Administrators usually complete clerical tasks in any industry they work in. Some of them may also complete tasks related to their specific industry. This usually means they’re expected to have advanced knowledge in that specific industry in order to provide valuable assistance to team members and to provide helpful answers to clients’ questions. Office Administrators who work in a typical business environment should understand how an office functions to keep it running smoothly. Those who work in a government setting must have knowledge of the public service sector to provide valuable input on certain government documents they’re provided. Administrative Assistants who work in a clinical setting should have basic medical knowledge to better answer patients’ common questions. What makes a good Office Administrator? A great Office Administrator should have strong organizational skills to track, manage and store client information and other important company details. It’s also important for them to have great task management skills to effectively prioritize the many responsibilities they must complete each day. Strong candidates should also have impressive verbal and written communication skills to greet clients, interact with staff members, proofread certain documents and type up documents. Good Office Administrators should also have basic knowledge and understanding of office environments and how they function.
Who Should Take this Certification? Anyone involved in office administration and related duties and who is committed to proving their dedication to their professional growth. What is a Certificate? Earning a certificate is about education. Certificates are academic credentials awarded by colleges, universities, or other educational institutions. Students in certificate programs learn new knowledge in a specific subject or discipline and earn a certificate by successfully completing the coursework. “An ideal student for a certificate program is someone who is willing to go through the experience of growing their own skillset, being real about what they want to learn, and working with others,” says Jennifer Diamond, an instructor for the UW Certificate in Project Management. Many certificate programs have few, if any, admission requirements, making them an excellent option if you want to move forward in your career. The programs are usually noncredit and take less time to complete than a degree. Certificates are commonly listed on resumes as education, some meet education requirements for first- time or renewed certifications. What is a Certification? When you have the professional knowledge you need, a certification allows you to prove it. Certifications indicate mastery of skills or standards. Professional certifications are granted by industry groups or career-related organizations. These groups assess your qualifications, usually through an exam or application process. Many certifications include the privilege to use a related designation following your professional title. Certification differs from a license, which permits you to work in a certain profession and is usually issued by a government or regulatory agency.
Benefits Of Certification • Certification helps in learning new technologies, skills, and abilities for a specific promotion. • Earning a new certification or an advanced certification in a particular area of expertise can help in advancing your career. • Professional certification shows consumers and potential employers that you are committed to your profession and are well-trained. It gives them confidence in your abilities and knowledge. • Certification makes you more valuable to employers, so you can expect to earn more than someone without certification. • Certifications can give you the chance to learn needed skills and be a quick way to show employers you have those skills. • Get your name registered for everyone else to see particularly for future employers to verify the authenticity of your credential. Skills and Competencies The Certified Administrative Officer certification program focuses on the following skills and competencies. • office administration • events coordination • time management • resource management
• MS office applications • business communication What sort of career path lies in office administration? There are several crucial roles available in the domain of office administration. Given the number of soft and transferable skills this area requires, there’s plenty of potential for growth and development. A few areas to branch out to may be as follows: • An office manager or administrator could find themselves becoming an executive assistant. They carry out a lot of similar work calendar management, handling information requests, organizing meetings and taking minutes, arranging travel plans but for one person rather than for an entire office. • An office administrator could also pave their path into HR. Being one of the initial points of contact means the office administrator communicates with all members of staff. Moreover, the organizational skills required for office administration will be hugely beneficial to a job in HR. With the right training, this lateral move could be easily achieved. • If an office manager is looking for an even bigger challenge, one could be found in the area of facilities management. Some of this may be familiar to the busy office manager, such as managing and procuring supplies. However, the facilities manager works on a larger scale, dealing with the company and its operations at a higher level.
Endorsement Training Certificate of skills and expertise is a testament that you have successfully completed the certification training program and eligible for the professional certificate issued by GAFM® Board of Certification Standards. The skills needed in the field of office administration are straightforward but essential. As mentioned above, it needs a range of soft and transferable skills that would be of value in any organizational setting.  Communication Skills: Speaking to all members of staff as well as outsiders over the phone, email and face to face, it is essential that office administrators represent the company in a professional manner. They also require a certain level of diplomacy in communication, whilst handling sensitive corporate documents, and in financial management.  Time Management: An office administrator must also be able to juggle many tasks at once. It’s vital that they are able to handle many administrative, financial, and corporate duties on the go. Therefore, time management and the ability to multitask are essential skills for this role.  Organizational Skills: It goes without saying that managing a schedule full of meetings and administrative tasks requires stellar organizational skills. The potential to compartmentalize each task effectively, whilst ensuring timely delivery of items is of utmost importance.
Chapter 1 : OFFICE ADMINISTRATION ADMINISTRATIVE OFFICER JOB DESCRIPTION A successful Administrative Officer will act as the point of contact for all employees, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular reports (e.g. expenses and office budgets), scheduling corporate events, staff meetings, and organizing company records. If you have previous experience as an Administrative Officer or similar administrative role, we would like to meet you. Our ideal candidate also must have working knowledge of office equipment and office management tools. Ultimately, you should be able to ensure our administrative activities run smoothly on a daily and long-term basis. Responsibilities • An office administrator will be expected to handle correspondence, redirecting incoming calls to the relevant departments as they arrive, taking messages when necessary, and ensuring a smooth line of communication for all parties. • They may have the responsibility of arranging travel plans for staff, be it for upper management or for larger company events, such as international conferences. • The office manager is responsible for ensuring that the store office supplies are at an appropriate level. This covers such things as pens and paper as well as ink and toner for printers, IT supplies such as keyboards and even arranging for the delivery of food to the office kitchen, where appropriate. • Understanding that different offices and companies have different needs is key to being a good office administrator. • An office administrator will be required to take minutes in staff meetings, writing them up and distributing them to relevant parties after the meeting has been concluded. This requires attention to detail, quick thinking and recall and a speedy turnaround. • The office administrator will also liaise with HR to ensure adequate training of new staff, thus welcoming them into the company or department. Requirements  Proven work experience as an Administrative Officer, Administrator or similar role  Solid knowledge of office procedures  Experience with office management software like MS Office (MS Excel and MS Word, specifically)  Strong organization skills with a problem-solving attitude
 Excellent written and verbal communication skills  Attention to detail  High school diploma; additional qualifications or certification in Office Administration are a plus Office administrators are valuable administrative professionals who play a key role in any organization. A talented and capable professional administrative officer makes the boss look good by efficiently organizing files, drafting correspondence, disseminating timely meeting agendas and responding quickly to requests for appointments or information. Both your cover letter and resume should highlight office and administrative skills that make you uniquely qualified for the job. ADMINISTRATIVE OFFICER SKILLS A combination of schooling and on-the-job training is needed to be successful as a professional administrative officer. At a minimum, you should take courses in high school applicable to an office setting. Consider listing relevant classes on your resume. Examples include English, psychology, basic math, business accounting and microcomputer keyboarding. Depending on the position, employers may prefer an associate degree in administrative assisting or a bachelor’s degree in a business-related field. Some jobs require specialized training beyond the skills typically needed for secretarial work. For instance, a legal professional administrative officer should understand legal terminology, whereas a medical professional administrative officer must-know terms and abbreviations commonly used in the healthcare profession. Your cover letter and resume should identify your strongest secretarial skills that demonstrate your ability to be successful on the job. Examples: • Highly proficient in all applications of Microsoft Office, including Excel, PowerPoint and Word. • Dependable team player with strong verbal, written and interpersonal skills. • Strong customer service orientation. • Trained in record management and confidentiality. • Resourceful in coordinating corporate events • Exceptional communication skills COMMITMENT TO PROFESSIONAL GROWTH Secretaries understand that they must continually hone their skills and stay up-to- date on evolving technology. Employers rely on secretaries to continually improve office efficiency by maximizing the use of the software. You can impress an employer by stressing that you understand the importance of continued training and seeking out
such opportunities. The cover letter is an excellent place to elaborate on professional values related to the skills on your resume. EXCEPTIONAL COMMUNICATION SKILLS Secretaries spend much of their time communicating with others on the phone, by email, letters, reports and at the receptionist desk. First impressions matter and can have major consequences. A pleasant, helpful and efficient professional administrative officer reflects well on the organization. By contrast, clients may take their business elsewhere if they have a negative encounter with the professional administrative officer who is the first point of contact. Employers seek secretaries who listen, follow directions and report back. Don't just say you communicate well on your resume, give an example. Stress verbal and organizational communication skills that may set you apart from other applicants. EVIDENCE OF TEAMWORK Job postings often indicate that the employer is seeking a team player. Organizations thrive when employees work together to achieve mutual goals, which requires innovation, communication, collaboration and hard work. You can show you value teamwork by mentioning situations where you took the initiative to help others or enhance the organization. MANAGEMENT SUPPORT An administrative officer supports their bosses by keeping them organized, on- schedule and effective. Specific duties vary depending upon the boss but typically include communicating with others on behalf of the boss; maintaining the appointments calendar and making travel and other reservations; preparing meeting agendas, financial documents and presentations; managing and monitoring budgets and supervising secretaries. COMMUNICATIONS Performance indicators for the communications function would measure how timely and accurately the personal assistant handles correspondence and e-mails, along with how efficiently she communicates in person. An example might be whether she handles correspondence daily and whether she drafts routine correspondence, while accurately expediting urgent, confidential, and important correspondence to appropriate personnel as needed. Other indicators include a lack of grammatical or style errors and the speed in which she responds to emails. APPOINTMENTS AND RESERVATIONS Performance indicators for duties such as keeping the boss's calendar and making reservations measure accuracy and smoothness of flow. They might include whether the assistant has allowed ample time for each meeting or project. Other examples are whether he provides a printed copy of the week's schedule to the boss each Monday morning by 8:30 am or confirms all appointments via email.
AGENDAS AND DOCUMENTS An example of an indicator of how well an assistant prepares documents and agendas might be whether agenda items are solicited from relevant parties and the agenda prepared and distributed the day prior to the meeting. Another example would be whether she prepares budget documents such as purchase requisitions and dispatches within a specified amount of time, such as 48 hours. BUDGET MANAGEMENT AND MONITORING Indicators of how well an assistant manages the budget might be whether he monitors the budget status reports each month and communicates financial information to managers to ensure the company stays within budget. Other indicators are whether he develops accurate, realistic, timely and fiscally sound budgets and reconciles them, submitting updates to the boss each month. SUPERVISING STAFF Indicators of how well the assistant supervises the secretaries under her direction might be how well she anticipates staffing needs and schedules staff to accommodate peak demand periods or whether she provides consistent feedback on performance. Whether she provides training to enhance their performance is another possible indicator. • Implement and adhere to approved quality management system procedures. Maintain all secretarial administrative electronic files in accordance with procedures

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Certified Administrative Officer.PREVIEW.pdf

  • 3. 129 pages INTRODUCTION CHAPTER 1 : OFFICE ADMINISTRATION CHAPTER 2 : EVENTS COORDINATION CHAPTER 3 : RESOURCE MANAGEMENT CHAPTER 4 : BUSINESS COMMUNICATION CHAPTER 5 : INTERPERSONAL SKILLS CHAPTER 6 : TIME MANAGEMENT CHAPTER 7 : MICROSOFT OFFICE APPLICATIONS CHAPTER 8 : ORGANIZATIONAL LEADERSHIP CHAPTER 9 : WRITTEN COMMUNICATION CHAPTER 10 : PRESENTATION AUTHOR BIOGRAPHY
  • 4. Copyright © 2020 Zulk Shamsuddin, PhD / GAFM ACADEMY All rights reserved. ISBN: 978-1-304-74102-8
  • 5. INTRODUCTION The Certified Administrative Officer ™ (CAO) is a professional certification for office administrators or individuals with skills and experience in office administrative functions. Earning the designation demonstrates that you have experience in office administration including events coordination, time management, resource management, MS Office applications, and business communication. It forms the basis of the assessment that applicants must pass to gain the Certified Administrative Officer status and inclusion in the Register of The GAFM Global Academy of Finance and Management ® Directory of Certified Professionals. Stand out above the rest with the accredited Certified Administrative Officer certification and get noticed by top recruiters.
  • 6. Benefits of Becoming a Certified Administrative Officer • Personal recognition from C-level management • Enhanced your CV to stand out in the job market, and get noticed by top recruiters. • A framework for the development of your career. • International recognition. • Assurance for clients of high standards and ethical practice. • Use of the post-nominal CAO or Certified Administrative Officer ™ Introduce yourself with this exclusive certification card during networking, business events, conference, anywhere. Membership has its privileges. Office Administrator Office Administrators typically report to senior-level staff members, like the Chief Executive of Operations or other executive team members. These employees will often assign them their daily tasks and will answer any complex organizational questions the Office Administrator may have for them. They’ll also receive any constructive criticisms or important feedback from the leadership team as well. Office Administrators usually complete clerical tasks in any industry they work in. Some of them may also complete tasks related to their specific industry. This usually means they’re expected to have advanced knowledge in that specific industry in order to provide valuable assistance to team members and to provide helpful answers to clients’ questions. Office Administrators who work in a typical business environment should understand how an office functions to keep it running smoothly. Those who work in a government setting must have knowledge of the public service sector to provide valuable input on certain government documents they’re provided. Administrative Assistants who work in a clinical setting should have basic medical knowledge to better answer patients’ common questions. What makes a good Office Administrator? A great Office Administrator should have strong organizational skills to track, manage and store client information and other important company details. It’s also important for them to have great task management skills to effectively prioritize the many responsibilities they must complete each day. Strong candidates should also have impressive verbal and written communication skills to greet clients, interact with staff members, proofread certain documents and type up documents. Good Office Administrators should also have basic knowledge and understanding of office environments and how they function.
  • 7. Who Should Take this Certification? Anyone involved in office administration and related duties and who is committed to proving their dedication to their professional growth. What is a Certificate? Earning a certificate is about education. Certificates are academic credentials awarded by colleges, universities, or other educational institutions. Students in certificate programs learn new knowledge in a specific subject or discipline and earn a certificate by successfully completing the coursework. “An ideal student for a certificate program is someone who is willing to go through the experience of growing their own skillset, being real about what they want to learn, and working with others,” says Jennifer Diamond, an instructor for the UW Certificate in Project Management. Many certificate programs have few, if any, admission requirements, making them an excellent option if you want to move forward in your career. The programs are usually noncredit and take less time to complete than a degree. Certificates are commonly listed on resumes as education, some meet education requirements for first- time or renewed certifications. What is a Certification? When you have the professional knowledge you need, a certification allows you to prove it. Certifications indicate mastery of skills or standards. Professional certifications are granted by industry groups or career-related organizations. These groups assess your qualifications, usually through an exam or application process. Many certifications include the privilege to use a related designation following your professional title. Certification differs from a license, which permits you to work in a certain profession and is usually issued by a government or regulatory agency.
  • 8. Benefits Of Certification • Certification helps in learning new technologies, skills, and abilities for a specific promotion. • Earning a new certification or an advanced certification in a particular area of expertise can help in advancing your career. • Professional certification shows consumers and potential employers that you are committed to your profession and are well-trained. It gives them confidence in your abilities and knowledge. • Certification makes you more valuable to employers, so you can expect to earn more than someone without certification. • Certifications can give you the chance to learn needed skills and be a quick way to show employers you have those skills. • Get your name registered for everyone else to see particularly for future employers to verify the authenticity of your credential. Skills and Competencies The Certified Administrative Officer certification program focuses on the following skills and competencies. • office administration • events coordination • time management • resource management
  • 9. • MS office applications • business communication What sort of career path lies in office administration? There are several crucial roles available in the domain of office administration. Given the number of soft and transferable skills this area requires, there’s plenty of potential for growth and development. A few areas to branch out to may be as follows: • An office manager or administrator could find themselves becoming an executive assistant. They carry out a lot of similar work calendar management, handling information requests, organizing meetings and taking minutes, arranging travel plans but for one person rather than for an entire office. • An office administrator could also pave their path into HR. Being one of the initial points of contact means the office administrator communicates with all members of staff. Moreover, the organizational skills required for office administration will be hugely beneficial to a job in HR. With the right training, this lateral move could be easily achieved. • If an office manager is looking for an even bigger challenge, one could be found in the area of facilities management. Some of this may be familiar to the busy office manager, such as managing and procuring supplies. However, the facilities manager works on a larger scale, dealing with the company and its operations at a higher level.
  • 10. Endorsement Training Certificate of skills and expertise is a testament that you have successfully completed the certification training program and eligible for the professional certificate issued by GAFM® Board of Certification Standards. The skills needed in the field of office administration are straightforward but essential. As mentioned above, it needs a range of soft and transferable skills that would be of value in any organizational setting.  Communication Skills: Speaking to all members of staff as well as outsiders over the phone, email and face to face, it is essential that office administrators represent the company in a professional manner. They also require a certain level of diplomacy in communication, whilst handling sensitive corporate documents, and in financial management.  Time Management: An office administrator must also be able to juggle many tasks at once. It’s vital that they are able to handle many administrative, financial, and corporate duties on the go. Therefore, time management and the ability to multitask are essential skills for this role.  Organizational Skills: It goes without saying that managing a schedule full of meetings and administrative tasks requires stellar organizational skills. The potential to compartmentalize each task effectively, whilst ensuring timely delivery of items is of utmost importance.
  • 11. Chapter 1 : OFFICE ADMINISTRATION ADMINISTRATIVE OFFICER JOB DESCRIPTION A successful Administrative Officer will act as the point of contact for all employees, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular reports (e.g. expenses and office budgets), scheduling corporate events, staff meetings, and organizing company records. If you have previous experience as an Administrative Officer or similar administrative role, we would like to meet you. Our ideal candidate also must have working knowledge of office equipment and office management tools. Ultimately, you should be able to ensure our administrative activities run smoothly on a daily and long-term basis. Responsibilities • An office administrator will be expected to handle correspondence, redirecting incoming calls to the relevant departments as they arrive, taking messages when necessary, and ensuring a smooth line of communication for all parties. • They may have the responsibility of arranging travel plans for staff, be it for upper management or for larger company events, such as international conferences. • The office manager is responsible for ensuring that the store office supplies are at an appropriate level. This covers such things as pens and paper as well as ink and toner for printers, IT supplies such as keyboards and even arranging for the delivery of food to the office kitchen, where appropriate. • Understanding that different offices and companies have different needs is key to being a good office administrator. • An office administrator will be required to take minutes in staff meetings, writing them up and distributing them to relevant parties after the meeting has been concluded. This requires attention to detail, quick thinking and recall and a speedy turnaround. • The office administrator will also liaise with HR to ensure adequate training of new staff, thus welcoming them into the company or department. Requirements  Proven work experience as an Administrative Officer, Administrator or similar role  Solid knowledge of office procedures  Experience with office management software like MS Office (MS Excel and MS Word, specifically)  Strong organization skills with a problem-solving attitude
  • 12.  Excellent written and verbal communication skills  Attention to detail  High school diploma; additional qualifications or certification in Office Administration are a plus Office administrators are valuable administrative professionals who play a key role in any organization. A talented and capable professional administrative officer makes the boss look good by efficiently organizing files, drafting correspondence, disseminating timely meeting agendas and responding quickly to requests for appointments or information. Both your cover letter and resume should highlight office and administrative skills that make you uniquely qualified for the job. ADMINISTRATIVE OFFICER SKILLS A combination of schooling and on-the-job training is needed to be successful as a professional administrative officer. At a minimum, you should take courses in high school applicable to an office setting. Consider listing relevant classes on your resume. Examples include English, psychology, basic math, business accounting and microcomputer keyboarding. Depending on the position, employers may prefer an associate degree in administrative assisting or a bachelor’s degree in a business-related field. Some jobs require specialized training beyond the skills typically needed for secretarial work. For instance, a legal professional administrative officer should understand legal terminology, whereas a medical professional administrative officer must-know terms and abbreviations commonly used in the healthcare profession. Your cover letter and resume should identify your strongest secretarial skills that demonstrate your ability to be successful on the job. Examples: • Highly proficient in all applications of Microsoft Office, including Excel, PowerPoint and Word. • Dependable team player with strong verbal, written and interpersonal skills. • Strong customer service orientation. • Trained in record management and confidentiality. • Resourceful in coordinating corporate events • Exceptional communication skills COMMITMENT TO PROFESSIONAL GROWTH Secretaries understand that they must continually hone their skills and stay up-to- date on evolving technology. Employers rely on secretaries to continually improve office efficiency by maximizing the use of the software. You can impress an employer by stressing that you understand the importance of continued training and seeking out
  • 13. such opportunities. The cover letter is an excellent place to elaborate on professional values related to the skills on your resume. EXCEPTIONAL COMMUNICATION SKILLS Secretaries spend much of their time communicating with others on the phone, by email, letters, reports and at the receptionist desk. First impressions matter and can have major consequences. A pleasant, helpful and efficient professional administrative officer reflects well on the organization. By contrast, clients may take their business elsewhere if they have a negative encounter with the professional administrative officer who is the first point of contact. Employers seek secretaries who listen, follow directions and report back. Don't just say you communicate well on your resume, give an example. Stress verbal and organizational communication skills that may set you apart from other applicants. EVIDENCE OF TEAMWORK Job postings often indicate that the employer is seeking a team player. Organizations thrive when employees work together to achieve mutual goals, which requires innovation, communication, collaboration and hard work. You can show you value teamwork by mentioning situations where you took the initiative to help others or enhance the organization. MANAGEMENT SUPPORT An administrative officer supports their bosses by keeping them organized, on- schedule and effective. Specific duties vary depending upon the boss but typically include communicating with others on behalf of the boss; maintaining the appointments calendar and making travel and other reservations; preparing meeting agendas, financial documents and presentations; managing and monitoring budgets and supervising secretaries. COMMUNICATIONS Performance indicators for the communications function would measure how timely and accurately the personal assistant handles correspondence and e-mails, along with how efficiently she communicates in person. An example might be whether she handles correspondence daily and whether she drafts routine correspondence, while accurately expediting urgent, confidential, and important correspondence to appropriate personnel as needed. Other indicators include a lack of grammatical or style errors and the speed in which she responds to emails. APPOINTMENTS AND RESERVATIONS Performance indicators for duties such as keeping the boss's calendar and making reservations measure accuracy and smoothness of flow. They might include whether the assistant has allowed ample time for each meeting or project. Other examples are whether he provides a printed copy of the week's schedule to the boss each Monday morning by 8:30 am or confirms all appointments via email.
  • 14. AGENDAS AND DOCUMENTS An example of an indicator of how well an assistant prepares documents and agendas might be whether agenda items are solicited from relevant parties and the agenda prepared and distributed the day prior to the meeting. Another example would be whether she prepares budget documents such as purchase requisitions and dispatches within a specified amount of time, such as 48 hours. BUDGET MANAGEMENT AND MONITORING Indicators of how well an assistant manages the budget might be whether he monitors the budget status reports each month and communicates financial information to managers to ensure the company stays within budget. Other indicators are whether he develops accurate, realistic, timely and fiscally sound budgets and reconciles them, submitting updates to the boss each month. SUPERVISING STAFF Indicators of how well the assistant supervises the secretaries under her direction might be how well she anticipates staffing needs and schedules staff to accommodate peak demand periods or whether she provides consistent feedback on performance. Whether she provides training to enhance their performance is another possible indicator. • Implement and adhere to approved quality management system procedures. Maintain all secretarial administrative electronic files in accordance with procedures