Administrative Officer and Executive Assistants Course

Introduction

The Administrative Officer and Executive Assistants Course is designed to equip participants with the essential skills and competencies required to excel in high-level administrative support roles. In today’s fast-paced and dynamic workplace, administrative professionals are not only expected to manage clerical duties but also to serve as key contributors to organizational efficiency and leadership support. This course offers a comprehensive overview of administrative practices, professional communication, and strategic organizational management.

Participants will explore a wide range of topics including office administration, time and calendar management, communication skills, information handling, and protocol. Emphasis will also be placed on the use of modern office technologies and software applications, enabling learners to effectively support executives and ensure smooth day-to-day operations. Through case studies, simulations, and interactive sessions, the course fosters both practical and strategic thinking in administrative contexts.

The course is ideal for both aspiring and current administrative officers and executive assistants who are looking to upgrade their skills or transition into more senior roles. Whether working in the public or private sector, participants will benefit from insights into best practices for managing sensitive information, organizing high-level meetings, and improving workflow systems. Special sessions on professionalism, confidentiality, and leadership support will help learners align their work with organizational goals.

By the end of the course, participants will have developed a strong foundation in administrative coordination and executive assistance, along with improved problem-solving, interpersonal, and decision-making abilities. Participants will leave better prepared to take on expanded responsibilities, contribute meaningfully to their organizations, and advance their careers in administrative leadership roles.

Who should attend 

This course is ideal for a wide range of professionals who provide administrative and executive support within an organization. It is particularly suited for:

·       Current Administrative Officers and Executive Assistants seeking to enhance their skills, broaden their knowledge, and stay up-to-date with modern office practices and technologies.

·       Aspiring Administrative Professionals who are preparing to take on roles that require strong organizational, communication, and support capabilities.

·       Personal Assistants, Office Managers, and Secretaries looking to upgrade their competencies and transition into more strategic support roles.

·       Supervisors and Team Leads in Administrative Functions who want to better understand the expectations and responsibilities of executive support roles and improve departmental effectiveness.

Course Duration 

5 days

Course objective

By the end of the Administrative Officer and Executive Assistants Course, participants will be able to:

·       Develop essential administrative skills to efficiently manage office operations and support organizational functions.

·       Strengthen communication and interpersonal abilities for professional interactions with executives, colleagues, and clients.

·       Enhance time management and organizational skills to handle multiple tasks and meet deadlines effectively.

·       Gain proficiency in modern office technologies and software tools to improve productivity and workflow.

·       Learn to support executive-level functions through effective meeting coordination, document preparation, and information management.

·       Foster professionalism, discretion, and ethical conduct in administrative and executive support roles.

Course Outline 

Module 1: Role and Responsibilities of Administrative Professionals

• Overview of the roles of Administrative Officers and Executive Assistants
• Understanding organizational structures and reporting lines
• Key attributes of successful administrative professionals
• Managing expectations and aligning with leadership goals

Module 2: Professional Communication Skills

• Business writing: memos, emails, and official correspondence
• Verbal communication and telephone etiquette
• Active listening and interpersonal communication techniques
• Communicating with diplomacy and professionalism

Module 3: Time and Task Management

• Prioritizing tasks using the Eisenhower Matrix and other tools
• Scheduling and calendar management for executives
• Managing multiple deadlines and projects simultaneously
• Strategies for reducing procrastination and improving focus

Module 4: Office Management and Coordination

• Managing records and filing systems (physical and electronic)
• Coordinating meetings, events, and travel arrangements
• Procurement and inventory control basics
• Office protocols, safety, and compliance

Module 5: Technology and Digital Tools in Administration

• Mastering Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Using calendar and scheduling tools (e.g., Google Calendar, Microsoft Teams)
• Document sharing and collaboration tools (e.g., OneDrive, Google Drive, SharePoint)
• Introduction to task and project management software (e.g., Trello, Asana)

Module 6: Executive Support and Strategic Assistance

• Preparing executive briefs, reports, and presentations
• Managing confidential information and sensitive documents
• Gatekeeping and prioritizing executive access
• Supporting decision-making through research and information gathering

Module 7: Customer Service and Stakeholder Relations

• Handling internal and external stakeholders professionally
• Conflict resolution and problem-solving techniques
• Front desk and visitor management
• Building strong relationships across departments

Module 8: Professionalism and Ethical Conduct

• Workplace ethics and integrity in administrative roles
• Understanding confidentiality and data protection policies
• Managing stress and maintaining a professional demeanor
• Developing a growth mindset and commitment to lifelong learning

Module 9: Protocol and Business Etiquette 

·       Principles of Business Etiquette

·       Phone, e-Mail and Meeting Etiquette

·       Understanding Values, Beliefs and Perceptions

·       Dealing with Different Personalities and Cultures

Module 10: Practical Exercises and Course Evaluation

• Role-playing real-life scenarios (scheduling, conflict resolution, executive support)
• Analyzing administrative problems and proposing solutions
• Recap of key lessons and best practices
• Individual reflection and goal-setting
• Course evaluation

Training Approach

This course is delivered by our seasoned trainers who have vast experience as expert professionals in the respective fields of practice. The course is taught through a mix of practical activities, theory, group works and case studies.

Training manuals and additional reference materials are provided to the participants.

Tailor-Made Course

We can also do this as a tailor-made course to meet organization-wide training needs. A training needs assessment will be done on the training participants to collect data on the existing skills, knowledge gaps, training expectations and tailor-made needs.

Training Venue 

The training will be held at our Upskill Training Centre. We also offer training for a group at requested location all over the world. The course fee covers the course tuition, training materials, two break refreshments, and buffet lunch.

Visa application, travel expenses, airport transfers, dinners, accommodation, insurance, and other personal expenses are catered by the participant

Certification

Participants will be issued with Upskill certificate upon completion of this course.

Airport Pickup and Accommodation

Airport pickup and accommodation is arranged upon request. For booking contact our Training Coordinator through Email: training@upskilldevelopment.com, +254 721 331 808 

Terms of Payment:

Unless otherwise agreed between the two parties payment of the course fee should be done 3 working days before commencement of the training so as to enable us to prepare better