Essential Management Skills For Executive Secretaries And Personal Assistants Abf Secretaries Conference

ESSENTIAL MANAGEMENT SKILLS For Executive Secretaries And Personal Assistants Kenny Ong CNI Holdings Berhad About: CNI 1 18 years old 2 Core Business: MLM 3 Others: Contract Manufacturing, Export/Trading, eCommerce 4 Malaysia, Singapore, Brunei, Indonesia, India, China, Hong Kong, Philippines, Italy, Taiwan 5 Staff force: ± 500 6 Distributors: 250,000 7 Products: Consumer Goods and Services “Be more initiative and get things done fast Understand the working style of your superior and assist him accordingly” Intro: Q1: Do you want a good career? Q2: Do you want a good career Fast or Slow? So….do you want to be a Professional or Amateur? Management Skills 1 Job 7 Career 2 Boss What to Manage? 6 Attitude 5 Discipline 4 Relationship 3 Time 1 Managing your Job Managing Your Job “Know your job well, do it well, and be better than anyone else doing it.” Managing Your Job Types of Roles Type of Work Type of Boss •Ambassador/COO •Chairman •Representative •CEO •Office Manager •Corp Division Head •Advisor •Business Unit Head •Administrator •Division Head •Standard •Department Head Real Level = Type of Work + Type of Boss District Engineer Duties and Responsibilities End Results Control, operate and maintain the District Distribution System Ensure uninterrupted supply to consumers in the district by operating the District Distribution System Plan and design the High voltage system Ensure availability of adequate supply for future needs of industries in the district by planning and designing the High voltage System Manage major supply projects to customer in the district Ensure satisfaction of the major customers in the district by managing supply and Distribution Supervise all technical staff in the district Ensure high performance and productivity of technical staff by adopting proper human resource management methods on selection, training, coaching, counselling and motivation Managing Your Job: End Results Type of Work •Ambassador/COO •Representative •Office Manager •Advisor •Administrator •Standard End Results? Career Progression: Current Type of Work Type of Boss •Ambassador/COO •Chairman •Representative •CEO •Office Manager •Corp Division Head •Advisor •Business Unit Head •Administrator •Division Head •Standard •Department Head Career Progression: 1 Type of Work Type of Boss •Ambassador/COO •Chairman •Representative •CEO •Office Manager •Corp Division Head •Advisor •Business Unit Head •Administrator •Division Head •Standard •Department Head Career Progression: 2 Type of Work Type of Boss •Ambassador/COO •Chairman •Representative •CEO •Office Manager •Corp Division Head •Advisor •Business Unit Head •Administrator •Division Head •Standard •Department Head Career Progression: 3 Type of Work Type of Boss •Ambassador/COO •Chairman •Representative •CEO •Office Manager •Corp Division Head •Advisor •Business Unit Head •Administrator •Division Head •Standard •Department Head Career Progression: 4 Type of Work Type of Boss •Ambassador/COO •Chairman •Representative •CEO •Office Manager •Corp Division Head •Advisor •Business Unit Head •Administrator •Division Head •Standard •Department Head Additional Career Advice… 1 2 3 4 Manage Boss’ Communications Manage Boss’ Schedule Stand in-between interruptors Attend meetings on behalf Additional Career Advice… 5 Take over some work: a Decisions that the boss makes frequently and repetitively and that are predictable in nature b Assignments that will add variety to your routine work c Functions that the boss dislikes d Work that will provide experience for you e Tasks that you're capable of doing f Activities that will make you more well rounded and that will broaden your expertise g Opportunities to use and reinforce your creative talents h Recurring matters i Minor decisions j Time-consuming details Managing Your Career: Management Ladder 1 Pick the area of Management you want 2 Set long-term and short-term goals 3 Determine competencies needed for short-term goals 4 Invest (Time + Money) 5 Time = Study, Work, Projects, Reports, Mentor 6 Be prepared to invest up 50% IN ADDITION to your current work-load and current schedule 7 Time Management skill is critical The Ultimate Career Advice “Find something you like to do so much that you would gladly do it for nothing Then, learn to do it so well that people would be happy to pay you for it.” End Notes Management Skills: Summary 1 Job 7 Career 2 Boss What to Manage? 6 Attitude 5 Discipline 4 Relationship 3 Time How to reach your maximum potential 1 Grow up 2 Understand Yourself 3 Invest in Yourself 4 Eliminate “Cannot be Done” 5 “You are being observed all the time” How to reach your maximum potential 6 “Everything depends on Relationships” 7 Choose your close Friends 8 Serve 9 Control and use your Emotions 10.Discipline Endnote The rest is up to you Thank You soft copy of slides: http://totallyunrelatedrandomanddebatable.blogspo t.com/ ... much information to read, store and retrieve 11 Need for more influence and power 12 Multiple and conflicting accountabilities (some are not even recognized officially) 13 Monitoring the performance... Skills F1 Information Management F2 Communication and Influence F3 Planning and Organising F4 Working with others and in teams F5 Mathematical Techniques F6 Problem Solving and Decision Making... findings: ? ?Skills essential for participation in adult life”, Queensland Studies Authority 1994, 1998, 1999 Managing your Boss Managing your Boss Boss’ problems My Boss, the Client Boss’ Personality