Below you will find some of the best advice and tips from administrative professionals in the field. If you have a tip that you would like to add, please contact April Hines, Webmaster at
aphines@serha.ca .
Top Administrative Assistant "Must Do's"
- Be organized and on time
- Be one step ahead ~ be prepared and plan ahead
- Be protective of your boss' time
- Be good at tracking things down
- Be good at thinking on your feet
- Be creative and proactive
- Be clear on what is expected of you, ask questions
- Be reliable,dependable and flexible
Achieving Credibility and Visibility
- Manage a project
- Become the technology go-to person
- Make continuous training a priority, even if it is at your own expense
- Become a leader ~ head up a committee
- Find out the company's goals and help meet them
- Network with others in your profession
- Join a professional association such as IAAP
Catering
- Make sure you are not charged for un-opened bottles of water, juice and soft drinks
- Inform bartenders to only open wine one bottle at a time
- Compare the cost for a la carte vs. buffet
- Speak to the chef about menu options
- Work out signing authority
- Underguarantee the number of guests ~ hotels charge +3% more of the number you provide
- Follow up two-three days before to ensure all arrangements are in place
Education & Training Websites
Emails
- Color code the emails that can be deleted by using a specific color flag
- When managing multiple bosses, color code their emails so they are easily identified
Inspirational
- Use positive passwords for logging onto you computer, etc. that makes you smile and lifts your spirits or helps you achieve a goal. For example: Happiness, $million$.
- Keep positive and motivating poems, sayings, family photos, etc. visible on your desk or as your computer background
Meetings
- Create an agenda of items for discussion
- Set a time frame for each item and stick to it
- Respect everyone's time by starting/ending meetings on time
- Allow only one speaker at a time
- Restate conclusions or decisions that are reached
- Clearly assign responsibility and deadlines for action items
Travel Planning
- Prepare a list of questions you need to ask the person travelling i.e. how they are travelling (car rental, train, air), preferred travel dates/times, hotel/room preference (smoking, non-smoking, particular floor)
- Confirm the person's conference registration prior to making any travel arrangements
- Confirm if the hotel has parking availability and if there is a fee
- Confirm if the hotel has high speed internet and if there is a fee
- Confirm if the hotel offers a continential breakfast
- Confirm the location of the hotel to the conference/meeting location and/or airport
- Confirm if the person travelling has an Aeroplan/Air Miles or a Delta Privilege number
- Confirm if you make reservations using a company credit card or the traveller's card
- Confirm if the person travelling requires specific equipment if giving a presentation
- Confirm if the person travelling has documents that need to be completed/prepared
- Provide the person travelling with copies of their travel tickets, hotel location and confirmation number, car rental information, etc.
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www.upwordlymobile.com
www.taxiwiz.com
www.lunchonline.ca
www.adminassist.ca
www.motivatingquotes.com
www.letterpop.com
www.timeanddate.com
www.answers.com
www.canadapost.ca
www.truthorfiction.com
www.torontoairexpress.com