1. Welcome!
Be the Ultimate Assistant
Finding the Leader in You
with Bonnie Low-Kramen & Vickie Sokol Evans
Executive Secretary LIVE | 22 March 2013 | London

2. Bonnie & Vickie

3. Workshop Guide
• Eating and drinking during class is
permitted.
• Break & Lunch
– Break - 15 minute break at 10:45AM
– Lunch – 30-minute working Lunch at Noon
• Please…
– No cell phone, Smartphone, laptop or tablet
use in the Classroom
Thank you!

4. 25 Years as PA to Olympia Dukakis

5. Be the leader of your career.
“Don’t just stand for the success of other women –
insist on it.”
Gail Blanke, President and CEO, Lifedesigns

6. The Power of Mentoring
The #1 resource we have is one another.
Be a mentor.

7. Let’s Talk!
Essential Communication Strategies
• Verbal
• Written
• Non-Verbal (Body
language)

8. Clarity is the goal
• In person 1:1
• Phone
• Voice Mail
• E-Mail
• Texts & Instant Messages
• Tweeting
• Facebook & Social
Networks
• Check and double-check
details
• Others depend on you to
get it right!

9. Public Speaking
Establishing One-on-One Verbal Rapport
– Preparation! Know your stuff.
– Practice. Practice. Out loud. Often. Practice.
– Minimize “umm” “like” “you know.”
– Can we hear you?
– Brevity is best.
– Make & hold eye contact.
– Smile.

10. Effective Phone Messages
• Introduce yourself &
ask if it is a “good time”
• Never assume anything
• Speak clearly, slowly
and loudly enough
• State all pertinent facts
• Repeat the phone
number and e-mail
address

11. The written word
What do your emails say about you?
The Power of an e-mail trail
– Conveys seriousness and accountability
– Remember: Written materials are reflection
of your employer

12. What’s wrong with this email?
Bonnie,
We recieved the packet with fabric samples you
sent. Can Frank meet you next Wed. at 3PM to
go over it all?
LET ME KNOW. WE NEED TO GET THIS DONE.
Sam

13. Response…
Hi Sam,
Hope you had a good weekend and I’m glad you and Frank received the packet.
Next Wed. Oct. 10th at 3PM is good for me and we can work at the apartment
so you can see the space. The address is:
1 Central Park West
Trump Tower bet 61 & 62
Residence Phone #212-777-8888
Be sure to have Frank bring photo ID to clear Security.
Please let me know that this plan works for you and Frank. Thank you!
All the best,
Bonnie
PH 646-222-3333

14. BODY LANGUAGE

15. What can you “read”?

16. Find your voice.
Speak up.
Doing this is critical to success.
“Our lives begin to end the day we become silent about
things that matter.”
Martin Luther King Jr.

17. Finding the Words
• What to say…
– “I think we can do better in communicating, can we set up
a time to talk?”
– “I know that we have some difficulties, why don’t we try to
resolve them?”
– “I can see that something is bothering you. Can I help?”
• What not to say:
– “I don’t like the way you are treating me.”
Remember: Be part of the solution. There are two sides
to every story and it will serve the PA to see the other’s
point of view.

18. Working in a contradiction
Behind the Scenes
• Follower Front & Center
• Submissive
• Nurturing & Protective • Leader
• Assertive
• Taking an opposing stand

19. Assistants often know better.

20. Assistants often know better.
Video Clip

21. U.K. Workplace of 2013
Gender
650,000
Personal Assistants
Men
Women
97% are
women

22. What are we afraid of?
Fear of:
– Manager saying “no”
– Losing our job
– Looking stupid
– Making a mistake
– Being wrong
– Hurting reputation

23. What would make you quit?
• Abusive situation with
employer
• Harassment / Bullying
• Problem with co-worker
• Not enough compensation

24. Speak up in these situations
• Job Interview
• Performance Review
• Salary Negotiation
• Asking for vacation
time or other time off
• Bullying situation
• Clear up a
miscommunication

25. Speaking up feels risky.
It’s worth it.
• Don’t let fear stop you.
• Builds self-respect and
self-confidence
• Builds respect from others

26. Thank you for being here!
Questions?
I would love to answer them.
Please contact me for more
information on workshops,
coaching, and presentations
for your group.
Bonnie Low-Kramen
www.BonnieLowKramen.com On Sale for £10
Bonnie@BonnieLowKramen.com

27. RELEVANT TECHNOLOGY SKILLS
…for the Ultimate Assistant

28. Relevant Tech Skills
• Being indispensable
– Everyday things that matter
– Being prepared matters
– What matters during a crisis
• Finding information quickly
– Introduction to Outlook People Pane
• Managing your social media privacy
– What you see about others
– What others see about you

29. Relevant Tech Skills
BEING INDISPENSABLE

30. The every day things that matter
• Maintain an accurate
calendar/diary
– Tip: Reply with
Meeting
– Tip: Use Outlook time
zones to minimize
errors
– Enter address details
EVERY TIME
– Enter contact phone
EVERY TIME

31. Error-Free Time Zones

32. Error-free Addresses/Phone #s
In this order: ADDRESS | SUITE | FLOOR

33. Error-free Phone Numbers
NOT
CORRECT
CORRECT
212-926-5521 212.916.5521

34. Phone w/ Extensions
If: (222) 222-2222 ext 413
Then: 222-222-2222,,,413
Commas = seconds

35. Being prepared matters
• ICE group on your
phone and manager’s
phone
• Extra batteries
• Back-up phone &
chargers
• Know how to record
an outgoing message
on all communication
devices

36. Mobile Power - Powerocks

37. Mobile Power - PowerStick

38. What matters during a crisis
• Tech-Ready Bag
– Devices
– Power (batteries, power
strips)
– MiFi/Mobile Hotspot
– Etc..
• Communication US Power Inverter
– Out of office message,
outgoing vm message
on phones
– Social media
– Cell, land lines & corded
phones
European Power Inverter

39. When preparing for a crisis
Ask yourself this question:
“On any given day, what can’t my
boss live without?”

40. Relevant Tech Skills
FINDING INFORMATION
QUICKLY

43. Relevant Tech Skills
MANAGING YOUR SOCIAL
MEDIA PRIVACY

44. WHAT YOU GET TO SEE

46. WHAT OTHERS GET TO SEE

47. Outlook Social Connector
• Vendor
• LinkedIn connection
• NOT a Facebook
Friend

48. Outlook Social Connector
• Customer
• Not connected on
LinkedIn
• Not Connected on
Facebook
– His posts are public

49. Outlook Social Connector
• Person I don’t know
• Not connected on
LinkedIn
• Not Connected on
Facebook
– His posts are public

50. Outlook 2010, How to…
View Reading Pane Set up Social Connector
• View tab > People Pane • View tab > People Pane
group > Normal group > Account Settings
• View social network
providers available online

51. Thank you for being here!
Questions?
I would love to answer them.
Please contact me for more
information on workshops,
coaching, and presentations
for your group.
On Sale for £26
Vickie Sokol Evans
www.redcapeco.com
vevans@redcapeco.com
On Sale for £17