By Patrick K. Ralph

Agenda

Outlook

Access

Excel

PowerPoint

Travel Coordination

Expense Reporting (Concur)

Telephone Coverage

Onsite/Offsite Meetings

Filing

Mail

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Outlook Calendar Management

Prioritizes executives’ calendars ensuring meetings do not overlap and there is enough travel

time between meetings for executives to attend next meeting;

Ensure calendars are synced with my inbox so I am receiving executives’ meeting notices;

Meeting notices include subject, date, duration, and place where meeting will be held;

Annotates on notice a calling number for participants to call in if they can not physically attend;

Attaches files to notices and make notices private where warranted;

Tracks responses and follow up with a courtesy call to participants if a response was not

received prior to start of meeting;

Ensures an active reminder of at least 15 minutes is active prior to each notice;

Print and give copy of next day’s calendar schedule to individual executives at the end of each

day;

Schedule one-on-one weekly meetings to go over following-week’s schedule.

Emails

Organizes executives’ inboxes and create folders naming folders by subject, client, and/or

project;

Create distribution lists as needed;

Sync (only if authorized) execs emails to go to my inbox and their blackberries.

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Access

Tables

Ability to create tables in design view setting properties depending on the data type;

Import and link tables into an Access file from other Access or Excel files;

Enforce referential integrity ensuring there are relationships between tables.

Queries

Create and run multiple queries with multiple criteria via query design.

Reports

Create and print professional-looking reports generated from tables and queries.

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Excel Worksheets

Create worksheets within workbooks;

Utilize different functions for formulas (i.e., pmt, if, sum, sumif, count, countif, and others) for

calculations;

Use conditional formatting creating rules for when and how cells are created;

Utilize the Vlookup function to trim increased productivity in my spreadsheets.

Charts

Create different type of charts (i.e., column, pie, and, bar.etc.) to view how data in my

worksheets is affected.

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PowerPoint Create PowerPoint organization and chart presentations using templates

and from blank slides choosing the layout, graphics, fonts, color schemes,

animation, and sound;

Edits presentations prepared by others, and print handouts to accompany

presentations;

Update organization charts on a monthly basis.

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Travel Coordination If not already done, create travel profile for executive;

Coordinates travel itineraries via American Express travel website

reserving domestic/international flights, hotel, and ground

transportation.

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Expense Reports

Reconcile receipts (airline, meals, hotel) from executives upon their

return from business trips;

For meal receipts, ensure reason for meal and participants ( to

include company) are annotated on receipts;

Utilizes Concur to submit expenses.

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Telephone Coverage Keep excel spreadsheet log on who called and for what executive;

Messages will be clearly written to include, name, company, date,

time, and message.

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Offsite/Onsite Meetings Coordinates setting up meetings sending out meeting notices;

Create RSVP list;

Contact facility coordinator ensuring room is setup to subject

specifications;

Check to make sure all audio/visual equipment is operational at least

one hour prior to start of meeting;

Check with cafeteria to order food/beverages where warranted.

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Filing Hard filing system set up by:

Administrative Files (i.e., expense reports, corporate card

statements, personal, etc);

Client Files;

Projects.

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Mail Receives daily mail and puts in color coded folders for executives to

review:

Red – Priority

Orange – Signatures required

Blue – Client related

Yellow – Invoices

Green – Junk/Reading material.

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