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AI Productivity Tools for Admin, Secretarial & Clerical Roles

Course Summary

This course is designed specifically for administrative staff, secretaries, executive assistants, and clerical professionals who are ready to improve their daily productivity using Generative AI tools such as ChatGPT, Microsoft Copilot, Google Gemini, and DeepSeek AI.

Over two days, participants will learn how to automate routine tasks like email drafting, meeting summaries, travel planning, document formatting, memo writing, and event coordination. Using AI responsibly, they will gain the ability to handle high-volume tasks with greater speed, clarity, and consistency—without any technical background.

The training includes hands-on prompt design, real admin scenarios, AI response editing, and tools for better communication and organization support.

Learning Objectives

By the end of this course, participants will be able to:

    • Use AI tools to draft clear, professional internal and external communication
    • Summarize meeting notes and generate follow-up action lists quickly
    • Automate memo formatting, announcement writing, and reminders
    • Assist managers and departments with AI-prepared itineraries, event plans, and reports
    • Save time on repetitive tasks like replying to emails, translating documents, and formatting official letters
    • Understand and follow responsible-use practices when applying AI to work files and communication

Target Audience

    • Administrative Assistants and Secretaries
    • Office Managers and Executive Assistants
    • Department Coordinators and Clerical Support Staff
    • Personal Assistants and Frontline Administrative Roles
    • Any non-technical team member supporting leadership, HR, finance, or operations

Course Structure

Day 1: Communication, Coordination & Office Support Tasks

“Write Better, Work Faster, Stay Organized with AI”

Modules Covered:

    • Intro to Generative AI for Admins
       Understand how tools like ChatGPT, Gemini, and Microsoft Copilot work and where they fit in day-to-day admin responsibilities.
    • Email Writing with AI
       Generate clear, polite responses to routine emails (scheduling, reminders, announcements, approvals), rewrite replies in different tones, and translate on demand.
    • Memo & Notice Drafting
       Use AI to quickly draft office memos, public holiday notices, circulars, and HR communication for teams.
    • Meeting Summaries & Minutes Creation
       Convert raw notes or voice recordings into professional meeting summaries with key takeaways and next steps.
    • Schedule, Event & Travel Planning Assistance
       Prompt AI to help prepare event plans, training itineraries, RSVP drafts, catering orders, and travel comparisons.
    • File Naming, Folder Setup & Organization Instructions
       Use AI to draft SOPs, checklist templates, or naming conventions for internal document organization.

Day 2: Templates, Formatting, Translation & Governance

“Be the AI-Enhanced Assistant Every Office Needs”

Modules Covered:

    • Formatting Letters, Announcements & Agendas with AI
       Learn to convert plain messages into formal letters, agenda layouts, and proper document templates.
    • Prompt Design for Admin Use
       Create and save AI prompts for common tasks like “Draft leave request reply,” “Format invitation letter,” “Create checklist,” etc.
    • Document Translation & Tone Adjustments
       Use AI to translate English ⇄ BM ⇄ Mandarin emails and notices, and shift tone (formal, friendly, firm) instantly.
    • Administrative Reports & Support Documents
       Build skeletons for stock requests, leave summaries, training registers, minutes tables, or recap memos.
    • Responsible Use of AI in Admin Roles
       Learn where AI use is appropriate and where manual checks are needed (confidential info, HR matters, data privacy, etc.).
    • Building a Department Prompt Bank
       Work as a team to co-develop a folder of prompt templates and reusable instruction models for admin support functions.
    • Mini Presentations & Use Case Feedback
       Share the best output generated with AI, reflect on use, and plan integration into daily office responsibilities.

Final Deliverables

    • AI Prompt Bank for Admin Tasks
    • Sample Templates: Emails, Memos, Reports, Letters
    • Translated Documents with Tone Edits
    • Completion Certificate (HRDC Claimable)
    • AI-Use Guidelines for Support Staff

Course Duration & Format

    • Duration: 2 Days
    • Mode: Physical / Virtual / Hybrid
    • HRDC Claimable: Yes

Trainer

Delivered by experienced trainers in Generative AI, office productivity, and document strategy—each with backgrounds in admin workflow automation and executive support communications. Trainers are HRDC-certified and capable of adapting content to admin support levels across industries.

Ready to Upskill?

Contact us today to schedule this course for your team or enquire about upcoming public sessions. Custom in-house versions are available upon request.