info@otc.com.my +6012-588 2263

AI FOR SECRETARIAL & ADMINISTRATIVE PROFESSIONALS

Disclaimer:
This training topic is currently available for in-house sessions only, with a minimum requirement of 5 participants. Public program sessions are not available at the moment. The public program date will be announced when scheduled.

Share:

Course Overview

AI For Secretarial & Administrative Professionals

AI for Administrative Professionals is designed to help secretarial and administrative staff deliver faster, clearer, and more structured communication in today’s workplace. AI can now support these tasks not to replace skill, but to speed up drafting, summarising, formatting and preparing documents.

This AI for Administrative Professionals programme focuses on practical AI application for daily office work. Participants will learn how to use generative AI to support communication, task management, coordination, meeting documentation and internal reporting using real office examples.

Learning Outcomes

By the end of the AI for Administrative Professionals workshop, participants will be able to:

  • Draft official emails, letters, memos, and announcements faster using AI.

  • Prepare structured minutes, agendas, summaries and follow-up lists efficiently.

  • Use AI tools to plan tasks, prepare reminders, coordinate schedules and organise documentation.

  • Use AI to standardise templates and produce clear, consistent office communication.

  • Apply practical prompting methods to improve accuracy and final output.

 

Who Should Attend 

  • Secretarial staff, admin executives, PAs, office support teams, and coordinators.

 

Course Detail

Pre-Requisite : Participants to bring a laptop

Group Size : Ideal 10- 15 participants (to ensure personalized guidance). Max 25pax.

Duration : 1 Day (9:00 AM – 5:00 PM)

Training Methodology

  • Theory and Practical

  • Demonstrations

  • Hands-on Tool-Based Activities

  • Tool Walkthroughs

  • Q&A, Trainer Feedback & Resource Sharing

This AI Office Productivity Training combines demonstrations, practical exercises, and real workplace scenarios to ensure immediate application.

 

Tools Covered

  • ChatGPT

  • Microsoft Copilot or Gemini

  • Google AI Studio

  • Perplexity

  • Otter.ai

  • Gamma

  • Canva AI

  • NotebookLM / NotebookAI

  • TurboScribe

These tools are selected specifically because they support the core daily responsibilities of secretarial and administrative roles.

Course Content

TimeSession TitleDescription
9:00 – 9:30Welcome & Icebreaker
  • Warm Introduction
  • Participant sharing on current admin tasks
  • Identify biggest admin/PA pain points
9:30 – 10:30Prompt Engineering for Admin Tasks
  • Explore how to give AI instruction + context + desired format (prompting methods)
  • Learn how to give AI enough background information so outputs are accurate and context-specific
  • Apply the correct tone and specify your role
  • Hands-On: Setup ChatGPT and write a strong prompt
10:30 – 11:00AI for Office Work (ChatGPT, Copilot/Gemini)
  • Apply the 3-step workflow and understand how to copy-paste into AI first
  • Apply AI self-check before sending out messages
  • Hands-On: Generate email using AI & Identify 5 current admin tasks and match each to AI tool
11:00 – 11:15Break—
11:15 – 12:30Official Communication with AI (ChatGPT, Copilot/Gemini)
  • Create draft formal letters, memos, announcements
  • Create WhatsApp/Teams follow-up messages
  • Hands-On: Create 3 communication items: (1) Announcement memo, (2) Event reminder, (3) Follow-up email after meeting
12:30 – 1:30Lunch—
1:30 – 2:45Minutes, Agenda & Summaries (Google AI Studio, NotebookLM, Otter.ai)
  • Auto-generate meeting agenda structure
  • Use Otter.ai to capture minutes + action items
  • Use Google AI Studio to turn table to narrative summary
  • Use NotebookLM to store & compare documents for boss briefing
  • Use Turboscribe to transcribe voice notes or recorded meetings sent by your boss
  • Hands-On: Convert 2-page content to Agenda + Minutes + Action Log
2:45 – 3:30Research & Verification (Perplexity)
  • Fact-check before sharing data internally
  • Collect reference info for boss quickly
  • Turn research to 3 key point summary
  • Hands-On: Research 1 topic relevant to your role and produce bullet summary + source links
3:30 – 3:45Break—
3:45 – 4:45Presentations & Visuals (Gamma, Canva AI)
  • Turn admin notes into presentation deck instantly (Gamma)
  • Create simple announcement poster using Canva or Google AI Studio
  • Hands-On: Create 3-slide internal update deck + 1 poster for internal circulation
4:45 – 5:00Sharing & Closing
  • Present outputs
  • Ethical use of AI
  • Trainer feedback
  • Q & A

Upon completion of this AI for Administrative Professionals programme, participants will be able to confidently apply AI tools to improve productivity, communication, document preparation, and administrative efficiency in the workplace.

AI FOR ADMINISTRATIVE PROFESSIONALS

Follow Us:

Facebook Instagram Tiktok Linkedin Youtube Book-open

How To Submit an Enquiry to Us?

  1. Fill in the form below and submit to us.
  2. Initiate a conversation via live chat on the bottom left of our website by stating: “Hi, my name is [your-name]. I’ve already submitted the form for this training.”
  3. We’ll promptly reach out to you regarding the training you’re interested in.

✅ 100% HRD Corp Claimable — No Upfront Payment Needed

If your company is an active HRD Corp contributor, you pay nothing upfront under the SBL-Khas scheme. Minimum 5 participants for a full in-house claim.

Inhouse Program Process:

  1. WhatsApp or email us — we prepare your training proposal & quotation
  2. Customize the training based on your industry and requirements
  3. Confirm the training outline and schedule
  4. HR registers the course on eTRiS (at least 7 working days before)
  5. HRD Corp issues an approval letter
  6. Attend the training
  7. We’ll submit the HRD Corp course fee claim after training

Program Enquiry Form

    ORGANIZATION DETAILS








    PERSON-IN-CHARGE DETAILS






    FOR FURTHER INFORMATION, PLEASE CONTACT US!

    Thank you