3rd

Executive PA, Secretary & Admin

Forum 2012

May 29th

& 30th

| Hilton Dublin Kilmainham Hotel, Dublin 8

Suitable for:

• Executive Support Staff

• Executive Assistants

• Business Support

• Departmental Assistants

• Clerical Staff

• Administrators

• Receptionists

• Personal Assistants

• Office Managers

• Secretaries

• Secretarial Staff

Visit us at: www.zoomin.ie

Speakers include:

• Niamh Hannan, MindWorks.ie

• Patricia Byrne, Executive Assistant, Oracle

• Allyson Ng, Executive Assistant, Aer Lingus

• Sian Redmond, Office Manager and PA,

Bord Gáis Energy Theatre

• Rani Dabrai, MD, Miss Moneypenny

• Dorothy Quinn, MD, DeeQue Ltd

Workshop Facilitators include:

• Gaye Moore

• Niamh Hannan

Sponsors / Exhibitors

Forum Day €169

Workshop Day €99

Contact:

aisling@zoomin.ie

ZOOM IN is proud to present the 3rd Annual Executive PA, Secretary & Admin

Forum, 2012. This educational and interactive platform of discussion will once

again deliver quality content, topical debate and unique networking

opportunities – we look forward to welcoming you!

Venue Sponsor:

And thanks to:

Forum Day - Tuesday May 29th

Registration – 8.30am – 9.15am

Conference Welcome – 9.15am from the Chair

9.30am – 10.00am | The Global PA – Patricia Byrne

Working in a Global multi-cultural environment brings its own rewards and challenges and a whole new skill set

is needed! As Ireland moves further into the international space, more of us are working on a global scale. In this

insightful session, Patricia will discuss:

• Building relationships and gaining trust with your international colleagues at all different levels of

management and external stakeholders

• Dealing with different time-zones, cultures, etiquette and personalities

• Having emotional intelligence, emotional resilience and the people skills needed to succeed at the highest

levels in business

• Developing technical business knowledge and acumen to help operations run smoothly and efficiently

Patricia Byrne, Executive Assistant

Oracle

11.00am – 11.30am | Food for Thought - Keep Your Guests Alert, Happy, and Focused

Whether it’s treating your clients to a slap-up meal, or feeding the masses during a day-long event, food will

have a major role to play in the success of the event. The right food at a business event can make the

difference between focused, appreciative, alert participants and angry, bloated, and drowsy ones. Overall, the

choice of food and the manner in which it is presented can say a great deal about your professionalism and

attention to detail. Make sure your food choices say the right things about you and your organisation!

Discussing:

• Encouraging a health conscious alternative menu

• Variety is the spice of life – choosing menus to cater for all (with less of the spice!)

• No Mess, No Stress - The less effort put into eating, the more guests can focus on the conversation or

the business at hand

• Avoiding bad breath and bloated bellies

• Acknowledging food allergies and special dietary requirements

• Eliminate embarrassing mid-meeting ZZZZZs by choosing foods that reduce sleepiness

Vanessa Kelly, Expert Nutritionist

Living Well Health Club

Hilton Dublin Kilmainham

10.00am – 10.30am | Building a Solid Working Relationship with Your Stakeholders

In an industry where customer service remains the cornerstone of its success, Sian works effectively to forge

professional partnerships and relationships with all stakeholders - starting first and foremost with her manager.

Understanding the needs of your manager - and those you work with, and for – is the key to making

relationships work. In this session, Sian will discuss:

• Communicating with your boss and learning to meet their expectations

• Effective strategies to manage up in order to forge effective partnerships with those around you

• Creating sustainable relationships by learning how to influence positively and manage demands

Sian Redmond

Office Manager & PA to the General Manager

Bord Gáis Energy Theatre

10.30am – 10.00am | Morning Tea Break

11.30am – 12.00pm | How to Forge a Successful EA/PA Career

Allyson began her career as a PA, thinking that it was going to be a stepping stone to great opportunities.

Career wise, she always thought she would end up specialising in areas such as Legal, Event Management or

Finance. Over the years, she has worked with a wide variety of companies, organisations and individuals and

has had to gain, tailor and hone a wide range of knowledge and skills from event management to accounting,

HTML code to plumbing! 13 years later, Allyson has managed to carve out a very successful and enjoyable

career as an Executive Assistant and wouldn’t swap it for anything else. During her presentation this self-

professed ‘Accidental EA’ will focus on:

• Critical skills to be effective as an Executive Assistant

• Top 5 challenges for Executive Assistants

• Balancing the professional and the personal

Allyson Ng, EA to Director of Inflight Services

Aer Lingus

12.00pm – 12.10pm | Spotlight Session

Crowne Chauffeur Services are one of Ireland’s leading executive transport

companies and we are delighted to have them involved as a sponsor of the

Forum. Colm will talk about their new easy booking form via their website, and

the advantages of using Crowne Chaffeur Services. He will also be giving away

some fantastic prizes on the day – to enter, just visit their stand at the Forum.

Colm Hanratty

Owner

Crowne Chauffeur Services

2.00pm – 2.30pm | The Virtual Assistant- what you need to know!

Although it is estimated that there are 25,000 virtual assistants worldwide, a quick internet search will show

up less than 100 VAs in Ireland. Is there a market for the virtual assistant here and what type of commitment

do you need to make, what promises do you need to keep, and is it worth your while with all the bills you need

to pay? This session will focus on the role of the VA, and will cover topics such as:

• How do I set myself up as a VA? Can I do it part-time?

• Where and how do I begin to promote my services?

• The role of the Internet, the use of the cloud in the VA profession and the downsides of the VA role

Rani Dabrai

Managing Director

Miss Moneypenny

12.10pm – 12.45pm | Networking Session

Networking is an integral part of business and professional development. This

will be your perfect opportunity to interact, share knowledge, create

opportunities and promote you and your company.

Hosted by Zoom In

12.45pm – 2.00pm | NETWORKING LUNCH

COMPETITIONS THROUGHOUT THE DAY

Sponsored by Crowne Chauffeur Service, Kilkenny Group and Hampers & Co.

4.30pm – 5.00pm | Using Your Mind More Effectively in a Busy Career & Life – The Secret to Happiness

In this talk psychologist Niamh Hannan (www.mindworks.ie) will give you practical tips to help you to live a

happier life, however busy you are. Happiness is good for your health, so give yourself a mind and body boost

today! You will learn about:

• Bringing more FUN into your life

• The impact of other people on your mood

• Understand and identify negative thinking and how to turn it around

• The power of the mind & how to harness it for your happiness

Niamh Hannan

Psychologist

www.mindworks.ie

4.00pm – 4.30pm | Panel Discussion: He-Boss V She-Boss – does gender matter when we have a job to do?

A recent study at the University of Toronto found that an overwhelming majority of employees, both male and

female would prefer to have a male boss. Even more interesting was the fact that the very presence of a woman

in a position of power is especially a stress trigger for female employees. What are the reasons for this opinion –

jealousy, threat, too many emotions?

Or is it more basic than that? At a time when women are taking more seats at the executive table, particularly in

Ireland, does support staff get behind their female counterparts here?

Bring your thoughts and opinions to the Forum in this controversial debate!

2.30pm – 3.15pm | Best Practice in Records Management & Archiving

The paperless office is still a myth! Many organisations have invested heavily in state of the art electronic

management systems, but by and large, they are not being proactively managed. Most organisations will retain

both hard and soft copy documents indefinitely. The absence of a proper records management policy leads to

vast quantities of unused documents, which is directly linked to inefficiencies, increased costs and poor

administrative practice. In this session Dorothy will discuss implementing a systematic approach to managing

paper, electronic records and archival material, and you will find out:

• How to review your hard and soft copy records so that you can manage them efficiently and effectively

• Reasons why you should adopt best practices in Records Management, while still supporting your

business objectives

• How to start creating an environment of effective information management, that will comply with your

regulatory and legislative obligations

• Guidance on how to promote, get buy in and secure funding from your organisation for future records

management projects

Dorothy Quinn MSc RM BSc Econ

Managing Director

DeeQue Limited

Conference closing remarks – 5.00pm

Conference Close – 5.15pm

3.30pm – 4.00pm | Afternoon Tea Break

3.15pm – 3.30pm | STRETCHERCISE Break sponsored by the Hilton Dublin Kilmainham

Workshop Day Wednesday May 30th

| Registration – 9.00am

*Limited Capacity of 20 per workshop, so book now to avoid disappointment. Each workshop lasts 3 hours,

including tea break. You have a choice of 2 workshops - one in the morning and one in the afternoon.

Tea breaks and networking lunch are included in the registration fee!

9.30am – 12.30pm | Improve Communication to Maximise Results

This interactive workshop is designed to improve communication skills, giving you the ability to build highly

effective relationships at work and at home. You will learn to identify different styles of communication,

recognise your own style and others’ so that you can speak their language and gain their trust and

understanding. In this workshop I will combine tools and theory from Psychology and Neuro-Linguistic

Programming (NLP) to give you the edge in your communication skills.

BENEFITS include –

• Improved communication skills

• Recognise other people’s communication behaviour

• Greater confidence in expressing oneself

• Deal better in conflict situations

• Understand others better

• Know how to approach a problem from different perspectives

• Ability to carry authority, relegate, delegate etc.

• Influence others

You will leave with new skills which can be applied immediately to your work and life situation

Niamh Hannan

Psychologist, www.mindworks.ie

1.30pm – 4.30pm | What Personality Type Are You? How can you use it to your advantage in the workplace?!

Psychometrics measures an individual’s abilities, attitudes, and personality traits. In this workshop, you will

touch on which personality type you are, discovering what your strengths are and how you can play them to

your advantage in the workplace. You will also discuss the different types of projects and activities that suit your

type. You will:

• Discover your personality type and realise your strengths

• Become aware of your colleagues and associates personality types

• Use this knowledge to improve your skills, choose the right jobs, projects and team-mates and generally

work better with other people

• Learn what you need to be aware of with your personality type – nobody’s perfect!

9.30am – 12.30pm | Coping with Change in the Workplace and the Challenges it Brings

Most changes that happen in the workplace, and indeed in your personal life, are out of your control.

However, how you react to change is down to you! Improving how you manage change, will directly impact

the success of your career, working relationships and personal relationships. In this workshop, you will

explore:

• Turning reactive stress into proactive behaviour

• Why communication is key

• How to empower yourself to deal with the stress that change can bring

• Coping mechanisms for a healthier, happier mentality and life

Gaye Moore,

Leadership Mentor,

Lifestyle Coach and Change Therapist

Visit us at: www.zoomin.ie

1.30pm – 4.30pm | Effective presentation skills that can be used any-time, any-where, and for any audience Although some presenters and speakers may seem like naturals, you can be sure that they have prepared,

rehearsed and re-rehearsed on the topic they are presenting on. To present effectively, you need to come across

as engaging and relaxed, while the content of what you are saying needs to be compelling and relevant. This

workshop will equip delegates with the skills, tools and confidence they need to prepare and deliver professional

presentations in the workplace and beyond. In this workshop, learn how to:

• Plan and prepare for any presentation

• Know the audience - do some research on who you are speaking to and involve them if possible

• Access tips for controlling your nerves, through effective breathing and visualisation techniques

• Rehearse, rehearse, and rehearse again – see rehearsals as key to a successful presentation

For bookings, please contact aisling@zoomin.ie

For sponsorship queries, please contact fiona@zoomin.ie

“I attended the EPA Forum and nearly a year

on I am still applying the knowledge and tips

I learned from the keynote speakers and the

workshops. It was also a great way to

network with other Irish EAs/PAs”

Conference Delegate, SFPA, 2010 & 2011

What do previous delegates have to say!

A Word on our Venue Sponsors: Hilton Dublin Kilmainham Located in the

heart of historic Dublin, the 4 star Hilton Dublin Kilmainham is just a short walk from

Heuston Station with its intercity train services and the Luas which is 10 minutes

from the heart of the city. Ideally located in close proximity to the motorway

network, the hotel is one of the city’s most accessible. This contemporary hotel

boasts 120 luxurious bedrooms including 2 studio suites. Deluxe rooms feature balconies offering stunning views of Dublin

city and mountains. For business needs, the hotel offers 8 Hilton meeting rooms, all of which boast floor to ceiling

windows overlooking the grounds of the Royal Hospital Kilmainham. Creative break and lunch options ensure that

delegates can focus on their meetings, while a dedicated meeting team, secure underground parking, complimentary WiFi

and a 24 hour business centre combine to create the perfect arena to get ideas flowing. To wind down after the event,

excellent leisure facilities are available to guests, including a hydrotherapy pool and fully equipped gym. The popular 4

Corners Bar and Terrace offers live music on Friday nights, providing the perfect space to relax after a week at work. BBQ’s

on the terrace are well-enjoyed both midweek and at weekends as corporate social events, family gatherings and more.

“Thank you for what I can only say

was an extremely well organised

event. Excellent content of

presentation, great delivery and

interaction”

Conference Delegate, Dell, 2011

“I was curious to see how an event like this

would run in Ireland for our particular role,

and I am glad to say it exceeded all of my

expectation. I gained valuable knowledge

and advice as well as a discussion network.

Can’t wait for next year!”

Conference Delegate, 2010

corporate, social Interests or requirements. Crowne are experts in designing packages to suit your tastes and can arrange

anything from tours of historical landmarks or reservations at one of the city’s finest eateries to golfing trips or sporting

event hospitality. They believe that the Journey matters, not just the Arrival.

A Word on Crowne Chauffeur Services Crowne Chauffeur Services is one of Irelands

leading executive transport companies. Over the last decade the company has been

dedicated to delivering exceptional customer service in the Chauffeur Drive Industry.

Their reputation is built on the service they provide to their clients and are committed

to delivering an exceptional experience to all clients both new and existing. They will

never compromise on this. Crowne relish the opportunity to design a tour around your