CHAPTER 4

THE
ADMINISTRATIVE
SUPPORT
FUNCTION
LUSHEEN UMACLAP AND JOAN SALIVIA
3B
BEA CHOZAS AND JULIAN ANDREI URRIZA
3A
4.1

THE The specific duties and

responsibilities of
ADMINISTRATIVE administrative managers differ
according to their position
SUPPORT within the organization,
although they share their
FUNCTION common duties.
4.2 4.2.1

THE 1. Personal
attributes
PROFILE OF THE Integrity
ADMINISTRATIVE Responsibility
Work ethic
MANAGER Team work
4.2.2

PERSONAL SKILLS
Leadership skills
interpersonal and social skills
Communication skills
Problem-solving and decision making skills
Creative skills
4.2.3

TECHNICAL
COMPETENCIES
Basic technical competencies
Basic software competencies
BASIC TECHNICAL
COMPETENCIES
INCLUDE:
Initiative management competencies
Interpersonal and leadeship-related
competencies
Analyzing and interpreting competencies
Innovations-related competencies
BASIC SOFTWARE COMPETENCIES
INCLUDE:
knowledge of the latest software
knowledge of latest version of Microsoft software
Certification in microsoft Word, Excel, and PowerPoint
Word processing skills
Database management
desktop publishing
The ability to operate the large variety of office
equipment
The ability to use internet ETC.
4.2.4

MANAGEMENT SKILLS
These skills are managerial
functions: planning, organizing,
leading, controlling, problem-
solving and decision-making
and managing cultural
diversity
4.2.5
SUMMARY OF THE PROFILE OF
THE ADMINISTRATIVE
MANAGER: The ability to deal with risk
Result oriented
Energetic
Growth potential
Team player
Multitasking
Improvement oriented
4.3

EVENTS MANAGEMENT
Events management is closedly
linked to project management
as events generally have the
same characteristics as projects
4.3.1
DIFFERENT TYPES OF EVENTS
1. Meeting and Conferences 3. Networking Events
teleconferences Congress
web conferencing Bnquets

2. Incentives 4. Corporate hospitality

Seminars
Webcasts
5. Exhibitions and trade
shows
4.3.2

THE ORGANISING OF THE EVENT

Factors affect the way an event is organised
Person responsible
Size of the event
Legal requirements

The basic planning process

Customer logistics
Venue/site logistics
THE ORGANISING OF THE
EVENT

The plan of action

The person(s) responsible for
organising the event
4.3.3
PORTFOLIOS IN THE COORDINATING COMMITTEE
The finance committee Example of costs can be
Registration fees The venue rentals
Sponsorships4 Appearance fees
Dnations The registration process
Advertisings Equipment
Exhibitions fees Printing
Goods in kind Refreshments and meal
Funds Transport
Administrative costs
THE VENUE COMMITTEE

THE SIZE OF THE VENUE

THE AUDIENCE PROFILE
THE DURATION OF THE EVENT
THE SEATING ARRANGEMENT
ACCOMMODATION IF NEEDED
CATERING FACILITY IF REQUIRED
SECURITY OF THE VENUE
AUDIO-VISUAL EQUIPMENT
ADMINISTRATIVE FACILITY, FOR REGISTRATION,
DUPLICATING, FAXING ETC.
 The seating arrangement during the main sessions

THE
The seating arrangement for the discussion groups
The correct positioning of the registration area

VENUE
The administrative centre
Signage to the different meeting places and other
facilities

COMMITTEE The stage and access thereto

The stationary during the function and additional supplies
The operation and control of all the audio-visual
equipment
The refreshment
The meals and timesare which they are served.
 THE CATERING COMMITTE

SEE TO IT THAT MEALS AND

SERVE A VARIETY OF BEVERAGES
REFERESHMENT ARE SERVE ON TIME.

COORDINATE THE TEA BREAKS OF THE

SERVE LIGHT SNACKS
CATERING COMMITTEE
THE REGISTRATION COMMITTEE
THE TRANSPORT COMMITTEE
THE SPEAKER COMMITTEE
THE VIP COMMITTEE
THE SECURITY COMMITTEE
OTHERVCOMMITTEES
4.4
PUTTING THE EVENTS TOGETHER -
IMPLEMETATION AND EXECUTION
OF THE PLAN

PHASE 1: THE STEP BEFORE THE EVENT

PHASE 2: THE EVENT ITSELF

PHASE 3: THE DAYS AFTER THE EVENT

 hank you!
T HRDM1 3B HRDM1 3A

LUSHEEN UMACLAP AND JOAN SALIVIA BEA CHOZAS AND JULIAN ANDREI URRIZA