Tagged: Ask An Admin Toggle Comment Threads | Keyboard Shortcuts

  • feedwordpress 15:20:02 on 2019/07/11 Permalink
    Tags: Ask An Admin, , ,   

    My Boss is Leaving: How Can I best Help her Transition Out? – Ask an Admin 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77
    tips_for_administrative_assistants

    Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have an answer to each individuals problem but we know some of you might. Please read the question and comment below.

    Alice S. asks:

    My beloved manager/leader/friend is leaving our company at the end of July.  Her departure is going to be shocking to her peers and direct reports.  She is well-loved, unique in her approach and will be missed.  My question is, how can I help make her transition smooth?  What things should I focus on?  Processes to create or follow?  I’m anticipating a lot of stress around this for our company once they find out next week, and want to help her prepare for it.  I almost don’t know where to begin. In over 20 years of experience, this is a first for me.

    Please share your thoughts and advice in the comments below.


    Want to learn more about Ask an Admin and how to submit your own question? Click here

    The post My Boss is Leaving: How Can I best Help her Transition Out? – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:12:44 on 2019/05/23 Permalink
    Tags: Ask An Admin, , , ,   

    Being an Administrative Assistant for Two Different Types of Managers – Ask an Admin 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77
    tips_for_administrative_assistants

    Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have the best answer to each individuals problem but someone else might! That’s why we invite you to voice your opinion and thoughts with each post that is submitted to us.

    This week Carrie S. asks us:

    I am Carrie S., an administrative assistant for two different types of managers. Two fire departments, one Chief each. One of the Fire Chief’s is younger and would like to become more organized with appointments, messages, meetings, and tasks. The drawback to my position with working at both fire departments the work week consists of two days and every other Friday. I am not in the office daily from 8-5, so I feel it is hard for me to know what his schedule is on a daily basis. He does not use Google Calendar but has an iPhone. 

    The other Chief, older, but very organized and uses online calendars and his phone as well. I set reminders on my cell and Google Calendar. When a reminder pops up, I text the Chief to let him know of the upcoming meetings. I prepare files with the documentation he will need for the meetings and leave on his desk. He uses Outlook Mail and I will add reminders to the Outlook Calendar in hopes he will see if when I am at the other fire station.

    My post is longer than I anticipated, but I want to assist the Chief anyway I can to make his life easier and more organized! 

    What are your thoughts?

    It sounds like Carrie is the administrative assistant for two different types of managers. One Chief, although older, seems to be savvier with technology and scheduling while the other Chief is struggling with that.

    What should Carrie do?


    Want to learn more about Ask an Admin and how to submit your own question? Click here

    The post Being an Administrative Assistant for Two Different Types of Managers – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 17:30:48 on 2019/05/16 Permalink
    Tags: Ask An Admin, , ,   

    How does an Administrative Professional Set Up an Official Process? Ask an Admin 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77
    training_for_administrative_assistants

    Welcome back to Ask an Admin! The blog series that allows administrative professionals to ask any questions they may have and have their peers give the best advice they can provide.

    This week Stacey asks:

    I am the Executive Assistant to the President and CEO, and the only assistant (the only admin, really) at this location. Coworkers leave documents on my desk; the expectation is that I secure the signature of the President and CEO, and then return it to the requestor (who’s assistant am I, anyway?). I would like to know how does an administrative professional set up an official process to obtain signatures and return the documents, but I could use some advice. How do other assistants deal with this? Or am I just being a jerk for not wanting to run other people’s signed documents all over the building to return them?

    Thanks a lot for your time!

    Stacey does ask a great question. This administrative professional has documents that need to be signed by the President and CEO then has to run the signed papers back to her co-workers. So, how does an administrative professional set up an official process?


    Want to learn more about Ask an Admin and how to submit your own question? Click here

    The post How does an Administrative Professional Set Up an Official Process? Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:08:16 on 2019/05/02 Permalink
    Tags: Ask An Admin, , , , , , ,   

    How Do I Tactfully Voice My Concern? – Ask an Admin 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77
    training_for_administrative_assistants

    Executive Assistants and Administrative Assistants have to deal with a lot. Whether that is working remotely, working with several managers or executives, and sometimes supporting an entire floor of employees! Usually, these difficult situations bring up situations that leave them asking, “how do I tactfully voice my concern?”

    Heather D. asks us:

    I am a Certified Executive Administrative Professional and have been an Executive Assistant (EA) for the last 15 years to a VP of my former employer where we had a very good Business Partner relationship. I have since been forced to leave that employer almost 2 years ago now due to downsizing and am in a different EA role with a quickly growing company reporting to both the CEO and CFO.

    The role posted was framed up that I would be supporting them in the day to day activities much like an EA role does however since the day I was hired I have simply been a  “taskmaster/office manager” doing miscellaneous office/employee relations type tasks with very little interaction with either the CEO or CFO including my mid-year and end of the year evaluations. Both senior leaders have grown with the company for the last 28+ years and have never had what we know to be a true EA and aren’t interested in my role evolving to that at all. They did, however, hire a VP of Sales this past July that I was told I would be supporting as well and that he is being groomed to replace the CEO within the next 1-2  yrs. As part of this VP’s onboarding, I got to know him well and he had a true EA in the last 15 years with his former employer and would like to have one here.

    The CEO, CFO and this new VP of Sales all agreed that most of my time should be supporting him and that the VP of Sales was given the go-ahead to rewrite my job description however I don’t report to him or sit near him and both of those are necessary, in my opinion, to do this EA role the most efficiently and effectively (not to mention an accurate job description). The problem is that this company is moving and growing so quickly with “multiple hot irons in the fire” all the time that neither the CEO or the VP of Sales has had any time to see this transition through and it has been about 2 months since they last told me this transition was happening.

    My question is should I be approaching my direct leader (who I have no interaction with), the CEO or the new VP of Sales (which is who I have been working 50-75% of the time for in the last 6 months)? How do I approach this respectfully and voice my concerns in a firm manner around the current reporting/relationship structure?

    Well that is actually a very tough question! How do you tactfully voice your concern as an administrative professional without causing trouble?


    Want to learn more about Ask an Admin and how to submit your own question? Click here

    The post How Do I Tactfully Voice My Concern? – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 16:15:34 on 2019/04/10 Permalink
    Tags: Ask An Admin, , ,   

    Dana’s Administrative Professional Advice – Ask an Admin 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77
    setting_goals_for_assistants

    From Ernan:

    When we created Ask an Admin we had hopes that we’d get questions from administrative professionals having trouble finding answers to their problems. We also hoped that we’d get answers from administrative assistants and executive assistants that wanted to help. Needless to say, it has gone better than we anticipated! (NICE JOB ALL OF YOU) That is why we decided that we are going to have one of our Guest Bloggers, Dana Buchanan, give her administrative professional advice. Dana is a 20+ year veteran of the administrative field and a good friend to Office Dynamics so we thought this would be a great fit! Enjoy Ask an Admin – Dana’s Thoughts.


    The January 10th Ask an Admin was from Barb about setting goals at work. There were so many great responses and this is always such a hot topic of discussion we wanted to discuss it a bit further!

    Sometimes it is difficult to set specific time-bound goals for administrative professional roles. When setting goals, a typical guideline method is S.M.A.R.T.E.R (Specific, Meaningful, Achievable, Relevant, Time-bound, Evaluate, Readjust), but this does not always make the process easier. One suggestion is making a spreadsheet with the SMARTER method keywords as tab headers to help set focused goals and prepare for your next evaluation.

    In a previous post about performance evaluations, I shared a few of my ideas for setting goals, general tips and some specific goals. In addition to great webinars, articles, and blog posts one of the best resources is always communicating with one another.

    I want to highlight some of the great answers from our peers that were given as responses to Barb. There were several great tips and suggestions, I wish we had time to dive into them all, but please take a moment and re-read the post to see all of the great responses! I greatly appreciate all those who responded and helped answer Barb’s question.

    Pauline’s response included examples of how she put some of her goals into action and what the outcomes of those forward-thinking goals were. In summary, she aligned her goals to the company’s strategy; setting goals that support and add value to the business and future thinking about how to support the growth of the company. Pauline’s goals directly support the values and goals of the company. She obviously researched the company’s desired future growth and asked management what their goals were, she then proactively created objectives to develop ways to support her team and company. This works because it focuses on facts and outcomes, requires communication, and encourages action outside the typical day-to-day routine.

    Mindy’s response included a great question to ask ourselves. She stated – “I always try to ask myself these proactive questions: What do I want to learn or be included in? What tasks have been on other’s back burner forever; it would be great if we did or had ___ in place? It’s an opportunity for me to take the reins to implement.” We all hear discussion about ‘one day we should…’ or ideas being thrown around in meetings, but never followed up on. With this suggestion from Mindy, these back burner items are now opportunities and even catalysts for goals. I suggest keeping a journal, electronic spreadsheet, worksheet, etc. and write down these suggestions as they pop up, create a SMART goal if possible, and discuss this new opportunity with your manager during your evaluation or take action and turn the ‘one day we should’ into ‘let’s do this now’.

    Maggie, SK, and Jean discussed administrative support team meetings. The meeting topics include: best practices, interacting with other departments, networking, a mentor program for new hires, training, speaker presentations, cross department discussion opportunities, and much more! If your company does not currently have a monthly or quarterly administrative professional meeting opportunity this project is a great goal to set. If you do have meetings set up already, some of the topics Maggie, SK, and Jean discussed could be great additions to add.

    Top response takeaways –

    • Be in tune with your company’s goals and future direction
    • Find opportunity in ‘back burner’ items
    • Don’t be afraid to set action steps and start something new
    • Track opportunity throughout the year and set goals as opportunities arise
    • Ask questions and talk to other administrative professionals
    • Communicate with your manager and/or team about their goal focus
    • Create an opportunity for your team or other professionals to meet or add to the typical agenda. This not only a goal in itself, but also a way to discuss ideas for future goals

    Thank you all for making Ask an Admin so popular and a great platform for discussion! If you have any other specific goal ideas please share them below.

    Dana Buchanan is a 20 plus year professional assistant with a passion for writing and offers a unique and professional perspective to projects and brainstorming sessions! She enjoys helping others discover key steps toward their career focus, job search, or self-employment exploration by creating or editing resumes, researching a particular type of job search, discovering business ideas and the action needed to succeed and loves sharing interviewing tips! Dana is also available to speak to small groups.

    You can read and follow Dana’s blogs at Success Encourager.

    The post Dana’s Administrative Professional Advice – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
c
compose new post
j
next post/next comment
k
previous post/previous comment
r
reply
e
edit
o
show/hide comments
t
go to top
l
go to login
h
show/hide help
esc
cancel