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  • feedwordpress 15:30:00 on 2020/03/31 Permalink
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    Administrative Professional’s Day: Best Gift for Your Assistant 


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    When I worked as an executive assistant, I was always flattered on Administrative Professional’s Day when my leader would generously give me a gift in recognition for my service and hard work. It made me feel special and truly meant a lot to me. Now as an executive myself, I’ve had the opportunity to experience both sides, and I have a much different suggestion for recognizing your stellar assistant today.

    That’s right. I would like to address the leaders and executives out there and give you a word of advice. This year for Administrative Professional’s Day, reconsider the bouquet of flowers and rethink the gift cards. Yes, they are appreciated, but to put it bluntly, your assistants are hungry for more. More enrichment. More skills. More preparation. And quite honestly, you’re going to be asking more of your assistants in the coming years, so it behooves you to ensure your administrative team is prepared and well-equipped for the future.

    What is my suggestion instead of traditional gifts? Provide them with continuing education and professional development opportunities. Consider sending your assistant to a workshop, conference, or designation course. A stellar event can be transformative for an administrative assistant. If you pick the right event, you’ll see your assistant come back more confident, capable, and eager. As an executive myself, I believe this is a wise investment because:

    1. You’ll become more efficient without needing to lift a finger. A top-tier assistant can make your life easier. When a team member begins to work more effectively, everyone around them will reap the rewards.

    2. You’ll have the chance to watch someone grow. You likely hired your assistant because you saw potential in them. Next, you need to supply the water to someone you felt was a good seed. Now watch what happens.

    3. It allows you to invest in the business as a whole. As leaders, we’re always looking for the most bang for our buck. If you consider the perspective that an investment in your administrative assistant equates to an investment in the growth of your business, the dollars and cents add up.

    Take a look at the Office Dynamics website to see all of the events and conferences we host throughout the year. This is our industry, and we know it inside and out. I can assure you that sending your assistant to one of my events will yield many more dividends than any bouquet of flowers ever could.

    The post Administrative Professional’s Day: Best Gift for Your Assistant appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:15:00 on 2020/02/13 Permalink
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    I’m a Bored Executive Assistant – Is It Time to Move On? 


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    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 individual’s problem but we know some of you might. Please read the question and comment below.

    EA with Brains asks:

    How to approach this situation?

    I work for a C-level executive who gives me tasks to do even though I’ve asked my executive if there’s anything I can do to assist with project-related work. I’m bored and not sure if it’s time to search for another job. I’m over 50 and may not get a match in salary (I’m highly compensated).

    Thank you!

    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

    conference_for_administrative_assistants

    The post I’m a Bored Executive Assistant – Is It Time to Move On? appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 21:39:58 on 2020/01/21 Permalink
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    The Vanishing Executive Assistant—NOT! 


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    I would like to address the recent article that appeared in the Wall Street Journal on January 18, 2020 by Rachel Feintzeig regarding The Vanishing Executive Assistant.

    First, I have been entrenched in the administrative profession for 50 years. I worked in the profession for 20 years before starting Office Dynamics in 1990. Office Dynamics specifically focuses on training and development for administrative professionals of all levels. I have written 5 books for assistants, educated 300,000+ assistants, have worked with 70+ Fortune 500 companies, and coached 300+ executive/assistant teams.

    The article in the Wall Street Journal (WSJ) is showing a small piece of what is transpiring in the profession. I am happy this article got published because it demonstrates the flaws in how people think about the administrative profession and how companies are overlooking these vital contributors.

    The writer immediately points out that technology and automation have chipped away at duties like papers to be filed and landlines to be answered. Yes, thank goodness for that because assistants have brainpower that goes way beyond those basic duties. And yet assistants help file digital documents and manage calls through their cell phones, so the skills required for these tasks haven’t completely gone away.

    Next, the article says that new generation leaders are content to schedule their meetings and book flights. The issue with this is that leaders should not be doing so. They are not paid the big bucks to manage a calendar and book flights. Leaders are hired to impact the bottom line, build strategic plans, and lead people. On top of that, these leaders don’t do a very good job of managing their schedules because they don’t have time to look at their calendar from a holistic perspective. A great executive assistant looks at the entire calendar for a month—what happened last week? What is going on this week? What types of meetings are scheduled—are they high level with stakeholders? Which meetings can get canceled and which meetings absolutely must take place? What is coming up on the calendar for the next three weeks? Managing a calendar takes brains; it should not be done on autopilot.

    Regarding the big reduction in positions mentioned:

    1. According to federal data, 1.6 million secretarial and administrative assistants’ jobs have been eliminated. I am curious if this data is accurate because there are over 40 titles today for the administrative profession. They range from administrative coordinator, department coordinator, marketing assistant to executive business partner.
    2. Of course, the numbers have gone way down because of technology which led to companies thinking “Let’s have an assistant support more than one person.” The problem is some companies have gone too far by expecting one assistant to support a group of 30 or 40. This really does not give the assistant an opportunity to be a true assistant.

    Often referred to as a dying breed, let me explain.

    • What is dying is the way the work is being done
    • What is dying are the old stereotypes
    • What is dying is the boxed job description that limited secretaries from their full potential
    • What is dying is being the office mom

    Thank goodness!

    This is a very exciting time for the administrative professional. Their role is expansive. Executives want strategic business partners, which by the way, was acknowledged 20 years ago and now is being referred to more than ever. Executive assistants are running meetings, making hiring decisions, giving presentations, negotiating contracts, managing budgets and are considered co-leaders.

    Regarding the assistants referred to in the article who are 50 and older having difficulties finding jobs. I have read and agree that ageism exists in the workplace. Yet, I personally know several assistants in their 60s and 70s who are landing very good jobs. In fact, one executive assistant I know landed the best job of her career at the age of 70! She received the biggest salary of her lifetime with all kinds of perks. She is living it up. I can attest, though, that this executive assistant has never stopped learning, growing, and staying fresh. She attended many of our live workshops and assembled a powerful career portfolio. This executive assistant updated her look and has stayed on the cutting edge.

    One reason why assistants might have difficulty finding a new job later in their life is they aren’t looking at all the skills they utilized during their administrative career. They are solely looking at the titles they had and so are the potential employers. The executive assistant should look at the skills utilized during their career and market those instead, such as managing projects with competing deadlines, prioritizing multiple tasks and schedules, executing corporate plans, effectively communicating directives, implementing their executive’s plan, developing processes, planning events and the list goes on and on. Many of the skills I learned as an executive assistant gave me a strong foundation when I started my training business and have carried me through leading a global company for 30 years.

    In reference to assistants not having time to bond or create relationships with their executives, that is true. They are managing a lot of moving pieces. Yet everyone in the workplace has gotten away from something that is critical to building rapport and creating long-lasting relationships. It’s what I refer to as “Human Moments.” Automation and technology are good to a point but is also destroying families, relationships, communities, and marriages.

    I talk with thousands of assistants and managers who think they are communicating with each other because they text or email each other all day. This is not communicating. When an executive and assistant have a daily huddle in person or on the telephone they have opportunities to clarify what they are saying, build context around a task (like scheduling a meeting); they can forecast what’s on the horizon and anticipate obstacles.

    I am disappointed that the writer did not interview more companies. Her article mainly focuses on the Ernst & Young model, which is to hire younger people with college degrees, pay them half as much while supporting more people. This implies that being an executive assistant does not take brains and that simply is not true. Today’s assistant is a cognitive being. While there are some assistants who only take orders and do the tasks, they really don’t understand the scope of this role.

    I have worked with these young college people and they are wonderful. They are enthusiastic, engaged, and tech-savvy. But they don’t know how to be an executive’s business partner, nor do they understand business protocol. In 2019, I was hired by a large financial firm in San Francisco to develop and facilitate a boot camp for 5 young assistants with college degrees. I asked the executive, “Why are you requiring college degrees for your executive assistant positions?” The executive responded, “Because the kids coming out of high school today just aren’t at the knowledge level that we used to see.”

    Several former assistants at Ernst & Young say they had an inkling their roles might be in jeopardy when the firm required them to pass a series of tests on PowerPoint and Excel. Being an excellent assistant is not just about PowerPoint and Excel. This is a huge misconception that society has embraced and projected. Being an executive assistant is a high touch job. Our company, Office Dynamics, focuses on developing interpersonal skills. For 30 years our research with executives, HR, T&D, and assistants continues to place interpersonal skills and the fundamentals at the top of the desired list.

    If a company only thinks a good assistant is someone with great technical skills, they are completely missing the boat and it is no wonder they are eliminating their administrative positions. They clearly do not understand what this role entails and it is a shame because there is this fantastic group of individuals who are eager to support the management team. Not “just anyone” can be an executive assistant.

    “Helping run executives’ lives—have faded away.” Yes and no. I know several executive assistants who are on call 24/7. They choose to have this role. It is their life mission and passion to support their CEO in running a business and managing their life. I have been on both sides of the desk, remember? 20 years as an assistant and 30 years as a CEO. Believe me, there are many things I do not want to do that my executive assistant is quite capable of handling. I want to focus on what I do best.

    McKinsey Global Institute said up to 10 million women across 6 mature economies will switch roles by 2030 as office support jobs disappear. If companies do the right thing and see the executive assistant’s role as they should, they will not eliminate so many positions. As many assistants leave the profession, new ones are joining every day. These young assistants are savvy, hungry, and want to help move an organization forward.

    The WSJ article stated that Dana Muldrow said she has embraced life without an admin but admitted she felt unsure what tasks to assign her. This is another area that needs to change. Managers and executives don’t know what to delegate or how to work with an assistant. It isn’t the assistant’s fault that their talents aren’t being utilized. This is also why my company has been teaching executives for 30 years how to maximize the time and talents of their assistants.

    I wish that Rachel would have included stories about the amazing companies who are creating career paths for their administrative community, purposely recruiting graduates to come into the profession, training and developing their assistants, and even implementing succession planning. This is because when a C-Suite executive needs to replace or add an assistant, they don’t have time for someone to get up to speed. They need an assistant who can jump in, take the reins, and be their business partner.

    Higher demands are being placed on executive assistants to expand their skills and develop business acumen, leadership, executive presence, problem-solving, and strategic planning. UC Berkeley, Haas School of Business is now offering a program for executive assistants that mirrors their executive leadership program. The cost is about $30,000.

    There is an amazing Admin Awards program now for assistants. It is referred to as the Academy Awards for Admins and is held in 5 cities. Southwest Airlines is a major sponsor.

    As of today, on LinkedIn these are the stats for titles related to this profession:

    • Administrative Assistant – 9,905,134
    • Executive Assistant – 5,765,649
    • Administrative Professional – 4,395,025 results

    That is almost 20,000 Million in the profession and that doesn’t include everyone. That is a pretty impressive number.

    Titles will change and so will responsibilities. The numbers may or may not continue to decrease. But one thing I know for certain is that there will always be executives who need an administrative business partner. And there will always be individuals who will thrive and make this their Career of Choice.

    Please feel free to leave comments below and be sure to share this to spread the good news about the administrative profession.

    Joan Burge

    January 21, 2020

     

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    The post The Vanishing Executive Assistant—NOT! appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 16:00:00 on 2020/01/16 Permalink
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    Be a Trailblazing Assistant 


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    Your office environment is a mix of workers and trailblazers, and the two have nothing to do with titles. Workers tend to know their job and only their job. They work with their heads down. They show up but show little interest in understanding the business as a whole and working to further the vision of the organization. They may be really good at what they do, but the overall value they bring to the company is lacking because they’re not part of the bigger picture.

    Assistants who are trailblazers are valuable team members who understand the business, work for its best interest, and strive to succeed in every interaction and every project. They ingrain themselves into the culture of the company. They are constantly willing to go above and beyond to work for the best interest of the company. These assistants are the team members who elevate to a higher level and are invited to become members of the executive team. They truly serve as value-added partners. That means they never work on autopilot. They are constantly awake, aware, and engaged at work. Because of the way they work, they are able to consistently provide benefit to the organization. Here are some great ways you can show you are a team member who can add value:

    Demonstrate discipline.

    It can be easy to get distracted at work, especially for those assistants who work in an open office space. You may become bogged down in unimportant tasks and overlook critical ones. Don’t let that happen! Work with focus and discipline.

    Streamline your job.

    Always strive to develop innovative and effective ways to accomplish tasks and assignments. Doing something one way simply because you’ve always done it that way means you’re not working to improve. Take some time to think about each task you do and see if you can improve the process. The goal should be efficiency and effectiveness.

    Understand your company’s brand and always work to further it.

    As an assistant, you are in a prime position to do so. Demonstrating that you’ve taken the time to become familiar with the objectives of your company and that you know how to contribute to its betterment will truly set you ahead of the pack.

    It’s time to ask yourself a question: Am I a worker or a trailblazer? If you’re ready to blaze your own trail, look at Joan’s newest eBook, Earning Your Place on the Executive Team.


    The post Be a Trailblazing Assistant appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 14:30:00 on 2019/11/15 Permalink
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    7 Ways Executives Can Improve Communicating with Their Assistants 


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    I have been fortunate to gain a three-dimensional view of communication between executives and assistants:

    I was an assistant for 20 years thus understanding what I needed from my executive so I could be effective. I worked with a variety of managers and executives, each with different personalities and communication styles.

    Since 1990, I have been the CEO of my own company and have worked with several of my own assistants. I have noticed the impact my communication (or lack of) has on my assistant’s ability to do a great job.

    Since 1990, I have been teaching executives and assistants how to improve their communications with each other. While technology is a wonderful tool to use, it creates much confusion and depending on the sender, many details can be left out.

    As an executive, if you want better results from your assistant, you need to be a better communicator. Here are 7 tips I highly advise.

      1. Be precise with the details of a project. When you provide more information about a project to your assistant, your assistant can put the pieces of the puzzle together. Your assistant will be more proactive and able to schedule the timing for the project. Plus, your assistant will be less inclined to waste time going down the wrong path.
      2. Assistants often tell me they want more direction from their executives. Yes, a rock star assistant should not need much direction but in reality, they do need direction.
      3. Clarify your expectations when it comes to tasks. What do you expect your assistant to do? Do you expect your assistant to write that thank you card? Or schedule personal appoints? Do you expect your assistant to be the lead assistant for the department? What about doing research on topics for an upcoming meeting? Many executives think assistants are mind readers. You and your assistant should have sporadic conversations throughout the year to discuss who handles what.
      4. Communicate the future. As an executive, I often have ideas in my head as to what I want to do or what is coming up in the next 3 to 6 months. Instead of waiting until we are on the heels of that particular thing, I have quarterly meetings with my assistant. In the quarterly meetings, I share what I see on the horizon over the next 3 months. We discuss these items in detail and identify the who, what, when, and where. I determine if we have the bandwidth to even do what I want to do. This list then becomes our monthly and weekly Action Item list. In our quarterly meeting, we also set priorities.
      5. Open communication is a must if you want to build a strategic partnership with your assistant. Your assistant should feel comfortable in being able to express his or her ideas and thoughts. You should be comfortable discussing areas your assistant needs to improve or if you were not satisfied with something your assistant did. You know you have a strategic partnership when you are “comfortable with the uncomfortable” conversations.
      6. Keep your assistant in the loop. I’ve always said, “The more in the loop an assistant is, the better job the assistant can do.” Your assistant needs to know what is going on. This is very difficult today as more and more executives handle their own emails, schedule their own appointments, and make their own plans. Be sure to copy your assistant on emails. Talk to your assistant about the outcomes of a meeting. Make assistant aware of special projects you will be involved in.
      7. Be interested in your assistant as a person. Do you know about their family? Hobbies? Their favorite color or food? Is your assistant dealing with a family crisis that may affect your assistant’s ability to be focused at work? There are ways to learn about your assistant as a person, without getting personal.

    There is no greater relationship in the workplace than that of an executive and an assistant. They can be a powerhouse team that impacts the business. Like any good relationship, it takes time, effort, and a desire to create that dynamic. Communicating more effectively will ensure that happens.

    Joan Burge

    Founder and CEO

    Office Dynamics International

    executives and assistants working in partnership

    The post 7 Ways Executives Can Improve Communicating with Their Assistants appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
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