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  • feedwordpress 15:00:00 on 2020/02/06 Permalink
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    How Can I Retrieve Corrupt Documents/Drawers? – Ask an Admin 


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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.

    Rose asks:

    The accounting firm I work for converted to digital document management ten years ago. For the most part, things have been going well; however, with the advent of cloud computing and third party IT support, we’ve run into a situation that I need help resolving.

    When a drawer goes corrupt there are only three resolutions – restore from backup, rebuild from paper documents, or a combination of both. The real problem for us comes when the paper is gone (because you converted it to a digital document, verified its integrity, digitally filed it, and shredded it), and the backup is corrupt.

    When I was in charge of backup, I kept a backup from three points throughout the year. These backups were destroyed according to our records retention policy. Backup is no longer in our control.

    What procedures do you have in place to ensure you can retrieve corrupt documents/drawers? 

    Thank you,
    Rose

    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 How Can I Retrieve Corrupt Documents/Drawers? – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 15:28:00 on 2020/02/05 Permalink
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    A Career Portfolio Brings Value To Administrative Assistants 


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    A stellar career portfolio captures your progressing skill levels, professional recognition, career enhancements, development activities, and impressive accomplishments. However, a common mistake many assistants make is believing that a career portfolio is only needed once in order to obtain employment or is compiled haphazardly once a year as a corporate requirement. To be very clear, a career portfolio’s primary purpose is NOT about job hunting, and I’m a firm believer that anything done haphazardly is not worth doing.

    A notable professional portfolio that will serve you throughout your career should be carefully planned out and well-executed. It should impress executives and peers alike. It should be maintained and updated for as long as your career lasts. Why? Because whether you decide you want to move up in your chosen field, move out of your current profession, or stay where you are, a career portfolio will be an incredibly valuable asset. It’s worth doing because it’s simply not enough to tell people what you do and what you have accomplished. It’s not enough to give them a short resume. A career portfolio can efficiently demonstrate to leaders and peers alike that you are:

    1. Proactive.
    2. Career focused and driven.
    3. Competent and capable.
    4. Creative.
    5. Always aiming for the stars.

    An important objective of a career portfolio is to really set yourself apart. You need to demonstrate that you take your chosen career as an executive assistant seriously, that you know how to elevate your leader and company through proficient work, and that you always strive for greatness. That’s what a well-executed career portfolio can say for you, and why I believe you must have one. Are you sold but not quite sure where to start? We’ve got you covered. Joan’s groundbreaking new eBook, Creating the Perfect Career Portfolio: An All-in-One Guide, will help you every step of the way. Click here learn more!

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    The post A Career Portfolio Brings Value To Administrative Assistants appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 21:10:22 on 2020/01/27 Permalink
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    Executive Assistant to Chief of Staff? Ask an Admin 


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

    Preethi asks:

    Hi Fellow Admins,

    I am an administrative professional with over 10 years of experience. I have been an EA to the CEO or C-level executive for the last 5+ years. I am involved in corporate strategy; plan, organize and participate in Board and committee meetings, handle performance appraisal, review and edit HR and Board policies, organize events and town halls, etc.

    I have been doing this for a while now and wonder where to next? I like being an admin professional but also want growth in terms of role, designation, and pay. Is there a way to become a Chief of Staff? Most CoS in the corporate industry seem to be from operational or management background. Is there a way for an EA to become CoS?

    Thanks,
    Preethi

    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 Executive Assistant to Chief of Staff? Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 17:15:00 on 2020/01/22 Permalink
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    Office Dynamics International Celebrates 30 Years of Inspiring Administrative Excellence 


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    To Our Clients and Colleagues:

    30 years is a long time to sustain and build a business in a very unique niche . . . one that I created . . . administrative training and development. There have been many ups and downs over the years but I would not have chosen any other path. To this day, I am passionate as ever about championing assistants, pushing them to be their very best, and teaching both assistants and their executives to build strategic partnerships. In my video, I share with you what prompted me to start the company.

    This industry has come a long way since 1990 when administrative-specific training was unheard of. Now, organizations and executives are investing in their assistants and more assistants are investing in their own education. There is a sea of information available today and more people getting into the administrative training business—but all are not equal.

    Office Dynamics is proud to be the trailblazer in offering a wide range of in-depth educational courses, conferences, online training, webinars, books, and resources for administrative professionals. Our offerings have grown over the years because of your requests and valuable feedback. I am grateful to all of you who challenged me to customize programs that would meet your specific needs for developing your assistants—whether a “boot camp” for novices or a 2-day conference to host within your organization.

    Thank you for being a part of this incredible journey. We would not be here today if it weren’t for all you wonderful people. This includes assistants, executives, CEOs, Human Resources professionals, and Learning & Development professionals. We are honored to serve you.

    Thank you for continuing to make us your #1 go-to source for administrative and executive training and coaching needs.

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    The post Office Dynamics International Celebrates 30 Years of Inspiring Administrative Excellence 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.

     
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