Today’s blog is one in a series on education, best practices and industry hot topics related to careers in Administration, including but not limited to those working as Executive Assistants, Admin Assistants and Office Managers. Today’s Admins handle duties that have no limits in scope and as the greater Philadelphia’s most trusted Corporate Transportation partner, Kevin Smith Transportation Group is invested in supporting those who work to make sure their companies run smoothly every day.
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Administrative and executive assistants are often the unseen motors that keep a business running. Whether they are in the back of the office or up at the front desk, their work days are often fast paced and comprised of a wide variety of tasks. Here are suggestions to help administrative assistants excel.
1. Observe Potential Bosses During the Interview Process
An assistant has a more personal relationship with a boss than most other employees do. The boss’s personality traits, work habits and delegation tactics will affect assistants strongly. When interviewing for a position as an assistant, experts recommends observing body language and demeanor to find out as much as possible about the person who could soon determine whether you get the job or not.
2. Be Proactive
Assistants must be several steps ahead of their bosses, while also responding to everything that comes up on an hourly basis. Consistent preparation and forward thinking are necessary to combat falling behind on tasks. Many experts say that their primary task was giving their boss permission to let go. This means taking care of all the little details that distract bosses from doing their jobs.
In addition, it’s important to remember that unless a task is illegal, immoral or harmful, assistants are paid to complete their boss’s requests. Articles in trade magazines assert that to maintain a positive relationship with the company and the boss, do not complain or ask questions if something seems illogical or unnecessary. Just do the work and if an obstacle presents itself, consult the delegator and ask any questions needed to complete the task.
3. Use excellent communication and organization skills
Asking questions is just the tip of the iceberg when it comes to communicating. Efficiency is often a top priority for executives. The Houston Chronicle advises assistants that being able to communicate well with clients, organize paperwork and keep a current calendar is vital. Good writing skills are incredibly important, as memos, letters and contracts often fall under an assistant’s role.
Find an organization system that works well for both the administrative department and the executives. Though there may be standard practices to observe, every boss is going to have personal preferences. Be sure to adhere to these and implement additional organizational tactics as necessary. If a better way of doing things is obvious, try it out and gauge the response.
4. Present a Great Face and Voice to Clients
Many times, the first impression a client or potential client has of a business is a front desk admin or an executive assistant. Speaking clearly and looking presentable are important because they are essentially the face of the company. Treat callers and visitors with respect and hospitality.
5. Keep a Professional Approach to the Job
Personal, administrative and executive assistants will all encounter slightly different job duties. Everyone employed in this sector will also have a unique relationship with their employer. More often than not, personal and private information will come up during the course of the job.
It’s important to be professional in all aspects of administrative work. This doesn’t mean assistants can’t be friends with their bosses, it just means assistants need to help uphold their title and remember they are being paid to perform a job.
6. Use Good Judgment
Above almost everything else, an effective executive assistant is able to make decisions without guidance from supervisors. It’s important that they have a strong understanding of business practices and executive preferences. A high level of common sense and awareness also helps them make good choices for their boss and the company.
Thank you for reading today’s blog on the Administrative Professional industry. Please visit us every week as we continue to publish tips, industry news and strategies that directly impact every Administrative Professional.