ALT-3 How to be a first Class Personal Assistantadministrator
Approach your job with pride and enthusiasm. Instead of viewing yourself as an assistant, consider that you are an enabler. You enable your executive or boss to perform his duties with efficiency and ease. That's a pretty nice job function!
Your role will never be equal to his, even though you may eventually know as much about the business at hand as he does. Almost certainly his education and training has been more extensive and he is in a position to be paid for what he knows more than for what he does. Still you are there to anticipate and fill in details. Often it is your work that will make him look good or be prepared to the max.
You can find joy in nurturing your executive. It is much like watching a properly nurtured child succeed. With your watchful care and concern as a foundation, both child and boss can perform at a higher level. Their confidence will shine and serve them well. With the boss, you are likely to be acknowledged for your support. His dependence on you will be a testimony to your importance.
Praise for you may been few-and-far-between. Therefore, it is up to you to do your job well and to allow yourself to feel good about knowing that you have performed well. Spend a few minutes in self acknowledgment periodically. This will allow you to continue to give of yourself and help you to enjoy your job.
It is important to know your boss's schedule. A calendar is essential, even if you use Outlook or some other electronic scheduler. Calendars are just a bit more private and they work even if the system is down, not to mention that they are quite portable!
To really provide the highest quality service as an administrative assistant, you must know your boss well. This means allowing time with him for one-to-one meetings or conversations. You need to ask questions about his preferences, and what it is that he wants and needs from you. If he needs a supply of breath mints, special writing pads, a particular pen, you need to know. Part of your job is to pamper him in small ways, so that he is free to use his mind and skills at a champion level.
Keep yourself organized, know where things are, read the mail, know the contents of each file. You have to be ready to fire back answers, or know where to find them. Your office may be home base, whereas your executive may be required to travel to various locations. Be the solid foundation on the home front so that needed information or materials can be produced quickly and with ease.
Keep your own skills sharp. Ask for training, ask for the latest equipment and know how to utilize it. Many classes are available, both as seminars or perhaps as on-going classes at a nearby college. Keep you appearance sharp as well. Always dress appropriately and keep your weight and figure in control. Your appearance and countenance are part of the company's image. Make sure you contribute positively to that image.
