Image by Gerd Altmann from Pixabay

“Accomplishing the impossible means only that the boss will add it to your regular duties.”

• Richard Sachs: What does she want you to do, call the National Guard and have her airlifted out of there?
• Andy Sachs: Of course not!
• [beat]
• Andy Sachs: Could I do that? ~The Devil Wears Prada, IMBD

“Cyn! Guess where I am…” ~ Tess McGill, Working Girl

“Here’s a fast-paced profession which is highly demanding — requiring intelligence, resourcefulness, discretion, initiative, computer skills, and last, but not least, consummate people skills. Oh yes, it’s also helpful be to clairvoyant!” ~ Bonnie Low Kramen, Be The Ultimate Assistant

A note on gender reference: I refer to an assistant in the feminine sense because even today the field is overwhelmingly female dominated.

~~~~~

Before I retired some years ago as a vice president and manager of a Wall Street Fortune 500 financial services company, managing a small administrative department that supported some 500 staff members and their staffs on six continents, I was an executive assistant.

I supported high-level managers across four industries — television, publishing, public relations and financial services, in Chicago and New York.

Experience as an assistant helped me like no other to become a manager who could empathize with my staff because I was once where they were. And, an assistant’s position is like no other because it entails knowing something — to varying degrees — about a wide span of  subjects. An assistant does not specialize in just one or two areas of expertise, but rather an unlimited number of areas. An assistant at any level is a Renaissance woman.

My duties were wide-ranging, and as they evolved they could not possibly all fit into a job description! in all the positions I held in the various companies I worked for, my duties included whatever was needed.

Besides keeping the calendar entries — always moving targets involving meetings, appointments (business and personal), travel, vacation days, et al, — accurate and up-to-date, I took shorthand, transcribed, typed, sent and filed correspondence and reports; kept the chairman or my high-level manager on time and briefed on a range of items. Following are some examples of the varied tasks I handled over four industries, many of which came out of left field with little to no warning or prep time. Sound familiar or similar?

• Calmed and reassured a shy young vocalist who was about to appear on a major local TV talk show; she would go on to become a mega star and Oscar-winning actress.
• Greeted a young and nervous actress who was attending a major broadcast convention to promote her new TV show and connected her with a staff member to escort and introduce her around; she also went on to become an Oscar-winning actress.
• Filled in as a dancer on a locally produced country music show.
• Took over as an on-air announcer at an owned and operated TV station during a NABET strike (I was friends with many of the strikers and they were kind as I had to cross the picket line each morning.)
• Interacted with authors and agents; read slush; typed manuscripts, registered the copyrights of published books, and managed a fledgling department established to pre-sell certain non-fiction books.
• Worked with florists, caterers, domestic help, art curators, and on one occasion hurriedly assisted the chairman in moving priceless artwork around his apartment just before guests arrived for dinner.
• Planned the exhibit and then acted as the “front woman” to a major investors’ convention in Washington, D.C.  to ensure that our specialized exhibit was assembled properly and placed in a prime location, and that our reception location was in an appropriate area. Tons of fun dealing with the hotel special events manager who was dealing with hundreds of competing exhibitors from all over the country, and with me — a lone but very determined assistant! Our exhibit and reception were major successes.
• Assisted in launching a major marketing program; hired, trained and monitored co-op students who performed the data-entry.
• Established a formal training and review schedule for business recovery planning for my area, which was crucial in continuing operations during and in the aftermath of the nine-eleven attacks.
• Monitored for my division’s employees the completion of anti-money laundering training that played an integral part when an actual incident was uncovered in a foreign office; my program became the model for other divisions.

I’m sure assistants everywhere have even more diverse and interesting lists that demonstrate their decision-making abilities,  resourcefulness and creativity!

And with that kind of experience,  administrative professionals have choices — whether to remain in their current position; pursue another administrative position in another industry; or explore a different professional career altogether.  With the skills, experience, savvy and confidence gained, administrative professionals are prepared to explore many career paths.

For most of my career I did not have the training opportunities that exist now for administrative professionals, and I advise taking advantage of such opportunities whenever possible, inside and outside the organization. And for those seeking a high level administrative position or simply more flexibility, a degree will increase the opportunities.

More than halfway through my administrative career I had the rewarding opportunity of hiring and training my sector’s high school co-op students in office protocol and the business etiquette skills required to navigate a corporation. I blogged on many  relevant subjects, including starting a new position, proper dress, dining etiquette, cell phone and email etiquette, making introductions, shaking hands properly, the power of a smile, and the like.

Some practices and protocols have changed somewhat during the past decade-plus since I wrote about them, but most are classic and have stood the test of time.

That all said, my main message, from a former administrative professional to all those who are still in the game, have a Wonderful Day! And keep pursuing your goals!

Until next time,

Jeanne