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| Dear all And so to day two of of our Administrative Professionals week giveaway. If you missed our newsletter and all that we offered yesterday, you can still find it on the LinkedIn and Facebook groups. For those of you that aren't familiar with Administrative Professionals Week, it was originally organised in 1952 as "National Secretaries Week" by the National Secretaries Association (now known as the International Association of Administrative Professionals) in conjunction with public relations executive Harry Klemfuss and a consortium of office product manufacturers. It was established as an effort to recognise secretaries for their contributions in the workplace, and to attract people to secretarial/administrative careers. Today, it is one of the largest workplace observances outside of employee birthdays and major holidays in the States. Administrative Professionals Week is always held annually during the last full week in April. Administrative Professionals Day is always held the Wednesday of that week. According to IAAP members, administrative support personnel prefer observances that recognise and provide opportunities for learning and growth. Our website lists many of the events taking place in the US and Canada over the next few weeks in honour of APW. So for this week only, watch out for this - our special daily newsletter, packed with special offers and free educational resources. Feel free to share this newsletter with anyone else you think might benefit from this weekly newsletter or from the information we will be putting out over Administrative Professionals Week - we are always delighted to welcome new recipients. As usual, in this week's newsletters you will find below all sorts of resources as well as a list of our events and three of our favourite articles. SO HERE ARE TODAY'S RESOURCES
WIN A 60 MINUTE COACHING SESSION WITH LINDA MCFARLAND (AUTHOR OF
SITTING ON A FILE CABINET, NAKED WITH A GUN)
Are
you interested in taking your skills to the next level? Or maybe you need some
advice or coaching in preparation for a crucial conversation with your leader or
co-worker. Do you need more courage to speak up in group settings? With
extensive hands-on experience supporting high level executives, Linda McFarland
has mastered her “never-panic” demeanor. She is performance-driven, a strategic
thinker, and intuitive problem solver and has held executive assistant positions
with a variety of start-up and Fortune-listed companies.
Linda is offering a 60
minute coaching session to two lucky winners. To enter the drawing, send an
email to linda@ascend2success.com.
In the subject line include: “Admins Make It Happen”. If your name is drawn,
Linda will contact you regarding next steps.
If you would also like
to enter a drawing to receive a free hard cover book, send an email to Linda at
linda@ascend2success.com
and include these words in your subject line: “Sitting on a File
Cabinet”.
Good
luck!
FREE BOOKS
FROM BUSINESS ENGLISH EXPERT, DALICE TROST
Dalice has set up free book promotions on three books from 22 - 24 April 2014 on Amazon (Kindle store). The books are:
Business
Writing: A tip a Day for 30 Days Vol 1 (http://www.amazon.com/dp/B00BH0CZMI)
Business
Writing: A Tip a Day for 30 Days Vol 2 (http://www.amazon.com/dp/B00DK9WPRO)
and
The Busy
Person's Guide to Networking (http://www.amazon.com/dp/B008YGQEE8)
The
links are all to the US Kindle store, but the books are available in all the
Kindle stores.
FROM THE AAPNZ (NEW
ZEALAND)
Technology focused AAPNZ is really pleased to be associated with ShowGizmo, the smartphone app for events. They are currently trialing this app with one of their local Groups and then rolling it out to the other 10 Groups around the country. Local groups will be able to log-on to find out where their next monthly event is, who is speaking and who else is attending. There is also the option to survey members about anything to do with the event, what was the venue like, the food, the speakers; it’s all contained within the phone app and makes life so much simpler. They will be using it for their bigger events; 2014 AAPNZ AGM & Professional Development Forum on Saturday 9 August in Hamilton NZ will feature exhibitors, surveys for keynote speakers and of course delegate information and opportunity to chat with people via the app as well as face-to-face. Why don’t you log on to their website and check the app out. A discount of 10% is available this week only in support of AdministrativeProfessionals Day. Plus Time Management Robyn Pearce from GettingAGrip is offering a free e-book entitled“GettingaGrip on Time Management”, a must for every administrative professional; but you do need to sign up to be a member of AAPNZ in order to get one. See www.aapnz.org.nz THINKING ABOUT BECOMING A VIRTUAL ASSISTANT? Tawnya Sutherland is offering 25% OFF the exclusive VAinsiders.com Club, for those Virtual Assistants who want to kickstart their business (Coupon Code: lucy)
AND OF COURSE, OUR TWO FANTASTIC APW
OFFERS
The IAAP, who have organised Administrative Professionals Week every year
since 1952, say that administrative support personnel prefer observances that
recognise and provide opportunities for learning and growth. 1) A FREE PDF OF THE JANUARY ISSUE OF EXECUTIVE SECRETARY MAGAZINE So we'd like to give you a gift that will give you a unique opportunity to learn from the best of the best trainers from around the world. Our magazine normally costs £25/E31.50/$44 an issue but we would like to offer you a free PDF copy of our January issue as a gift for Administrative Professionals Week. Read articles that will make you more productive and create effective strategies so that your role works alongside your business's needs. Your boss will see the positive impact of your time-saving techniques that will reduce costs and improve performance across your company. Just email lbrazier@executivesecretary.com to receive your free PDF. 2) GET A FREE BROTHER P-TOUCH PT-H75 LABELMAKER WORTH £47/E58/$80 WHEN YOU SUBSCRIBE TO EXECUTIVE SECRETARY MAGAZINE For this week only, for Administratibe Professionals Week we are not only offering you a year's learning at a 30% discount on a subscription to Executive Secretary Magazine, but we are also giving you the opportunity to receive something practical - a Brother P-Touch PT-H75 labelmaker free of charge when you subscribe. We have a letter that we can email you, which explains what the business can hope to get from you subscribing to the magazine, which has helped many of our subscribers to get their businesses to agree to subscribe on their behalf. If you would like me to email you a copy then just drop me an email at lbrazier@executivesecretary.com. Authors in the new issue include: Bonnie Low Kramen Julie Perrine Joan Burge Rhonda Scharf Marsha Egan Heather Baker Susie Kay Robert Hosking Richard Arnott Nicky Christmas and this is only a fraction of the contributors. You can subscribe either by clicking one of the links below, or by emailing me at lbrazier@executivesecretary.com. I can send you either a traditional invoice or a link to an electronic invoice where you can pay securely by card online. Costs (including postage) are: £150 - UK E189 - EUROPE $262 - REST OF WORLD For this, you get 48 pages of training, from the world's top trainers of Assistants, as recommended by your peers, in every issue. There are 6 issues a year, so that is a total of 288 pages of top quality training a year. PLUS, DID YOU KNOW THAT YOU CAN UPGRADE TO A PDF LICENCE AND SHARE
You may be
interested to know that we now have a new facility which allows you to download
PDF versions of all the magazines (as well as of all the archive editions)
directly from our website when you subscribe. You are also now able to search
the website by author as well as by topic. To subscribe, visit
www.executivesecretary.com
You can also subscribe as a company to a PDF licence version, which allows you to share the magazine and all the training in it between all your administrative staff. Contact me if you would like details at lbrazier@executivesecretary.com |
Visualizzazione post con etichetta executive assistant. Mostra tutti i post
Visualizzazione post con etichetta executive assistant. Mostra tutti i post
martedì 22 aprile 2014
Administrative Professionals Week 2014
domenica 16 febbraio 2014
The key attributes of an effective Executive Personal Assistant
Richard
Arnott, co-author of the highly popular and unique Advanced Certificate for the
Executive Personal Assistant (ACEPAtm) looks at what makes an Executive
Personal Assistant effective in the eyes of their Executive.
ARNOTT
The
role of the Executive Personal Assistant is growing exponentially. From humble beginnings
the Executive Personal Assistant is now normally university qualified and required
to perform demanding roles on behalf of their boss such as preparing executive reports,
making presentations, attending and even making strategic contributions during executive
board meetings etc. Executive Personal Assistants have a highly visible and
demanding role in blue chip corporations and government organisations. So what
makes an Executive Personal Assistant effective in the eyes of their Boss?
1
Understanding the business strategy
Fundamental
to the role of senior executives in any organisation is the formation and
delivery of the business strategy. These senior executives need the support of
a high quality team around them if success is to come. The Executive Personal
Assistant is at the core of this team and needs to be able to speak the
language of the senior management team or Board. The old adage “Once you know
why, you’ll figure out how” applies to the role of the Executive Personal
Assistant. Executives and Senior Managers who enable their Executive Personal Assistant
to gain this understanding get the significantly enhanced performance.
2
Understanding the wider business issues
The
Executive Personal Assistant is the eyes and ears of their boss. The ability to
listen and to communicate across the organization is a key skill that should be
encouraged and learned. It is not so much as having the ear to the ground but
it is more about being able to separate the wheat from the chaff. A clear
understanding of the priorities, motivations and issues of others across the
organization is invaluable to the Executive Personal Assistant in the daily
tasks.
3
Operating efficiently and effectively
Senior
Executives are busy people and need to rely on the Executive Personal Assistant
to provide support not only efficiently but also effectively. Efficiently in terms
of the Executive Personal Assistant’s time and effort but also ensuring that
their Boss is operating efficiently. They say that efficiency is about getting
the job done on time and effectiveness is about getting the job done correctly.
Some would say that it’s not “what you do” but “how you do” it but I tend to
disagree. It’s about both. There is no point hammering out a 20-page report for
your boss in 30 minutes if it is full of errors. Conversely there is little
point issuing the same report three days late with no errors. The Executive
Personal Assistant should aim to deliver the report on time with no errors.
That is being both effective and efficient.
4 Being a natural problem solver
I may challenge the use of the word
“natural” as problem solving is a skill that can be learnt. Some people do have
a natural tendency in this regard but if they do not the effective Executive Personal
Assistant can benefit significantly by attending Problem Solving training and applying
these tips and tricks in their daily routine. It can be as simple as asking
Why? Enough times to get to the real root cause of an issue. However,
fundamentally it is realizing that finding the solution does not have to come from
yourself but will come more easily from involving others that differentiates a
great problem solver from a good problem solver.
5 Being a Rigorous Planner
“People don’t plan to fail; they fail to
plan.” This applies not only to the Effective Personal Assistant’s role of
course but is one of its most critical aspects. The Executive Personal Assistant
is not just planning their own work but is to all extents and purposes planning
their boss’s. Efficient planning is not normally a solitary task. The effective
project manager does not plan in isolation – they include their team. The
Executive Personal Assistant does not normally have this luxury. The Boss is always
too busy to sit down and get involved in the planning but still naturally
expects it to go smoothly. Therefore rigorous planning is essential – but so is
insisting that the boss does at least review his plans with you.
6 Being a Strong influencer
Not all
Executive Personal Assistants work for the top person in the organization. The majorities
operates at executive or senior management level and have to influence not only
downwards but across and upwards. Being enable to recognize when to use some or
all of the seven key influencing tactics of Consultation, Rational Persuasion,
Exchange, Ingratiation, Coalition, Upward Appeals and last but not least
Pressure is a skill that can be learned and one that delivers excellent
results. The Executive Personal Assistant who tries to influence using the
Boss’s position of power (the pressure tactic) may find it difficult to get an
effective response and is more than likely to experience passive resistance.
Whilst the pressure tactic has its place the effective influencer
uses all the tools available to them.
martedì 14 gennaio 2014
Volete un aumento di stipendio? Volete essere più apprezzate per quello che fate? Dimostrate quanto valete!!
Arriva sempre il momento in cui
vogliamo che tutto quello che facciamo ci venga riconosciuto. L’ideale sarebbe
ricevere un aumento di stipendio, un bonus, ma a volte anche solo un
riconoscimento, un ringraziamento, sarebbero sufficienti a ricaricarci le batterie
e a farci ripartire con entusiasmo.
Ma come possiamo far notare al
nostro capo che è arrivato “il momento”?
In primo luogo dovete ritagliarvi
un po’ di tempo con lui nella sua complicatissima e impegnatissima agenda. Non
cercate mai di introdurre un argomento così delicato a metà di un’altra discussione,
perché probabilmente cogliereste impreparato il capo, cosa che non è mai gradita.
Riservata in agenda la vostra mezz’ora, non cancellatela a causa di altri
impegni o scuse, salvo convocazione da parte del CEO, rimanete ferme sulla
vostra posizione. Preparatevi per l’incontro facendo un elenco degli obiettivi
che avete raggiunto e delle proposte che avete fatto e concretizzato per
cambiare e migliorare il vostro modo di supportarlo.
In aggiunta alla lista che è il
primo passo per chiarire la vostra posizione, ecco alcuni altri suggerimenti
per fare colpo sul vostro capo:
Speciali riconoscimenti
Avete ottenuto
riconoscimenti e premi per la vostra professionalità o avete seguito dei corsi
di formazione che certificano il vostro sviluppo personale e professionale? Se
per esempio siete state ammesse al Programma M.A.C. segnalatelo e spiegate al
vostro capo quanto sia importante per voi essere sempre aggiornate.
Dimostrate il vostro valore
aggiunto
Se avete avuto la possibilità e/o
la capacità di intervenire sulla riduzione di costi o sull’ottimizzazione di
processi all’interno della vostra organizzazione, fate in modo che il vostro
capo lo sappia. Presentategli le prove di quanto siete riuscite a far risparmiare
al vostro dipartimento sia in termini di denaro che di tempo.
Presentatevi come una “problem
solver”
Se i colleghi
si rivolgono a voi dicendo: “Tu che sai tutto…”, se l’ultima volta che il capo
vi ha chiesto di trovargli un’informazione, ce l’avete fatta in pochissimo
tempo, insomma, se siete assistenti da “mission impossible”, quale migliore
occasione per farglielo notare?
Dimostrate le vostre capacità di
comunicazione
Avete creato
report e presentazioni, standardizzato procedure, scritto articoli relativi
alla professione? Se sì, preparatene una copia per l’incontro e parlatene al
vostro capo, un’eccellente Assistente deve sapere padroneggiare sia la
comunicazione verbale che quella scritta .
Le relazioni con gli altri
Le relazioni con gli altri
Non
dimenticate di coltivare buone relazioni con tutti. Non dovete per forza piacere a
tutti, ma dovete fare sì che vi rispettino:
Mentally strong EAs don't worry about
pleasing others. Know any people pleasers?
Or, conversely, people who go out of
their way to dis-please others as a way of reinforcing an image of strength?
Neither position is a good one.
A mentally strong EA strives to be
kind and fair and to please others where appropriate, but is unafraid to speak
up.
They are able to withstand the possibility that someone will get
upset and will navigate the situation, wherever possible, with grace.
Voi rappresentate l’azienda per
cui lavorate e in particolare il vostro capo, quindi create e mantenete rapporti
professionali e cortesi con tutti, anche con chi non vi piace. Evitate i
pettegolezzi e i commenti inopportuni, è vostro dovere essere sempre imparziali
e non utilizzare la vostra posizione per fare un inutile esercizio di potere.
Se vi comporterete in modo etico e responsabile il vostro capo lo noterà e non
potrà che apprezzarlo.
lunedì 13 gennaio 2014
Executive Secretary Magazien - Weekly Newsletter
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giovedì 9 gennaio 2014
Some training suggestions for assistants - Practically Perfect PA
Quite often I am asked which courses I would recommend for assistants that are just starting in the profession and want to undertake some training to increase their skills and help them move up the career ladder.
I always say that it is extremely important for assistants to attend training courses throughout the year. We have a shed load of skills that have to be kept up to date so that we can do our job effectively. We have to be experts at IT, we have to have great people skills and we have to be assertive and confident to be able to handle all of the daily tasks asked of us! Not many other professions have that variety of skills. All of this means that we must, must, must attend training courses. I wrote a post about this a few months ago called Invest in yourself which turned into a bit rant because the big problem is that a lot of organisations don’t realise how important training their support staff is! Another factor is that they simply don’t have the budget for it, especially if they have staff that need expensive professional qualifications and CPD programmes. Of course there are also the boss’s that want their assistants in the office every day and don’t encourage them to attend any training.
So what training courses would I recommend for all of these instances? Firstly, let’s have a look at a few training options for those that do not want to spend too much of their company’s money!
Internal training and graduate programmes
If your company has an internal training programme which could be online do take the time to have a look at the options. There should be some training that relates to you directly, will improve your skills or will help you learn more about the business. Does your organisation have a graduate programme? If it does then ask to attend their initial training sessions on the industry. I did this when I first started working in insurance. There was so much jargon and codes of conduct, especially when working with Lloyd’s of London that I asked to attend an ‘Introduction to Insurance’ course which was in-house and specifically for the new graduates. I was the only EA on the course but it was so helpful and didn’t cost my company a penny.
Exhibition and trade shows
There are quite a few exhibitions and trade shows throughout the year that you can attend for free such as The Office* Show, The ExecSec Summit or The Office Management and PA show. You can meet with potential suppliers but also attend free training sessions. There are also trade shows abroad that will pay for your flights and accommodation if you can qualify for their hosted buyer schemes. EIBTM Barcelona is coming up in November and there are still hosted buyer places available. Other than you being out of the office for a day or two your company really doesn’t have much to lose.
Networking Groups
There are PA networking groups springing up all over the place these days, which is absolutely brilliant! Executive Secretary Magazine has a good up to date list on their website. If there is a networking group in your area I would highly recommend you join and go along to their events, most of which are outside of working hours.
There are also lots of ways that assistants can train at their desk, here is a quick list of possible resources:
- Webinars
- LinkedIn Groups and articles
- Business podcasts
- Blogs (like this one!)
- Professional publications such as Olé Magazine or PA Life
- Free online tutorials
- Books!
I have complied a list of books for assistants which you can buy on Amazon, there are some great resources on the site so do check it out!
If you are lucky enough to work for a company that supports your career development there are some fantastic courses you can take that will really help you pick up new skills and cement the ones you already have.
IT training
I would always recommend that you train until your IT skills are advanced. We spend so much time on (usually) Microsoft software so this should be something we are very skilled at. Also assistants are constantly asked by their colleagues for help on IT software so our managers should be fully aware that we need to have advance knowledge and this knowledge must then be kept up to date.
Most organisations that I have worked for offer Word, Excel and Powerpoint courses. Take these courses until you have completed each stage. Even if you feel you are already an expert it is worth taking refresher courses every now and again because the packages do change and are updated fairly often.
Outlook (or whatever email / diary system you use) is a fundamental tool for assistants. It is like a painter and his brush, or a footballer and his ball… Erm, hopefully you get my point! We can’t do our job unless we know Outlook inside out and back to front. This we must be advanced in! If you don’t feel that you are advance in Outlook training is essential!
Training for tasks
Once you have your IT skills up to a high standard then I would suggest taking some training courses for the specific tasks you are ask to do at work. For example minute taking, speed typing or preparing and writing reports. There are also tasks that assistants take on because the company doesn’t have a specific department or member of staff, such as:
- events management
- marketing
- business administration
- office management
- social media management
I think having some training on these tasks will really help you perform them to a high professional standard and will give your confidence a boost. If you think about it most of these tasks are professions in their own right so we really should be taking training courses to ensure we have the skills to actually do the job!
Personal Development
Over the years I have taken courses on assertiveness, confidence at work and how to influence people. Some were helpful some were not. I find some of the courses that are offered to assistants a bit hit or miss to be honest. But if you are lacking in certain areas and it is holding you back at work then it is worth finding a training course that will help your personal development. I would just say do some research so that you go on a course with real benefits! I did go on an internal course which was an introduction to Neuro Linguistic Programming. It was really useful and I would recommend assistants take an introduction to NLP so that they can perform at the same level as their manager.
To complete a diploma or not to complete a diploma?
Well I think it depends on a few things. Firstly do you already have a degree? Are you struggling to move from say a receptionist to an assistant? Is your company willing to pay for the course and if so what do they want in return?
I ask these questions because of my own experience. I got my degree and walked straight into an administrators role and then worked my way up to a personal assistant and then executive assistant. I didn’t need to have a qualification in the profession itself to get in the door and once I was in the profession my experience and working hard led me to better roles. I left university 10 years ago when the economy was a lot more buoyant so it may be really different now. Perhaps a qualification in the profession will help assistants stand out from the crowd. It will definitely show that they are serious about wanting to be an assistant.
I also think it is really important for any profession to have academic qualifications and accreditation programmes because it helps that profession be taken more seriously. So yes, I say if the opportunity arises for you to take a diploma then you should, especially if your organisation will pay for it. Although do really think about what your company wants in return for the course, normally they want you to agree to stay at that firm for a number of years or you have to pay back the course fees. If you have to pay for the diploma yourself think about all of the other courses you can take first that will help advance the skill set required to be a great assistant. If you already have a degree I think you should look at business courses such as a MBA rather than a diploma in administration. This would be worth it’s weight in gold for any assistant and their executive.
domenica 3 novembre 2013
Executive Assistants or Chief Communication Officers?

Aside from their vital role to the CEO, perhaps one of the most important roles any Executive Assistant plays is the portal for information to and from the CEO.
It is in this capacity that they must be exceptionally effective communicators; and at a higher level than almost anyone else as communication is about understanding, and understanding is performance.
In this regard one could argue that the EA is more often a Chief Communication Officer (CCO). As such, their ability to effectively communicate with a wide variety of people on an even wider variety of topics is of paramount importance to the entire organization.
The most widely accepted theory for modeling these various communication habits belongs to Harvard psychologist William Marston, who developed the DISC theory of behavior.
Marston’s model has been applied in more business settings than any other model in the world and has helped many millions of people.
Go on reading this article here http://www.executivesecretary.com/
About the authors:
Jay Niblick is the Founder and CEO of Innermetrix Incorporated.
Allan Miller is the Managing Director of Innermetrix Europe and UAE as well as owner/founder of IMX UK
Professional Consulting/Coaching and Training Company.

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