What can assistants expect in 2014? - Practically Perfect PA

I know I always say I can’t believe how the time flies but I seriously can’t believe how quickly 2013 past us by! It was quick wasn’t it!? I’m not just getting old! Anyway here we are in 2014 and I hope that everyone is settling back into work after the Christmas and New Year break. I think assistants will have an interesting 2014, particularly as it is the International Year of the Secretary and Administrative Assistant with lots planned for our professional development. Practically Perfect PA has lots and lots planned for 2014 which I will share with you over the next few weeks but in the mean time let’s have a look at what our industry can expect this year.

1. Employment opportunities and salary

It would seem that organisations are remaining cautious when it comes to increasing their head count this year. In fact in the US a recent report found that only 24% of employers planned to increase their staff numbers. A reliance on part time and temporary staff looks set to continue in 2014 which means that most assistants will stay in their current role rather than seek new employment opportunities. On the whole pay freezes have come to an end so assistants should expect financial rewards for their hard work this year. As ever it depends on your location with most pay increases expected in London and the surrounding area. For those looking to move to a different role this year make sure your CV reflects your reputation and ensure you emphasise your proven track record, this is what recruiters will be looking for in 2014 – a safe, risk free placement.

2. PA Networking

Throughout 2013 we noticed a huge increase in PA networking with a number of local networking groups springing up across the UK. Niche networking is a big trend for 2014 so it would seem assistants are ahead of the curve on this one! Joining a local networking group is a fantastic opportunity for assistants to meet other assistants in their area, receive training and support from the local community. Assistants will no longer have to get their manager’s permission to travel to London or other major cities for networking opportunities which can be a major hurdle. Do support your local networking group if you have one, if you don’t… well you should think about starting your own!

3. Professional Development

In 2013 we saw a massive rise in the number of conferences, events, exhibitions and seminars for assistants and this will increase even more so in 2014. It is hard to know which conferences to attend and where to best spend our employer’s money but we came across this short video which will help you and your executive choose the right event to attend this year. We must be fussy when it comes to our training and pick events that not just tackle the same old issues but instead really cater for our needs. The conference organisers must understand the profession, understand the pressures and the difficulties of the role and most importantly understand the diversity of the role and how it has changed over recent years. Our training should inspire us through a really creative atmosphere. No one should be attending boring old events with the same old presentations and speakers. I’ve said it before and I’ll say it again assistants deserve top quality training just like any other profession.

4. Technology

Assistants should truly embrace new technology in 2014 because our executives certainly will. Most executives have a smart phone and tablet these days so assistants should already be aware of how they work, suitable apps and how to maximise their efficiency. Understanding technology can lead to assistants taking on projects outside of our mainstream role so I think embracing new technology should be a key focus for us this year. Remember it isn’t just our executives that are consuming new technology it is the entire organisation so stand out in this area and you’ll be recognised as someone worth knowing. Oh and don’t worry I can’t see technology taking jobs away from us any time soon!

5. Social Media

87% of companies now have a social media presence so it is becoming increasingly important for assistants to understand social media and in 2014 to go one step further and have a social media presences themselves. This is particularly important if job hunting, as most recruiters will now look for an active engagement in your chosen profession. Most organisations now understand the importance of social media and allow (within reason) staff to use their working hours to look at Twitter, LinkedIn and Facebook. Assistants in 2014 know that having a social media presence is invaluable to their role but they must understand that confidentiality and professionalism is still fundamental and must be displayed when using social media.

6. Information Security and confidentiality

Confidentiality is still a fundamental aspect of our role but overall in 2014 we will see an increase in the importance of information security across most organisations. Businesses will look at who has access to what and which levels of security staff are granted. There will be an additional emphasis placed on trust within our profession particularly as so many people now understand how much access we have to our employees confidential documents and personal life following the Nigella Lawson/Charles Saatchi case.

7. Travel

Technology really does touch every part of our role in 2014, particularly when it comes to arranging travel for our assistants. Internet access is on the increase so expect to hear from your boss on the flight, in the car and anywhere else that you can pick up wifi these days! The amount of down time we enjoy while our boss travels is certainly decreasing if it is not already non-existent. Hotels and airlines are increasing their use of technology with smart phone check in and front desks replaced with iPads and avitars. This will mean that assistants will again have to understand how this technology works and be able to help their executives download the appropriate apps for boarding passes and hotel reservations.

8. Client entertainment

As the economy slowly picks up over 2014 I think we will see a return to lavish client entertainment (did it ever really go away?) Assistants will have to keep a close eye on the restaurant scene as 2014 will see a continued growth in the pop up culture made fashionable in 2013. The best restaurants may only be in town for a short period of time so assistants will have to stay on the ball to get table reservations. Again technology comes into play with corporate entertainment and the growing number of iPad magicians and tablet caricaturists.

9. Role diversification

In 2013 we saw the role really diversifying with lots of assistants taking on additional work outside of the usual tasks we are assigned. Our professional development plan for 2014 should reflect this diversification and our managers should be aware that with extra responsibility comes extra support and training. Our role is changing and will continue to change throughout 2014.

10. Working Relationships

Unfortunately 2014 is not going to be the year we are suddenly appreciated for the work that we do. Assistants will continue to feel undervalued and the industry will not be seen as a profession in its own right. Nevertheless we are on the right track. Our managers appreciate us and we feel appreciated by them. The relationship between assistant and executive will become even stronger in 2014. With the likes of Richard Branson singing the praises of his PA last year I think we will see more public figures extolling the virtues of their assistants. This can only help us become more valued within our organisations and we should welcome the media coverage.

11. Talent

Talent will out in 2014 and organisations will try to recruit the most talented individuals and they will try to hold on to the talent that they already have. Assistants must see themselves as specialists because there are not many people that can do what we do. We have buckets full of talent and if we do not see ourselves this way then the 2014 ‘talent’ trend will pass us by. As our organisations seek to secure top talent they will be investing in their personal development programmes in 2014. Assistants can really benefit from jumping on the in-house training band wagon. Got a graduate scheme? in 2014 ask to attend a few of their training sessions so that you increase your business acumen. It’s free so what does your company have to lose?

12. Work life balance and working remotely

2013 saw many assistants trying to achieve a good work life balance by incorporating flexible working hours and working remotely into their average week. Many assistants took their first steps into the world of the Virtual Assistants and haven’t looked back since. In 2014 their will be an overall employment trend for remote working to increase and many organisations employing contractors to save money. I think many small business and entrepreneurs will employ VAs for the first time this year as a means of outsourcing administrative tasks. I also think more assistants will get the chance to work from home because their managers will allow other members of staff to do the same.

13. The changing face of the personal assistant

Our industry is so far removed from the stereotypical image of the ‘secretary’. However in 2014 we will see many younger faces entering the profession. The boomers are starting to retire (in fact 18% will retire in the next 5 years) which means there will be more opportuinites for Gen X and Y to take on board level assistant roles and move up the career ladder. The younger assistants will bring a strong understanding of technology, social media and how it can be used in a business context. We don’t want to lose the established skills that older generations of assistants have so in 2014 organisations should ensure the transfer of skills takes place before the boomers leave for their well deserved retirement!

14. The International Year of the Secretary and Administrative Assistant

2014 is the year of the secretary and administrative assistant which means not only do we have a whole year dedicated to our profession but we will also have a lot of wonderful networking events and media attention. This really is the year that our industry can take a giant leap forward and I think that in itself will be a big trend for 2014. We will be stepping out from behind our desks and showing the world how great we really are… oh and that most organisations can not function without us!

 

http://www.practicallyperfectpa.com/2014/can-assistants-expect-2014/01/09/#!

Collaboriamo per un eccezionale 2014 – IYOTSA, International Year Of The Secretary and Administrative Assistant

Il 2013 è quasi terminato e siamo pronte per affrontare il nuovo anno e tutte le sfide che ci aspettano.

Qualunque sia il tuo luogo di lavoro, c’è sempre una preparatissima assistente che si occupa di gestire dettagli organizzativi, progetti, ogni sorta di problema che nessun altro sarebbe in grado di risolvere.

La frase che mi segue dappertutto, in qualsiasi contesto lavorativo da ormai 20 anni a questa parte è: “tu che sai tutto”...

Quindi mentre ci godiamo le meritate vacanze dopo la follia pre-natalizia che si ripete con le stesse consuetudini ogni anno, è importante che riflettiamo su che cosa vogliamo ottenere nel 2014.

Se siete persone che sono abituate a lavorare in team con altre o se non vi è mai capitato di farlo ma è una cosa che vorreste sperimentare una volta nella vostra vita professionale, sarete sicuramente interessate a unirvi a noi di IYOTSA.

Sono venuta a conoscenza di questa iniziativa all’inizio del 2013 quando dal Sud Africa sono stata contattata da Ana-Maria Valente (http://whoswho.co.za/ana-maria-valente-8408) che mi ha scritto per illustrarmi l’iniziativa.

Ana-Maria Valente

 

Lucy Brazier

In seguito sia tramite LinkedIn che Facebook la notizia è stata comunicata a livello mondiale e nello scorso ottobre MACSE Italia è stata designata “Ambasciatrice per l’Italia” da Lucy Brazier che tramite la rivista Executive Secretary Magazine (www.executivesecretary.com) sta contribuendo in modo importante a far conoscere IYOTSA 2014 utilizzando la rivista come Global Brand Ambassador.

 

 

Advice for Manager Assistants to Get What They Deserve

 

 

Advice for Manager Assistants often sounds contradictory: State your position, but not too strongly… Be assertive, but be sure not to offend others… It's good to be proactive, but not too much… Do this, but do not overstate… Just be perfect, all right? This is the biggest challenge we have to face in our profession - a Manager Assistant must demonstrate strong leadership characteristics to be a good one, but behaviors usually accepted for other roles are often negatively perceived in ours. Hence the daunting advice of "do a bit of this, but not too much."
Colleagues of my association frequently complain to me about this double standard. "My manager told me I needed to be more proactive, but then he told me I'd better stay in my place." "If another colleague had done what I did, he wouldn't have been criticized for it." "I asked for a raise, and they said I was being too aggressive." Others, afraid, say to me, "I can't ask anything for me," and I say back, "And you should, if you think you deserve it."

The stereotypical Manager Assistant is still considered as an out-of-fashion secretary who makes photocopies and serves coffee: this is not acceptable anymore. In my observation, successful Manager Assistants in the workplace are usually using behaviors that are self-confident and assertive; they are not overly feminine, nor do they demonstrate overtly masculine or offensive behaviors, but they do not give way if they think they are right. At the end of the day, if we like our jobs and don't want to quit, what can we do?

First, let's listen to the criticisms of my colleagues made by co-workers and bosses: "She's too stiff. She doesn't hang out with us. She says she has too much to do. She's too emotional." And the kicker: "She lacks self-confidence."

Ah, ah, I can't imagine why! But these are important insights. Some Manager Assistants are so uncomfortable at work that they treat colleagues as the enemy and are unfriendly, even hostile. They hide behind formal emails and only interact with their colleagues when necessary, because, they say, they do not want any extra workload.

Now, let's look at some alternatives. I recommend building informal collegial relationships with your colleagues, but always keeping in mind that there is a subtle line not to be crossed; it is what I call the "line of respect". You may be the first Manager Assistant they've had that kind of relationship with, so proceed thoughtfully. It takes time and effort, but it is usually possible and almost always worthwhile. I suggest spending time with them: drop by their offices, call them on the phone, engage in information exchange, and be helpful when you can; in other words, build a professional relationship. You may have to make the first move, but if you keep your interactions professional, your colleagues will not misinterpret your friendliness as a suggestion for a date.
If you work in a male environment, try to become part of informal conversations in the hallway, before and after meetings, or at lunch. You may need to learn a bit about football or cars, but you don't have to become an expert to participate. With your female colleagues it should be easier to find common conversational subjects. Observe your specific colleagues and look for positive ways to interact with them. Then you won't feel like an alien, and your co-workers won't treat you like one. Consider participating in their activities outside of work too, but be careful to keep your behavior businesslike (eg you're not obliged to close down the pub!).

As they get to know you, your relationship can become more easygoing, natural and genuine. You will be more confident, and also your managers will feel more comfortable providing useful feedback that will help you improve. Work becomes more rewarding, not to mention more fun.

Being part of the network also positions you for information, potential assignments and sponsorships. We know perfectly well that very often our bosses don't promote us or give us salary increases, simply because they don't know what we really do. Make sure they know all about you. There's a tangible payoff in terms of rewards and compensation but, importantly, it also builds trust.

Relationships built on trust are sturdy and can endure a blow or two. Trust provides flexibility because your boss will give you the benefit of the doubt if your behavior surprises him. That can be extraordinarily beneficial when you want to take on more responsibilities and challenges.
Learn to appreciate the opportunity you have been given, open yourself up to the moment. Open your eyes and ears. Slow down. Make silent observations about what is around you. Listen. Concentrate on the moment. Focus on conversations. Set yourself the practical challenge of learning important details and you will see that things, even slowly, will change and, in the end, you will get what you deserve.

 

 

by Mariachiara Novati on 2 December,2013

www.executivesecretary.com

Executive Secretary Magazine: Editor's letter - Changing Perceptions

Here at Executive Secretary, we are gearing up for a year that could change the world for Assistants.
Did you know that 2014 is the International Year of the Secretary and that we have just been appointed as Global Brand Ambassador for this extraordinary event? It's 30 years since the last one and it couldn't have come at a better time for Administrative Professionals.

Associations from all over the world will be using 2014 as an opportunity to voice what we all already know; that the role has changed totally in the last five years.

With the onset of the recession and the redundancies of thousands of middle management, Assistants suddenly found themselves taking on many of the roles previously carried out by the Middle Managers for no more money and often with no training - PR, Marketing, Accounting, Events Management, Knowledge Management and, scariest of all, HR.

It was only ever meant to be a temporary arrangement but there is nothing more permanent than temporary and, five years later, the majority of Assistants are still juggling at least one additional role alongside their original job and still haven't had a pay rise, proper training or a change of job description.

Why is a job description that recognises what you actually do so important? Because otherwise you are not being measured properly against what you actually do, so in an annual appraisal situation you will never get the pay rise or the recognition that you deserve. And, equally, the skills gaps will never be brought to the fore, because it will not be clear exactly what it is that you do and therefore where you need help.

The truth is that Assistants are no longer a stereotypical subservient support network. More often than not they are responsible for several key areas of the business as well as a strategic business partner to their manager - admittedly with different skill sets to their Executive but those skill sets are no less valid.

Belbin, a psychometric testing system, looks at how team members work best together. It concludes that each team works best with eight different types of person in it. Indeed, some companies take Belbin so seriously that when hiring a replacement, they will only hire someone that matches the eighth of the team that is missing.

Most Executives sit either in the "Shaper" or the "Plant" categories. Shapers tend to be either entrepreneurial and great leaders, but couldn't finish anything if their lives depended on it, or arrogant with few communication skills.

Assistants on the other hand tend to sit either in the "Teamworker" or "Completer Finisher" categories. In other words, you complement the skill sets of your Executive totally and neither one of you could operate without the other.

The International Year of the Secretary is a great opportunity to shout about what you actually do and to change the perception of the role not only in your own company but across the world. It is a very short window of time in which we can all do our bit to fight for a better understanding and recognition of Assistants as professional business people - not just a support mechanism.

There is a role to play whether you just want to take and share details with your company, or attend one of our events (our Executive Secretary LIVE event this year will come under the banner of International Year of the Secretary) or if you wanted to put your organisation forward as an ambassador in your country. If you would like to get involved, please email me and we'll get details right out to you.

In addition, I am happy to come and speak at or Chair events anywhere in the world for the next 12 months for no fee, as long as my travel and accommodation is paid for. In 2013, I have had the honour of visiting 21 different countries. I hope to beat this in 2014 in my quest to spread the word. Just email my Assistant Matthew if you have an event that you would like me to attend.

I look forward to meeting as many of you as possible in the next year.

by Lucy Brazier on 20 December,2013
www.executivesecretary.com

MACSE Italia - Newsletter n. 7 - Speciale Formazione

Gli argomenti di questa newsletter:

- MACSE Italia in Partnership con la Business School Il Sole 24 Ore

- MACSE Italia vi offre la possibilità di certificarvi anche negli USA

- Formazione online

MACSE Italia in Partnership con la Business School Il Sole 24 Ore

Come ormai di consueto MACSE Italia ha rinnovato, dopo il successo riscosso negli anni passati, una importantissima e prestigiosissima partnership con

24 Ore Business School - Milano

Il 22 novembre 2013 prenderà avvio la nuova edizione Manager Assistant Advanced Program, un percorso di specializzazione in formula week-end che fornisce le competenze organizzative e gestionali oltre a quelle relazionali e manageriali oggi indispensabili per ricoprire con successo il ruolo, grazie ad un approccio fortemente operativo e pragmatico.

Tutte le colleghe iscritte a MACSE Italia o che si iscriveranno all’associazione, (segui questo link per iscriverti ora) e pagheranno contestualmente l’iscrizione al Master, secondo le modalità indicate in brochure, avranno l’opportunità di avere uno sconto del 15% sul prezzo indicato + IVA 21%. Attenzione: inserire nel modulo di iscrizione al Master la mail fornita dall’associazione nome.cognome@macseitalia.it al fine di ottenere lo sconto. Inoltre, tra tutte le partecipanti iscritte a MACSE Italia verrà scelta, dopo un esame del curriculm vitae e di un colloquio telefonico, da un Comitato creato appositamente, la più meritevole che riceverà una borsa di studio pari al 50% del costo del Master.

La comunicazione dell’assegnazione della borsa di studio verrà effettuata via e-mail alla candidata individuata. Scarica la brochure del Master.

MACSE Italia vi offre la possibilità di certificarvi anche negli USA

Abbiamo appena concluso un accordo di partnership con l'associazione americana ASAP (American Society of Administrative Professionals) al fine di poter essere certificate anche negli USA. Le colleghe che hanno sostenuto o sosterranno nella prossima primavera l'esame Manager Assistant Certificata - M.A.C. - e avranno ottenuto la

certificazione come Executive Assistant (**** Stelle) o qualificazione superiore, potranno ottenere anche la certificazione PACE seguendo un numero limitato di corsi on-line in inglese.

Principali guideline per ottenere la certificazione PACE

ASAP ha individuato 5 principali competenze da approfondire:

Career Development Interpersonal Communication Management Skills Office & Digital Technologies Project & Task Management

Per ognuna di queste competenze è obbligatorio scegliere un argomento dal menù a tendina e seguire tutti i corsi che afferiscono a quella competenza.

Esempio 1.

Esempio 2.

I corsi on-line sono della durata di circa 1 ora.

Un volta terminati tutti i corsi on-line, per ottenere il diploma finale di certificazione PACE, sarà necessario inviare a MACSE Italia all'indirizzo info@macseitalia.it:

la documentazione che attesa il livello di certificazione raggiunta, minimo Executive Assistant, rilasciata da MACSE Italia gli attestati di frequenza dei corsi on-line effettuati in inglese

Registratevi gratuitamente all'ASAP - avrete accesso al PACE Training Program così da verificare a quali corsi on-line siete interessate e potrete usufruire di molti interessanti servizi.

Per informazioni più dettagliate su come certificarsi PACE, scrivere a formazione@macse.it

Formazione online

Vi segnaliamo di nuovo questa importante iniziativa:

Dato che siamo Manager Assistant anche noi, ci siamo rese conto che per problemi organizzativi, carichi di lavoro e non ultimo la distanza dalla sede dove teniamo i corsi, molte di voi perdono l'opportunità di aggiornarsi o di approfondire tematiche utili in ambito lavorativo. Per questo motivo abbiamo attivato una partnership con Simulware per potervi offrire un'imperdibile opportunità! Seguite, on-line risparmiando tempo, i corsi da noi individuati come utili e interessanti a un prezzo assolutamente concorrenziale – 25 euro per le associate MACSE Italia e 40 euro per le non associate.

Qui di seguito l'elenco dei corsi a vostra disposizione:

La Comunicazione Assertiva La Comunicazione Persuasiva L'analisi e la soluzione di problemi (Problem Solving) La Gestione del Tempo La Negoziazione Organizzativa Scrivere per l'impresa Le Riunioni di Lavoro Comunicare con PowerPoint Gestire i progetti La Leadership Organizzativa Pianificare per obiettivi Saper delegare Introduzione al controllo di gestione La telefonata commerciale Salute e sicurezza - formazione generale

Per poter effettuare il corso di vostro interesse dovrete mandare una mail a formazione@macse.it indicando il titolo del corso che intendete acquistare, il vostro nome e cognome e un indirizzo mail (che sarà il vostro NOME UTENTE), in breve riceverete un link per effettuare il pagamento tramite Paypal e, a pagamento effettuato, in massimo 5 giorni lavorativi vi verrà inviata una mail con tutte le indicazioni per attivare il vostro account e tutte le informazioni necessarie all'utilizzo della piattaforma di e-learning.

I corsi on-line che acquisterete sono ciascuno della durata di 3-4 ore, saranno a vostra disposizione per un mese e potrete interromperli e riprenderli ogniqualvolta ne abbiate la necessità sempre nell'arco dei 30 giorni durante i quali sono messi a vostra disposizione.

I partner di Simulware

Se non vuoi più ricevere questa newsletter, invia una mail con oggetto "cancellami" a newsletter@macseitalia.it

INTERNATIONAL YEAR OF THE SECRETARY AND ASSISTANT 2014

INTERNATIONAL YEAR OF THE SECRETARY AND ASSISTANT 2014

WE NEED YOU TO GET INVOLVED!

 

 

Want to know...

How we are going to try to change the world for you in the next 12 months?

Who is involved?

What the vision is?

Why it's important?

What the IYOTSA Charter is?

And most importantly how you and your company can get involved?

We need your help whether you are part of an Association, run a networking group, or are an individual Assistant who would like your company to understand what you actually do and how best to work with you.

Join #adminchat later today to find out about the International Year of the Secretary & Assistant 14, which kicks off in January and could change perceptions of the Assistant role across the world.

http://twubs.com/adminchat?utm_source=Executive+Secretary+Magazine&utm_campaign=f8dc8646bc-ntl_Yr_of_the_Secretary11_28_2013&utm_medium=email&utm_term=0_1cadabbeae-f8dc8646bc-333571449

6pm GMT, 7pm CET, 1pm EST, 10am PST for LIVE online discussion.

Just sign in using your Twitter handle at www.twubs.com/adminchat

If you can't attend today or hate Twitter, but would like more information and details as to how you can get involved, please email me at lbrazier@executivesecretary.com and I will send you our information pack.

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.

.co.uk.