Over the past 30 years I have worked with different executives, in turn, different personalities, different ways of doing things and different industries. The common thread for all is how you work with them to meet their needs.
Being an administrative professional is not always about having the right skill set. Being an exceptional administrative professional goes beyond that.
When I am interviewing and hiring for another executive, I look for the skills, but more importantly, I am looking to see if they have they are the right fit, the right personality, have the ability to accept change, have the ability to handle stress, pressure and are fine to work on their own with little direction.
These are not skills, but who a person is. These are not things that can be taught; this is something that we either have or we don’t have. You can’t force someone to change who they are to fit an administrative professional role, as it will never work.
I have put together a brief list of things that make someone an exceptional administrative professional:
Confidentiality/Discretion – an exceptional administrative professional never makes comments about the company or the person they are supporting. They do not break confidentiality.
Thinking outside of the box/seeing the big picture – an exceptional administrative professional can remove themselves and see a bigger picture and think outside of the box.
Organized – an exceptional administrative professional will help resolve chaos. They will make sure that everything is in order and well taken care of.
Persistence – an exceptional administrative professional will feel comfortable enough to get the results needed by asking in a professional non-confrontational manner.
Resource – an exceptional administrative professional is seen as a resource. They know who to contact, where to go, and where to find things.
Communication – an exceptional administrative professional makes sure that communication is consistent. They may have to speak on behalf of their executive and must be comfortable in both writing and speaking.
Anticipation – an exceptional administrative professional is a step ahead of their executive, often taken care of their executive needs before being asked. They can see what others don’t. They know their role is to make sure the executive has the time they need to concentrate on the business.
Focus – an exceptional administrative professional must juggle multiple things at one time, handle interruptions, but remain totally focused on the project.
Best Light – an exceptional administrative professional always makes sure their executive is seen in the best light. They make sure that the executive is well prepared for any and all meetings, has the items they need, and does not look disorganized.
Crossing the Line – an exceptional administrative professional knows that there is a line that is not crossed. There is a general respect not to cross a line that should not be crossed.
These are just a few things that you can start utilizing to help you become an exceptional administrative professional for your executive. As always you always have to find a system and a way that works for you and your executive. Skills can be taught, but it goes beyond that.
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