Career Options
Administrative roles continue to growLong gone are the days when offices had secretaries whose responsibilities included answering the phone and typing letters. LINDA WHITE |
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 [ 2006-04-26 ] |
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Today's administrative professionals handle those tasks and many others. As workplaces become increasingly mobile, their role will continue to evolve, experts predict.
"Administrative professionals are well-positioned to take on expanded responsibilities involving project management, communication, use of office technology and other vital business functions," says Kay Enlow, international president of the International Association of Administrative Professionals (IAAP).
Josie von Zalinski, Toronto IAAP Chapter president (www.iaaptoronto.com) agrees. "Our role is more than taking dictation and producing documents. Technology is changing daily and it's something we have to stay on top of ... One has to adapt and commit to education, either on their own or through their employer."
In a study conducted by OfficeTeam and IAAP, 86% of managers and administrative professionals surveyed said duties have grown more complex over the past two years to include: client relationship management, budget tracking, event planning, database management, research and training, desktop publishing, project management and computer support.
It's a trend expected to continue: 82% of administrative employees polled said they want to assume more responsibility and 70% of managers believe they could better utilize their assistants' skills and abilities.
More than 250 managers and 300 administrative professionals were surveyed. The findings have been published in the booklet Making It Click, released to coincide with Administrative Professionals Week, an annual event that high- lights administrative employees' contributions to the workplace.
ATTRIBUTES
What does it take to excel as an administrative professional in today's workplaces? The survey identified the following attributes as crucial:
- The ability to manage and prioritize multiple projects
- Interpersonal and communication skills
- Computer and Internet skills
- An understanding of the organization and its challenges
- Teamwork skills
SPEAK UP
Both groups believe administrative professionals have sufficient office resources, education and training. But administrative workers may have to speak up to get what they need: 74% of managers said they have improved their ability to proactively provide critical office tools, but only 34% of administrative staff agreed.
Other survey findings:
- Ninety-four per cent of managers and 84% of administrative professionals surveyed rated communication with each other as good or excellent.
- Nine out of 10 managers said they have taken steps in the past year to get to know their support staff on a personal level.
"Communication, collaboration and mutual respect are important," von Zalinski says.
"It's a partnership in any role that we play ... It's a matter of keeping a cool head, being a diplomat and being able to juggle different projects. It's a multi-faceted job.
"You need to be aware of what's happening in the company, but understand that the executive you're working for may be dealing with highly confidential matters."
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THANKING ADMINISTRATIVE ASSISTANTS
Administrative Professionals Week is always observed the last full week in April. The contributions of administrative professionals will commonly be celebrated today, Administrative Professionals Day. The week was created and is sponsored by the International Association of Administrative Professionals (IAAP).
OfficeTeam and the IAAP (www.iaap-hq.org), the world's largest association for administrative support staff, offers the following tips for managers wanting to recognize the contributions of their administrative support staff:
- Empower them. Show trust in your team by giving them authority to make decisions.
- Reward outstanding achievements. Praise staff for accomplishments.
- Provide advancement opportunities. In addition to competitive compensation and benefits, provide training and development programs.
- Be your team's manager, coach and advocate.
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