| Q. One of my colleagues is at a cross-roads in her job. After 13 years in the
same job as PA to an international marketing director (several different bosses
during that time), the current marketing director is leaving and there are no
plans to fill the position but the current MD will take on the role. My colleague
is now expected to report to a manager and not a director. My question is, is
her role effectively redundant if she will be doing the same job as she has
always done, but now reporting to a manager and not a director? Can the company
force her to accept her new role, bearing in mind that her role is effectively
downgraded (as far as her CV is concerned)? Her opinions were not sought concerning
this new arrangement, it was just presented to her as a fait accompli. Sharon, EA to MD |
| A. Hi Sharon, It’s difficult when a fellow worker is in a seemingly unfair
and unjust position. I’m sure she found it helpful to talk things over
with a friend and colleague. You say she is doing the same job as before but reporting to a Manager rather than a Director. In reality, these roles are not that different except in terms of prestige. Does she feel that the status of her role has diminished because of this change? As a PA, what really counts is the work she does for her new boss and how they act together as a team. Thirteen years is a long time to work for the same firm and it is unfortunate that there was no consultation beforehand but this is not compulsory. The company can change her role – and even make her redundant (provided her post is not replaced within 2 years) – depending on the needs of the business. The effect on her CV is not an issue. She is doing the same job, simply reporting to a different boss with a different job title. It is of exactly the same value – to her new boss, to the company and to herself - as her previous role. As I said to Jo: nothing personal, you understand. It’s just business. |
| Q. I am in a colundrum as to whether I
should stay or start afresh in another organisation so that I don't
carry the emotional baggage with me. I am happy with my boss and he
is the best boss that I have ever worked with. He thought highly of
me and trust me in all the business decisions. My problem is not with
my boss but with the way my organisation treats me. I feel I had been
overlook and am afraid in some ways felt that I had been demoted (along
with my boss). I had worked very hard for my company but without the
recognition or reward. Wherelse another collegue of mine (whose boss
is in a higher profile role) reaps all the reward and recognition.
Even though I am more senior and had been the central point of contact
for my company. I felt that I had been taken for granted and treated
like a door-mat. Should I put an end to this misery and leave my boss
and start afresh somewhere or should I just accept that that's life
and get on with my job? I had in the past allow this feeling to 'eat
me up' so badly that I was signed off work due to stress. Julia, Executive Assistant |
| A. Julia, I do sympathise with the way you feel, but believe me, getting on with your boss is something to be cherished. It’s such an intimate relationship and in my experience relatively few PAs actually do get on with their bosses as well as you say you do, so moving to another job where you might not get on as well with your boss may not be the easier option you think it is. You don’t say what it is the company’s doing, but it sounds to me as though your boss may have been sidelined or even demoted, especially as you say you’re a senior PA. Is it the case that you enjoyed the greater prestige of your boss’ previous position and because he’s been demoted he’s no longer able to support you and fight your corner as effectively? The key facts are, that you get on with your boss and still have your job, despite his reduced circumstances and that is something worth holding on to if you can. Although he’s been demoted, not you, inevitably the change reflects on your own status as well. Ultimately, you must act in the best interests of your health and weigh up what’s best for you. So if there is no way you can free yourself from being eaten up by what has happened, then you should act accordingly. |
| Q. My education background honors & masters in political science(2006)
in Bangladesh. Now i am services in a shipping company also have previous official
experience. Recently I applied for PA in uk like as CEO , MD , DERECTOR level
also good response with pack. So i want to do this like job if opportunity come.
Here i would mention that in before i never worked as PA but i think i am able
to do this properly. So please advise me how can i get preparation for this
job in this instance. Please prompt early response. Thanks EA |
| A. Dear ‘EA’, I have to point out straightaway, on the basis of what you have written, that I think you will struggle to secure or cope with a PA role in the UK, where you would be expected to write English to a high standard. As MD of my own company, for instance, I’m afraid I wouldn’t be able to employ you as my PA as things stand. I think you will need to put yourself through a local college course to get your English usage up to speed, before you go job hunting, if you’re not to risk disappointment. Another option to raise your employability might be to do some voluntary work for a political party, using your politics degree, and build up a track record for your reliability and trustworthiness. This may then lead to paid employment opportunities in the political field. In addition, take a look at what transferable skills you have, such as computer skills and office systems and procedures. By combining this with your proven record from voluntary political work, you may be better positioned to apply for PA positions. |
| Q. My PA job consists of doing two separate jobs in one, PA to 3 Senior Managers
and Team Secretary to 25 people. It is a very busy role and my line manager
doesn't understand that my position is a two person position, there is only
capacity for one PA/Team Secretary in the Department's budget. I have mentioned
it to her but she just expects you to do it and do overtime to complete tasks
if you need to. It gets very hard and frustating at times, can you advise me
please. Sandra, Personal
Assistant |
| A. Hi Sandra. Sounds like you do need help. First and foremost, however, you will need to construct a sound business case to justify the company taking on an assistant for you, so you must prepare a coherent argument. You need to state the present position: this is what’s happening; these are the tasks I can’t complete and these are my estimates of revenue we’re losing or customer service that’s declining. You can then state how, with an assistant, you envisage the role changing and being able to meet the company’s strategic objectives more effectively. It’s effectively a pluses and minuses summary of having an assistant and not having one. See if you can get hold of a book called Lifescripts, by Stephen M. Pollan (pub. Wiley). He puts it well: “I’ve been trying to figure out how to increase our department’s bottom line, and I’ve come up with a solution that won’t cost the company a penny.” All I would add is, just make sure your figures add up! With regard to overtime, just because you’re a PA it doesn’t mean you have to let your boss walk all over you. Any good PA will always help out in an emergency, of course, but if it’s simply the case that they expect targets and objectives to be achieved through your goodwill, then perhaps you’re not being assertive enough - with yourself or your boss. Set up a formal meeting to discuss the issue properly; it’s not something that should be done in the heat of the moment when neither of you are thinking clearly. If you’ve been told there’s no budget for an assistant, then you need to make the case for an increased budget. Remember: good PAs are flexible, but they are not walked over on a day-to-day basis. |
| Q. I have 20 years of secretarial and admin experience but only a handful of
O levels to my name. I’m looking for a new role now as my current one
is far from challenging – but it seems most PA/EA vacancies want candidates
to have a degree! Is it worth me putting in applications for these or do you
think the prospective employer would simply disregard me due to lack of qualifications?
I know I’m very capable so it’s very frustrating, and at 36 I don’t
think I could start a degree now, what other types of study do you think might
be useful and strengthen my future applications? Thank you for listening! Alison, Secretary |
| A. Alison, I have to say I think you’re in good company, as when I started my business I only had one GCSE! Now I’m MD of a successful training company, so it’s my view that your value does not depend entirely on how many or few qualifications you have. In the PA arena, confidentiality and experience are usually highly sought-after. Some of the best PAs I’ve ever trained did not have a degree, but they had excellent track records and successfully maintained their bosses’ confidentiality. As US Presidential hopeful Barack Obama said: “Yes, you can!” – That means you can do whatever you choose and 36 is certainly not too old to embark on a degree course. You don’t need qualifications to prove your competence, however – you’ve already established that through your successful career to date. Consider joining some PA networks, such as DeskDemon, EUMA and IQPS. Also, why not contact the Council for Administration, which offers a wide range of courses to help you further your career. Finally, you could also consider a part-time project management course – there are plenty to choose from – as that’s the way the role of PA is evolving. I think this would make you extremely attractive to potential employers and stand out in the PA arena. Best of luck to you. |
| Q. I've been asked to start and lead our secretaries group. I have never worked
for a company or organisation where this has taken place, so feel all at sea
with the propsect of having to undertake this. I have lead 2 so far, from my
point of view they have not been particularly successful. I asked for ideas
from everyone attending as to what they wanted to discuss but no one came up
with any suggestions. So I put together a small list of topics we needed to
discuss. The only person who spoke at the last meeting was me; even when I asked
for ideas and feedback on a subject - I was met with silence. Please help. I
can't face having to lead another meeting like that. I need some ideas and suggestions. Dawn, PA to CEO
& Senior Secretary |
| A. Hi Dawn. I think we need to get back to first
principles here: who has asked you to set up and lead this and why?
What’s the supposed benefit to the business of these group get-togethers?
From what you’ve told me, I can’t see a justification for
the idea, to be honest. Doing something if no-one wants or supports
it seems particularly pointless and the fact that no-one but you speaks
suggests that your colleagues think likewise. However, as long as the group continues, let’s look at some possible issues. As PA to the CEO you carry a lot of reflected authority, so is there anything in your manner and communication style that might prevent your colleagues from opening up? People might actually be wary of making suggestions because they’re afraid you will report back to the CEO that they are troublemakers or similar. Another point to consider, is when the meetings take place and where. Are they scheduled for lunch hours, or after work, which would not make them very popular? If you are the only person who speaks or makes suggestions, perhaps the others could be encouraged to put theirs forward before the meeting. Do you have established and successful working relationships with any of the group members outside the group, otherwise it may be that you aren’t really the right person to be leading it? I know how uncomfortable you must feel and you sound very human; why not nominate a different colleague to chair each meeting, including management of the agenda and collecting the suggestions, then you can step back and see how well they run with you in a less dominant position? |
| Q. My new boss isn't keeping me busy. I have approached him
about this and he hasn't done anything about it. He is rarely in the
office, on average one day a week. So I'm sat most of the day with nothing
at all to do, there are no other people I can volunteer help too. The
phones rarely ring, and there are no visitors. I love the job, the company
and when it is busy, but frankly it's a waste of my time and totally
demoralising. Short of finding a new job, how can I make sure my boss
utilises me better without sounding like I'm whining! Emily, PA to MD |
| A. Hi Emily, I think the answer to your dilemma lies in your question: how can you be happy and fulfilled in an environment where you rarely work? I'm afraid there is really very little you can do, other than changing the company or its directors and since that's hardly an option the only other avenue open to you would be to look for another job. However, before taking that step, why not book a meeting with your boss asap and find out if there are any special projects you can take on - take the initiative and try to become the 'deputy MD'. If the MD or the company doesn't do anything within 2-3 weeks then it's time to start looking around for a job where your skills can be better utilised. Asking to do a day's work is not whining, incidentally, so you may be a bit too sensitive and need to toughen up a little. If it's not the case that the new MD is a loner and simply doesn't feel the need for a PA (is he Superman?), do you think it's at all possible you have been sidelined and are being given nothing to do in the hope you get fed up and leave? It does happen, unfortunately and it's very demoralising, even though it's usually nothing to do with your abilities but more about a clash of personalities. The special MD-PA relationship rarely works successfully under such circumstances. So, take control of the situation and either create more work or leave, but don't delay. |
| Q. I am currently working as an Office Administrator, I recently
completed a Level 3 Diploma in Business Administration and wondered
what my next step should be in order to gain the right qualifications
to become a PA? Amy, Office Administrator |
| A. Hello Amy, Whilst education and qualifications are valuable in any industry, being a PA is not just about qualifications. It's as much about being adaptable and flexible, having a 'can-do' attitude; helping your boss to meet his or her strategic objectives. Go to your HR people and ask if there are any vacancies for PAs within the organisation. There are no right qualifications for being a PA; it's such a demanding, multi-tasking role and not at all like being, say, a project manager. Being a PA means being what your boss needs you to be and that will vary with every job you have. In the same way that there are no right qualifications for being a cook, because being a cook is about so much more than just letters after your name, being a PA is as much about natural talent as formal training. |
| Q. I am starting a new job in a month's time which I am really
excited about. I have always been a PA to high level VP's but the new
role is for a "European Executive Administrator", looking after all
the European Offices, which will mean a lot of travelling. As this is
a smaller company than I am used to, but which is growing rapidly, they
will be looking to me to bring in new work practices i.e. expenses,
travel, etc, in order to bring all the offices in line. Do you have
any hints on where to start? I was once told that as a new manager a
good rule of thumb is "do not change anything for 3 months as you don't
know why they are doing something in the first place" - any hints and
tips please? Sue, PA to VP
Sales |
| A. Dear Sue, I agree: use the first three months to find out what systems are being used at the moment. As the old saying goes: 'If it ain't broke, don't fix it' applies very well here. Watch what's happening in the business and then you will be able to come up with ideas for better systems and processes. It can actually be more cost-effective and much less stressful to outsource travel purchasing. I don't know your business or how much travel is likely to be involved, but there does come a point where it takes up too much of your time to organise travel. Likewise, if you have so many staff and expenses, consider outsourcing the management of expenses to a specialist company. This will leave you more time to concentrate on developing the strategic direction of the business. It's difficult to give you hints and tips without knowing more about the company, but why not arrange to get together with your fellow-PAs to share ideas and brainstorm new ones. Set up an internal PA network, where ideas and best practices can be shared over coffee at a monthly meeting. |
| Q. I graduated last year with a Bachelors Degree in secretarial
studies. However, in my country the Administrative and Secretarial profession
is dominated by ladies and most employers think it is only ladies who
can do a good job. The issue here is that how should I answer the question
I frequently meet during interviews"why did you apply for a ladies job
or what made you take on a ladies career?" Administrative
Secretary |
| A. Hi Admin Secretary, Well, I am an agony 'uncle' and a male former PA myself, so I sympathise with your situation as a male working in what is still generally regarded as a female world. But remember that historically PAs used to be men, because it was such a highly-privileged role and it was felt that only men were suitable for such a senior position of trust. It was only the shortage of men for non-combatant roles during the world wars that led to women being accepted and it's a domain they have since made their own. Ask yourself if you are applying for the right jobs, if people are sexist enough to believe that only women make good PAs? Do you really want to work for a company whose employees have such outdated attitudes? If you're asked the same question at every job interview then maybe you should move countries! Perhaps a little more research about the company prior to applying or attending the interview would help. Why not throw the question back at the interviewer: 'What makes it a lady's job?' If you answer the question directly at all, then you're acknowledging that being a PA is indeed "a lady's job". I usually get at least one male PA on my training courses, so you're not alone. Welcome on board to a fairly exclusive club - and a fantastic career. |
| Q. Not really a question but an encouragement really. Just
to say that not to underestimate yourself. I am quite shy around strangers,
but a kind of emergency came up recently, where I offered to do a presentation
on the project we are working on to a group of carers. I usually decline
things like this because of being unsure of myself. I took up the challenge,
gritted my teeth and did my homework - an lo, and behold, it was a walk
in the park. I did get some 'medium heavy duty' questioning, but I totally
amazed myself that I actually knew what he was talking about and was
able to answer it adequately! Funny to say this, but I feel that I can
achieve anything now! PTL! Lesley, Project
Administrator |
| A. Hello Lesley, Good for you - it actually sounds as though you've been on one of my training courses, because you've obviously found previously hidden depths of confidence and self-esteem you just needed to release so you could start to realise your true worth and potential. It's great to hear from PAs like you who are starting to take more control over and responsibility for their working lives and careers. I'm sure you'll go from strength to strength from now on. |
| Q. Help - I'm drowning in email! How can I get my inbox under
control and do my job effectively without being a slave to Outlook? Jane, Assistant
Administrator |
| A. Hi Jane, Don't deal with emails as they arrive - have set times to read and answer them, maybe first thing in the morning, just before and after lunch and before you go home. Send fewer emails - people who send more tend to receive more. Don't answer emails immediately, unless they are urgent; let people get used to waiting for you to respond. Write clear emails so recipients don't get confused and have to ask you for more information. And use rules and alerts to filter out the rubbish - it really helps! |
| Q. I could get so much more done each day if I could only
stop people interrupting me all the time. What's the secret of minimising
interruptions? Susan, PA to Sales
Director |
| A. Hello Susan, If you do have your own office, don't be afraid to shut the door - not easy, I know, but if your desk is visible, it's tempting to interrupt you. Agree with your boss to have protected time each week when you won't be asked to do anything, so you can catch up on work uninterrupted. Say to visitors 'Can this wait five minutes?' You'll be amazed - two thirds of them don't come back again. Perhaps you are too helpful - your job is to help your boss, after all, not the whole organisation. Don't smile at everyone coming to your desk - it just encourages them to interrupt you even more. I appreciate that some of these suggestions go against the grain for PAs, who are naturally helpful people, but they will pay off - trust me. |
| Q. Sometimes it feels like my boss just walks all over me
and doesn't respect or appreciate the work I do for him, just dumping
more and more on me without any thanks. I'd like to feel more confident
about standing up for myself and getting my boss to value me more -
can you help? PA to VP Marketing |
| A. Hi PA, To get along with your boss better, understand the pressures he (or she) is under and do everything you can to make his life less stressful. If your boss hates people being late for appointments, make sure you book them earlier for the visitors, so even if they arrive late they are still on time. If your boss is bothered by a noisy office, do everything you can to minimise it - keep the door closed. Speak honestly and openly to your boss and say you want to be more supportive. Ask your boss what you can do to make his life easier - most bosses really appreciate being asked. If your boss is out of line and doesn't show you respect, you need to let him know - sometimes bosses are so busy they don't even realise they're being insensitive. Don't be afraid to say: "Boss, I support you every single day, whether you're right or wrong; all I ask is that you do the same for me." |
| Q. Last week I was in work half an hour before my boss every
day and I didn't leave before him once - by Friday I was completely
exhausted and spent practically the whole weekend recovering. How can
I get my life back? Phoebe, Senior
Secretary |
| A. Hi Phoebe, The answer to this is simple, but needs a little explanation: get your life back by getting a life. Your role is to support your boss, not cover up for every single thing that goes wrong. Absence definitely makes the heart grown fonder, so try and work according to your contracted hours. Get a hobby or other after-work commitments that you have to honour. Try to leave your desk for lunch every day - and why not make it the full hour sometimes? Believe it or not, PAs who lunch at their desks are not appreciated as much as PAs who don't. Likewise, PAs who stay after hours to make sure they provide cover for their bosses don't always get the appreciation they deserve; a professional PA doesn't have to stay behind to prove their professionalism! Competence is all about being effective when you are at work and you shouldn't have to explain to your boss why you are leaving on time - your contract is for your working hours, not your life. Of course, a good PA will always stay behind in a genuine emergency and be completely supportive - but just make sure that 'emergency' doesn't become a daily occurrence! |
| Q. I really like my boss and we have what I've always seen
as an excellent working relationship. The other day he asked me out
on a date and now I'm worried about whether I should agree and what
effect it might have on our working lives. He is a powerful, attractive
man with a great sense of humour and I'd hate to have to find another
job if I said yes and it all went wrong. If I say no, he might stop
being Mr Nice Guy. I'm in a real quandary - what's the right thing to
do? Executive Assistant
to Head of Finance |
| A. Dear Executive Assistant, Tempting though such an invitation might be, honestly it's best to try and keep your working and personal lives separate. If you are seriously attracted to your boss, it might be better to move to another department or organisation, so that you can see where the relationship goes. Having a date with your boss nearly always leads to sorrow and heartache, while one night stands between colleagues invariably end in tears. Be strong and say it's not appropriate for people who work together and make it absolutely clear that you are only there for business. Likewise, don't go out with your boss for a meal or drinks, unless it's absolutely work-related. Alternatively, tell your boss you're already in a relationship, even if it's not true. Persistence is sexual harassment, remember, and you may need to speak to the management - if you feel they will be supportive. If not, you might have to leave your job, as senior management will nearly always be supported over a PA. |