The gatekeepers of managers
OFTEN described as the gatekeepers, secretaries or PAs play an integral part in the success of the managers they support. With the recent celebration of Secretary’s Day, Graham Bentley of staffing specialist Kelly Group believes it’s a good time to review the skills that make these key employees so crucial to the world of work. Just what skills are required to succeed as a powerhouse PA?
“September may be a celebration of the advent of spring, but it is also important because we honour and acknowledge the tireless work carried out by personal assistants and secretaries alike,” says Bentley. “It’s true that a personal assistant is the gatekeeper to his or her boss’ diary, phone and daily schedule but he or she is also much more than that. A PA, in the truest sense of the word, is the face of her manager and indeed her employer’s brand. For this reason, professionalism is a key characteristic of the ultimate personal assistant.”
As many managers would have difficulty functioning without their trusted personal assistant, this places extra responsibility and accountability on PAs.
“Discretion is the key if a personal assistant wishes to reach the top of her game,” Bentley explains. “Most PAs have access to confidential information, which is why the ability to avoid any ‘water cooler’ chats, so to speak, is fundamental to the success of any secretary.”
Bentley also offers the following advice to those with aspirations of assisting high profile employers in the not too distant future.
The calm before the storm: A good personal assistant is unflappable and takes challenging circumstances in his or her stride.
Walk the talk: Good communication skills are essential as PAs often have to negotiate for time and resources. The need to deal with correspondence on their manager’s behalf also means that their written work has to be of the highest standard.
Techno savvy: Microsoft Word, Excel, PowerPoint and Outlook are all key elements of the personal assistant’s skills set. They need to know their way around a computer and the internet to add real value to their managers’ and their requirements. It is also a good idea to keep abreast of technology advancements that may make their boss’ office run more efficiently.
Wear many hats: From travel agent one day to budget management the next, an effective personal assistant is flexible and changes hats in an instant. To the unflappably professional personal assistant who makes multitasking look effortlessly simple, we salute you. The fact of the matter remains that behind every effective manager, stands a highly accomplished personal assistant.
For career growth in these areas of expertise as well as career tips visit: www.kelly.co.za and www.facebook.com/KellyRecruitment.