Secretary or PA - A Rose by any Other Name

One of the professions within the business world that is truly taken for granted is that of the Secretary - or the PA. Over the years we have seen a change in the role of the Office Secretary - there is the Executive Secretary, the Personal Assistant and now as well "Girl Friday" - which is of course a "jack of all trades in the secretarial field!"

Along with the regular day to day routine, a Secretary is expected to have a photographic memory, know exactly where a particular letter or file is being kept, who has called (simply by recognising the voice), remember birthdays and other special occasions, anticipate the needs of her manager, and also be diplomatic when it comes to juggling time tables, schedules and meetings! On top of that, she also needs to be cheerful, consistent, loyal, an excellent communicator, and have the ability to juggle ten things at once!

New Technology Takes Over

But things do change and more than ever, information technology is a double-edged letter opener for Secretaries. On the one hand, advancing PC technologies are continuing to take over the tasks that traditionally belonged to them. In an age when even lawyers do much of their own word-processing and correspondence, secretaries must cede many basic functions to their own bosses. This has become a worry for many secretaries whose primary skills are no longer unique.

As other workers assume more of these duties, there is a trend in many offices for professionals and managers to "share" secretaries. The traditional arrangement of one secretary per manager is now being used less; instead, secretaries increasingly support systems, departments, or units.

On the positive side, as many of these traditional tasks drop away, secretarial jobs are becoming more interesting and challenging. With the numerous soft skills the secretary has to offer there has been a shift to having them become more of a project manager. Personal computers, electronic mail, scanners and voice messaging will allow secretaries to accomplish more in the same amount of time.

Secretaries are often called on to develop much more deeply into PC technologies than they were 10 years ago. Whether they're creating databases, tracking complex sets of tasks with Microsoft Project, become wizards with Windows XP, developing exciting Power Point presentations, or even programming in JavaScript; Secretaries are preparing themselves for a potential leap into higher-level professional positions. Secretaries are now moving into the "Personal Assistant" category - they are becoming the right hand to the Manager, a constant support but with the know-how to back it up

Can't Teach an Old Dog New Tricks

As with any career path that we take on, being successful requires a combination of hard skills, the word processing, software knowledge and research skills. Many Secretaries may not realize their own true value, and get themselves into a rut that is hard to climb out of. It may also be a case of thinking of themselves as being "only the secretary" and with limited skills that stops them from becoming even better at their jobs! They may not try to learn the new skills, preferring to believe that it may not change the situation - the "you can't teach an old dog new tricks" syndrome!

In order to develop in this new career, we must learn to recognize and enhance our natural abilities, such as being good with people, and use those soft skills to enhance the position we currently hold, or look for the responsibility that we really want. Soft skills can include good communication, enthusiasm, punctuality, working hard and self-motivation. These are still important aspects of being a secretary.

When a boss/secretary relationship is formed, both parties need to be aware of the others expectations. This is where good communication plays a key role in developing the partnership - that is how the relationship needs to be seen - you are partners. While one is the strategist, the other ensures implementation and support. As one executive Chairman once said, "She is not the person behind me, she is in front! She is extremely organised and when she is not around I almost cease to exist; she is extraordinarily efficient at the things I am very bad at and whatever happens she does it and copes with it well"

Hard and Soft Skills

What does the ideal secretary need to have in order to be a genuine asset to her organisation?

Be an Effective Communicator and Organiser - it is okay to ask your boss where he is going, how he can be reached. This information is vital if he needs to be contacted in an emergency. Having a copy of his diary is essential as you can help him plan his day and keep him on schedule.

Keep the Secrets! - Can you keep a secret from your own mother? Many times a Secretary is in the know about things happening in the office, and other staff members are aware of that. It will get tough not being able to "spill the beans" especially when there are friends involved! But keeping secrets is part of whose the SECRETary is! Communication, listening and discretionary skills are crucial.

One-on-One Worker - Another skill the Secretary needs to be capable of doing is juggling 10 things at a time. It is being able to keep you boss's life completely organized. While you can highlight your organizational skills, ability to get along with others, set calendars and travel schedules, the key to being someone's personal assistant is chemistry. You have to like your boss!

Learn, Learn and Learn some more - Keeping in touch with what is happening in the business world, new trends, new skills new technologies is key to the Secretary today. You must find ways to learn the new skills. As Mark Twain once said, "I knew a man who grabbed a cat by the tail and learned 40% more about cats than the man who didn't! " Always be not one but two steps ahead of everyone else.

Whatever the trend, it is important to keep in mind that many secretarial duties are of a personal, interactive nature and, therefore, not easily automated. Responsibilities such as planning conferences, working with clients, and transmitting staff instructions require tact and communication skills. Because technology cannot substitute personal skills, secretaries and administrative assistants will continue to play a key role in most organizations.