In April, we celebrate Administrative Professionals. The Executive Liaisons. The Office Manager. The Mama and Papa Bears of the office.
Mama and Papa Bear is an endearing and suitable term for this role. Why? Because the range of support by an administrative professional can go from one extreme to another on any given day.
The Mama and Papa Bear are powerful creatures. The Admin professional is empowered. If you are an Admin and you don’t think you are empowered, think again. You have more power and clout than a lot of your colleagues. This doesn’t mean you bully people. Empowering yourself enables you to be influential and effective in your role. People will soon learn you are the “go to” person for knowledge, process, compliance and problem solving.
Mama Bears are protective of their cubs. An Admin is protective of their executive and team’s confidential data, their time and against brazen people. Even an admin with the smallest stature can put up a strong barricade when needed. Don’t mess with them. They have the power to stop the pushiest of people in their tracks with finesse. I’ve seen it. I’ve done it.
Mama Bears are nurturing. The same trait will be found in an administrative professional. They find themselves in positions of offering confidence or assurance that a decision is a good one; or a speech is appropriate. Conversely, the admin will have the confidence in themselves to offer advice if decisions are not good. Admins are problem solvers, troubleshooters and can come up with ideas and differing opinions to help work through a challenge, issue or problem, professional or personal.
THE HISTORY OF THE PROFESSIONAL ADMIN
This profession has come a long way baby. From the 14th to late 19th century, the “secretary” was a position assumed by men whose daily responsibilities were managing the activities of the powerful.
With the invention of the typewriter in the mid to late 19th century, women started entering the workforce. The “mechanical writing machine” was a perfect fit for dainty female fingers. The typewriter is the catalyst that brought women into the office. When the first world war occurred, the role of the secretary started becoming primarily female. By the 1930s, fewer and fewer men were entering the field.
By mid-20th century, the need for secretaries was huge and companies featured “steno pools” to meet the need for the multitude of correspondence. The pool included a group of typists, not assigned to an executive. These workers produced typewritten documents from handwritten manuscripts or audio recordings.
Now, in the 21st century the admin role has morphed into executive liaison, project manager, event planner, presentation developer and communicator. Technology has played an important part in launching the specialized skillset of the administrative professional. Desktop publishing, database management and project management applications are tools that have helped open new doors for the professional admin.
BRINGING CALM TO CHAOS
Your smile is your logo, your personality is your business card. How you leave others feeling after having an experience with you becomes your trademark. ~ Jay Danzie
Lately, movies and stories about super heroes and their powers are trendy. When I’m asked what my power would be if I were a super hero, most of the time my answer is: I bring calm to chaos.
The Administrative profession is not for everyone. The day of an executive assistant (EA) is filled with many tasks, from the mundane to the chaotic. EAs are faced with constant challenges. Priorities can shift by the hour…by the minute. Multi-tasking skills and the ability to perform under pressure aren’t just nice to have; they are a necessity.
I remember a situation early in my career where I proved to myself and to others that I can work well under pressure. I was supporting an SVP of Marketing at a Fortune 50 corporation. I was sitting at my desk working on a database project when all of a sudden, I hear my boss shouting my name as he ran down the hall, literally running. Once he arrived my desk, out of breath, he announced he had half an hour to put a presentation together for the CEO. He was trying not to show his panic, but the angst was oozing out of his pores.
Calmly, I said, “Let’s get to it, then.” Standing behind me, he peered over my shoulder as I prepared a document, which we built from scratch. The data was transferred from his head to mine, to the computer, then to the printer in the nick of time. The instant I handed him the finished product, he turned, ran back down the hall and out the door, shouting: “Thank you!” I answered seemingly to myself, “You’re welcome.”
Later, after his successful meeting, he asked me how I managed to stay so calm during that intense half hour. I remember replying to him that if I had been unable to remain calm, the pressure he was applying would have resulted in a failure for the both of us.
Crisis averted. From that point forward, I was a super heroine in his eyes. More importantly, a trusted confidante and respected partner.
ASSISTANT, MANAGER, LIAISON, COMMUNICATOR. WHICH IS IT?
All of the above. When someone asks an EA “What is it that you do?” That EA could easily reply with, “How much time do you have?” The projects, tasks and responsibilities that an EA has on any given day are extensive, and far-ranging. One moment they may be arranging travel or setting up meetings. Another moment, they could be moderating or facilitating a live webcast.
The range of responsibilities for someone who manages an office is either a bane or a boon, depending on the individual. From one extreme to the other, the multitude of tasks will either be a deal breaker or a clincher for someone considering this profession. Some people thrive on having such variety in their job. Others may find it daunting. This is neither a sign of strength or weakness. We’re all “wired” differently.
These professionals are typically the quiet heroes. The success of an executive can be partially credited to the hard-working professional admin with whom the executive chooses to partner. Success is rarely gained by one individual. That individual has a team of support. Sometimes, that support is one strong executive assistant who gains great joy and accomplishment in helping their manager succeed.
What makes a good team? A diverse group of individuals with varying strengths that works together for a common goal. And, which team member do you think can assist the group towards success? The executive? Sure, of course. And, a great executive always has an exceptional assistant working towards that same goal of success, quietly in the background.
Success isn’t about the money you make, it is about the difference you make in people’s lives. ~ Michelle Obama
NOTABLE ASSISTANTS
Some people have been known to launch their careers by first achieving success in an administrative capacity. Others enjoy being a career executive assistant. I am one of the latter.
Here are some successful people who made a name for themselves, in an administrative capacity:
Rosa Parks (1913-2005)
Unless you’ve been living under a rock your entire life, you know the name Rosa Parks. She is best known as the civil rights activist who refused to give up her seat on the bus back in 1955 in Montgomery, Alabama. During that time, she served as the secretary for her local chapter of the NAACP. While she continued to play an active role in the civil rights movement, she moved to Detroit and was hired as the assistant to U.S. Representative John Conyers. She held this position from 1965 to 1988.
Erin Brokovich
Perhaps you have seen or heard about the movie Erin Brockovich starring Julia Roberts. Ms. Brockovich wasn’t a character dreamed up by a writer. She was a legal assistant in California whose passionate work helped lead to a $333 million settlement against the Pacific Gas & Electric for the contamination of drinking water in a small California town.
Jim Nelson
The Editor-in-Chief of GQ was a writer’s assistant in Hollywood long before becoming the head honcho of the successful magazine. In his experiences, he racked up enough stories to fill an article, which he did. He wrote “The Horrible Bosses of Hollywood” which depicted his life filled with toxic colleagues and managers. The article ran in his publication, GQ in 2014, followed by another version in The Hollywood Reporter.
Ursula Burns
Burns is best known as the first female African-American CEO of a Fortune 500 company. She started her career as a personal assistant to Xerox’s President of Marketing and Customer Operations. She worked her way up in the corporation. Way up. Burns was named CEO in 2009 and held that position until 2016. Afterwards, she remained as a Chairwoman for the corporation.
Diane Sawyer
Prior to being a trusted television anchor, Diane Sawyer held a position as an assistant in the White House press office. She supported Ron Ziegler who was the White House Press Secretary and later for Richard Nixon as a staff member writing press releases. After Nixon’s resignation, she assisted him with the writing of his memoirs. Now, instead of assisting the big names, she is interviewing the big names such as Barack Obama, Hillary Clinton and many more.
FINAL THOUGHTS
Remember to acknowledge the mama and papa bears in your office. Some of them consider their role thankless, and I find that heartbreaking. The fact is that administrative professionals are masters at multitasking, handling meticulous logistics, and taking action. These nurturing, protective and powerful people work hard every day to support their managers and teams. Enlist their help when faced with challenges or problems. They will, no doubt, offer creative solutions and fresh ideas.
If you are an administrative professional reading this, take charge of your career. Brand yourself to be what you want to be. Discover and hone your skills. Try something new and different. If you learn of a project that piques your interest, stand up and ask to be involved. This may take courage, but you will surprise yourself and those around you with what you can accomplish. Newly discovered talent is gratifying and accelerates growth. Never stop learning.