The Skills Of An Executive Assistant

The Skills Of An administrator subordinate many an(prenominal) an separate(prenominal) years over, decision maker director director director suspensors roles, responsibilities and skills may project varied with changing meter and the rapid upgrades of technology. According to Wise geek, defines decision maker buy aters as professionals who functions as netherworld to corporate executives while the responsibilities associated with clip as an appurtenant of this causa go out vary depending on the corporate culture that prevails deep down a minded(p) gild. administrator jocks work for a company spotlightr and possess the part to make crucial decisions affecting much(prenominal)(prenominal) organizations, and atomic number 18 at that placefore a resource in decision qualification and policy setting. The executive jockstrap performs the usual roles of managing correspondence, preparing research, and communication while besides acting as the introduction kee per, understanding in varying degrees, the requirements of the executive and with an ability to decide upon the nearly only-important(prenominal) scheduled conflicts and events. They may too represent executive at meetings. decision maker low-levels should be move over to prod and influence population and mange projects. IAM subject bea guide 2011 by Kathleen StalkerIn some cases, the executive assist delegates work to the administrative patron based on competence, experience, and knowledge of the context, confidentiality, priority, unavoid adequateness and availability according to www.trisatatedomestic.net.There may also be drawbacks or riddles that exit associate themselves with executive assistances.Examples for this assessment will be draw from the Ministry of Finance of Trinidad and Tobago. It is an organization that prep bes annual budgets and carries out the governments financial transactions. I set out been utilisationed under this Ministry for the past two years.The skills of an Executive AssistantExecutive assistants in to mean solar day propagation world demands ar huge. They must possess outstanding skills that any executive wants for the conquest of their subscriber stemma. As an executive assistant at the Ministry of Finance, the skills that I pose make me uncompar open. These skills are planning, directing, coordinating, organizing, budgeting, having a wide range of technical, analytic and assertiveness skills, conflict management skills, leadership skills, universe an outstanding problem solver, efficient and efficient decision maker, exquisite communication skills, interpersonal and dialogue skills whilst at the same succession knowing the culture of the organization and the business strategy.At the Ministry of Finance, I put on totally these skills on a day to day basis when bombarded with the challenges faced. For object lesson, being able to analyze a given up situation and make the right decision that will encertain(p) it is impart to the overall success of the Ministry. With this type of situation your communication skills are in use in transmitting selective information to stakeholders, leadership skills are opposite so that the staff does not see fear, this elan you cigarette motivate them to move forward. Problem solving skills are imperative for situations that pose well(p) threat to the organization.I also possess skills such as being able to coach e.g. training, catering for stickment of staff, and having a skill to discipline when necessary. atomic number 53 major(ip) skill that I rush is the ability cope with assorted personalities in the work place. This was shown by the handling of three executives work amongst other(a) employees at the same time. This in turn brought with it different styles of management that I had to adopt myself to.Another skill that stood out for me as an executive assistant is my ability to undergo continuous professional develo pment. This in turn assists me in managing the challenges faced.As an executive assistant there are many responsibilities that are associated with its portfolio. These acknowledgeRoles and Responsibilities of Executive AssistantThere are many roles and responsibilities that are associated with the executive assistant. At the Ministry of Finance, as the Executive Assistant, I must be able to assist the fountainhead Executive Officer efficiently and effectively. The major responsibilities that apply for or so executive assistants and myself are, scheduling, which will be fully, questioned later smoo and so in diary management, travel arrangements, an integral responsibility that executive assistant must keep up to hear with. At the Finance Ministry, our Chief Executive Officer forever on board meetings in and nigh the Caribbean, therefore, his travel plans is always updated. face, that is, keeping an excellent track drop off of all documents at the ministry, liaisoning and co mmunicating with other executives in the structure. There are also the need for taking dictation and managing his day to day correspondence. I also prepare Management Information Systems- answering mails both electronically and via postal, prepare, slue and distribute itineraries, letters, memos and meeting minutes and keep track of for events and meetings making sure that things are not overlooked. (See Appendix for full communication channel description of Executive Assistants- inclusive of roles and responsibilities)Executive Assistant in Supporting Systems and ProcessesA organisation is a group of related functions, elements and procedure which work together to witness that tasks are accomplished and objectives met. Processes are procedures that convert resources into results which have a invaluable for the organization, customer and stakeholders IAM field of honor guide 2011There are many skills that are engineered for me, the executive assistant in supporting systems an d processes, these include being able to adapt to changing technology example, ready reckoner literate, Information conversation Technology, excellent communication skills, being able to lead and motivate staff, handling huge amounts of files at a single time with its processes, well behaved filing techniques, control, planning, organizing, coordinating, motivating etc.It is my duty to fancy that everything is secure because of the vast valuable information that is prevalent. At the Ministry of Finance, as an executive assistant, I still use the newsprint base or hard copy filing system. Filing in every organization is important and it serves as a track record for the organization. At the Finance Ministry, the filing system is functional and easy to use. The files are simple and quick to retrieve. It is done in an alphabetical read and executive assistants has a to a greater extent efficient and effective use of this system. However, there is a variable drawback to this Minis try with regards to its security. Its safe and sound but if a natural disaster to have strike, for example, a fire, then the problem may arise of loss of all hard copy information. There is also room for improvements at heart our system, for example the introduction of technology-computerized systems. This way paper would be saved. The executive assistants have many roles and responsibilities. When supporting a process, my job is dependent upon the structure of the organization. If the organization has a specific surgical incision for example Human Resources, then the executive assistant task would be limited.However, in an instant where the organization needs to employ Managers, Chief Executive Officers for the strategic level, then it will be aid by the executive assistant for the executive manager. In this case I will be recruiting and advertising of the vacant post, short listing and acknowledging of the selected candidates of the date and time of their interviews and keeping of the personnel records of the staff.Executive Assistants and the Office EnvironmentThe environs is the physical layout of an office or its space, building structure and its contents inside its structure. There are many skills that are needed for the executive assistant such as should be aware of the Health and Safety Legislation, be able to budget and costing, there Human Resource and there comfort, essay assessment, reporting etc.I have a responsibility on advising my line managers on how appropriately they should develop an office environment to ensure that staff is satisfied and easygoing for work. Before any urge onations can be made, I must be able to distinguish the type of building that is present and then assess my work force. Employees want a safe and healthy work environment, so I need to take those factors into status when choosing an office environment. Normally, at a new age building, I would recommend with the new technology steel columns and trusses and reinfo rced concrete frames have liberated space which can be , if necessary be partitioned but chip in themselves to open plan office layouts.However, at my office at the Ministry of Finance, our department is one of an open plan, where everyone work in one huge open space regardless of status and grouped together in synthetical work groups. At the Ministry of Finance, being an open plan, it brings everyone together, communication and decision making is improved. Teams absorbs knowledge across the area, music is played making work comfortable and enjoyable. It is very cost effective for the Ministry and all noisy equipment are fit(p) at one corner of the department, example photocopiers, faxes etc.However, the disadvantages to this type of work environment is the traffic flow, people like their own space to personalize, there is the thought of no privacy and the lighting or heating they have no control over. An executive assistant needs to look at this to ensure that they create the r ight environment for their employees.Executive Assistant Managing Meetings and EventsAn executive assistant has one of their many duties, the role of organizing meetings of all kinds for their executive manager(s).A meeting is an event involving a group of people getting together to discuss and or decide, an event is a planned happening that occurs in a certain place, at a certain time and date IAM study guide 2011. The meeting will vary in size, but for its success or not, it will depend upon the efficiency and effectiveness of the executive assistant. A significant amount of skills I would need when comes to managing meetings and events are my strong planning, implementing, monitoring, evaluating with leadership skills.There are many different meetings that can occur within the organization. It is the executive assistant role to identify which one is most important with regards to the situation at hand, For example, there are board meetings, annual world-wide meeting, inaugural m eetings etc. The executive assistant at the Ministry of Finance ensures that the undermentioned qualities or attributes are present at all events or meetings.A budgetWho will be attending the eventmeetingAn agendaWhat documents will be neededThe venueHow many attendeesWhat equipment will be neededThis type is done internally and externally within the organization. This way the executive assistant job role has been expanded, leaving no room for errors.Executive Assistant Project ManagementIn order for me to support my line till in the planning and conduction of projects independently, they must first understand what a project is? It is a temporary undertaking to produce a unique product, service or result IAM study guide 201l.There are many skills that are associated with executive assistant that will be involve to perform their jobs. These skills include clear objectives, able to cope with risk, excellent planning, heavy training and an astonishing team, clear reach and objecti ves, good communication skills, and good control of time and budgeting.All projects have four stages for its lifespan which include starting the project, organizing and preparing, carrying out the work and closing the project. Projects have four controls that I know when designing, implementing and coordinating projects. These include, time, cost, scope and equipment. The time is when the project will deliver, the scope is what the project is expected to deliver with a description, and the cost is the amount of money needed to complete the project.For example at the Ministry of Finance, I have projects such as coordinating sports days, conventions, creating accounts for the yearly fiscal budgets with teams, and doing small external projects such as fixing the pavements in front of and around the building. Its my duty to develop and allocate its time cost and what will be delivered in its prise amounts.Few projects may have failed due to the need of clear objectives, the lack of ri sk management and senior management, no team building, understated scope, phantasmagoric resources, no change control, poor planning, no training and most of the times because of poor communication. This is prevalent within organizations and most times with the executive assistants. The executive assistant must keep those aforesaid(prenominal) risks in consideration always for the prevention of project failure.Executive Assistants Managing Diaries and EventsAccording to fulfill France 2009 Executive assistants support their executive manager by not only managing and organizing their own time but that of their bosses. Maintaining diaries is very useful for an executive manager and it is essential that the executive assistant does this.Diaries can be hard copy or the standard old fashioned style or more modern day style of electronic diaries. Electronic diaries have many advantages that are associated with it that will allow executive managers and there assistants work more efficie nt and effective. I can access electronic diaries with Microsoft Outlook which makes the handling of multiple entries easier and shared out with executive managers and other staff.Advantages associated with electronic diaries include the accessibility from any computer or mobile device, sends reminders of meetings, be easily edited, once involved in any project can track the project status, entries can be shared, information can be integrated with other data proportion.However, at the office that I am presently employed, the Ministry of Finance, I currently use the hard copy diaries that are on their desks. It is my responsibility to ensure that my line manager attend all his meetings on time as scheduled. throughout projects, for example, scheduling dates for manager to attend budgets planning, to ensure that the executive gets there with all the necessary paper work up to date and on the specify date and time.Executive Assistants and CommunicationAlthough there are all the afore mentioned roles, responsibilities one of the major skills of an executive assistant is their ability to communicate effectively.I communicate via telephone, internet or even face to face. According to Sue France, she says that an essential criterion of executive assistant with regards to communication is their ability to network. She describes networking as about listening and strong knowledge and helping each other achieve their respective goals. Executive assistants should be able to evaluate the most appropriate communication channel or tool to ensure the effective passing on of information.At the Ministry of Finance I am able to communicate effectively and efficiently in order to get the job done. If communication is not done properly, then the work will not be up to standard for the achievement of the organizational goals. In order for this to happen, I am able to identify qualities such as, body language, how people interpret information, writing correct style of emails, use o f Information Communication Technology and adapting to different cultures.Skills will also be needed from the executive assistant for the use of telephone etiquette, being able to listen, and being able to communicate throughout the organization form strategic level through to the operational level both horizontally, vertically and diagonally.Poor communication can shatter or bring down a business to a loss, for example, with the case from the IAM study guide entitled Communicating with stakeholders Bernard Mathews did not tattle up to defend his turkey producing industry against the bird flu disease. Thus, resulting him and his company to lose sales by 35% and went into a loss position. Since then in 2008 the company went into a turnaround communication perspective that gives the consumer more attention.ConclusionIn conclusion, Executive Assistants roles and responsibilities go a long way in nurturing the success of the business. It is not only supporting systems and processes, ma intaining an appropriate office environment, organizing meeting and events, project planning or managing diaries and communication. It is all of the above and many more associated with this portfolio of the executive assistant that the selected incumbent must possess.Now that the role, responsibilities and skills of an executive assistant have been examined, it shows what attributes are required for an efficient and effective executive assistant. For the individual to be able to cope with all challenges faced within the organization he or she must adapt to change and allow room for continuous professional development. In this way the executive assistant would learn new and improve techniques to cope with situations.BibliographyIAM Level 4 diploma in Business and Administrative ManagementQualification Handbook (2011 Edition)Administration for Executive AssistantsWritten By- Kathleen StalkerFrance S (2009)The definitive Personal assistant and Secretarial HandbookPublished by- Kogan Pa ge LtdMullins, L.J. (2007)Management and Organizational deportment8th EditionHarlow, Financial Times Prentice Hallwww.wikipedia.com cyberspace ServiceDefinitions and other sources of materials that were neededwww.wisegeek.comDefinitions and other sources of materials that were neededwww.hewlett.orgFor the copy of the Executive Assistants Job Description and Specification