Regardless of the differences in nomenclature, job scope and direct reporting, the personal assistants, executive assistants, secretaries and administrative assistants are their bosses gate keepers, back bones and faces. Their job profiles make them become privy to sensitive information about their organisation and business partners. This is because, in the course of duties, they:
- interact with senior managers, directors and other stakeholders within and outside their organisation,
- attend meetings to take minutes of meetings,
- take business calls, emails and messages on behalf of the bosses,
- receive and attend to visitors for the bosses,
- manage the bosses’ diary, travels and correspondence internally and externally,
- represent the bosses in business, social and professional events,
- perform other legal and safe duties assigned by the bosses that are within their competencies and boundaries of the professional contracts.
The common tactical support roles of the personal assistants, executive assistants, secretaries and administrative office assistants:
Listed below are the common primary traditional or tactical support roles, the personal assistants, secretaries, executive assistants and administrative office assistants perform:
- organizing and maintaining files and records in both paper and electronic forms,
- purchasing office supplies and maintaining inventory for the bosses’ office,
- gatekeeping for the bosses,
- planning and scheduling meetings and appointments for the bosses,
- making travel and guest arrangements for the bosses.
The common strategic support roles of the personal assistants, executive assistance, secretaries and administrative assistants:
Listed below are the expanded strategic support roles the modern personal assistants, executive assistants, personal secretaries and administrative office assistants are expected to perform:
- understanding the company’s vision, mission, goals and objectives and the acceptable organizational culture (core values, value propositions, ethics and professional conducts) required to drive the business success.
- Understand the roles, responsibilities and expectations of the bosses and oneself position to creating enabling environment for peak business performance.
- managing special projects on behalf of the bosses and he organisation,
- planning and coordinating professional, business and social events on behalf of the bosses and the organisation
- conducting research and providing value insights, advise and contributions to publications and reports,
- developing reports and presentations on behalf of the bosses,
- preparation of correspondence and communication memos, editing and proof-reading documents on behalf of the bosses,
- building professional network of contacts, maintaining and sustaining value add business, professional and social relationships for the best interest of the organisation,
- representing the bosses in meetings, social and professional events and making impactful presentations and speeches on behalf of the bosses.
- understanding the known and emerging laws, regulations and risks regarding data and information protection privacy, integrity, confidentiality and availability including internet and social medial channel interactions and taking the appropriate actions to ensure that the bosses, organisations and employees are protected.