The Indispensable Administrative Assista

The Indispensable Administrative Assistant : 

The Indispensable Office Assistant Series By Lisa Lahey, B.Ed. The Indispensable Administrative Assistant

The Indispensable Administrative Assistant : 

The Indispensable Administrative Assistant Welcome to the second PowerPoint presentation in The Indispensable Office Administrator Series. You will find lots of tips and information about creating your own personal brand name as an indispensable administrative assistant. You probably are the person your colleagues usually refer to for information on office policy and procedures and assistance with any other matters. Your job is indispensable and so should you be. Throughout this presentation you will see links. Articles are bolded, underlined and italicized. Youtube  video clips are bolded, italicized underlined and follow by a  You’re on your way to becoming indispensable. Enjoy!

Administrative Assistant Job Description : 

Administrative Assistant Job Description Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. In a nutshell that is the Administrative Assistant profile. This is a mid-level position. There are entry level and Senior Administrative Assistant  positions. For our purposes we are discussing the mid-level position. There are many complex requirements for this role. Once they are mastered if you are interested in moving up the career ladder the Senior Administrative Assistant is next.

Table of Contents : 

Job Ad Savvy .................................................................................................................. 5 Education savvy .......................................................................................................... 6 Resume savvy ................................................................................................................. 7 SOCIAL MEDIA AND NETWORKING savvy .......................................................................... 8 Telephone interview savvy .......................................................................................... 9 Interview savvy ............................................................................................................ 10 NETWORKING DO’S AND DON’TS ....................................................................................... 11 Salary savvy ............................................................................................................... 12 New job savvy .............................................................................................................. 13 New job don’ts ............................................................................................................ 14 Youtube and social media savvy ................................................................................ 15 Difficult co-workers savvy ....................................................................................... 16 Self-motivation savvy ................................................................................................ 17 Career map savvy ......................................................................................................... 18 Goal making savvy ...................................................................................................... 19 Dress code savvy ......................................................................................................... 20 Office affair savvy ..................................................................................................... 21 Email savvy ................................................................................................................. 22 Powerpoint and project presentation savvy ............................................................ 23 Job security savvy ...................................................................................................... 24 Indispensable you ....................................................................................................... 25 Table of Contents

JOB AD SAVVY : 

JOB AD SAVVY “Corporate speak”  can be tricky. Let’s examine some common terms for meaning. Exceptional communication skills They want to know you have the ability to communicate with professionals. Self-starter You can see what needs to be done and can take action. You may have to take charge of a aproject  at short notice and get on with it. Competitive salary The salary is in line with similar roles for other organisations or they haven't decided the salary yet. Flexible You’ll have to work evenings and weekends during busy times. Possibly you’ll travel and have to stay away overnight. Team player You can fit into the company culture and work well with different types of people. Multi-task You’ll juggle many different tasks, meet deadlines and put in extra time to meet targets.

Education Savvy : 

Education Savvy It used to be there were no formal educational requirements  for an AA. Although that is still true of many organizations the best jobs with the best salaries and perks tend to require at the very least a diploma. Some AA positions even require a Bachelor or Associates Degree. Before you invest your money and time: Shop around and compare prices and course content. Consider whether you prefer to learn online or in person. Ask an AA what her educational background is and which school she recommends. Contact administrative personnel placement agencies. Inform them of your career goals and ask what they recommend in the way of formal education. Visit a guidance or career counsellor  to help map out your career and determine educational requirements to meet your goal. Refer to your mentor for assistance. Bear in mind that the more formally educated you are in business or in office administration the better the chances for promotion.. Even if you don’t intend to move up out of the AA seat, an educational background is great for salary negotiations.

Slide 7: 

When you’re penning your resume keep the job description close at hand. Corporations usually use computers to weed out resumes  and cover letters that don’t respond verbatim to the job description. A smart strategy is to cut and paste the job description right out of the ad into your cover letter and resume. For instance when an ad states “team player” you should use the phrase “team player”. Make sure you really have the required skills  for the position. People can tell a liar and you don’t want to blunder  your way through the interview. Your references will be checked! Tell them in advance that you need a reference and what it is you need recruiters to know about you. RESUME  SAVVY

Social Media and Networking Savvy : 

Social Media and Networking Savvy Facebook,  LinkedIn, Twitter, and many other social sites are a great way to get your resume out and find jobs. However always be careful what you write about your current work and even yourself. Yep. Even a flippant comment can get you fired. 

Networking Do’s and Don’ts  : 

Networking Do’s and Don’ts  Networking can be a very successful means of finding a job. In fact only 5% of jobs are acquired through job advertisements. Internal promotions and networking  amongst business colleagues have become crucial to obtaining employment so long as you know the DONT’S of networking  and avoid them.

Telephone Interview Savvy : 

Telephone interviews are very different to in-person interviews. Here are a few guidelines to help you ace it. An in person interview  usually takes place in a private office away from other employees so the focus is only on you. Do the same when you are interviewing over the phone. Employers pre-screen candidates with telephone interviews  so be prepared as fully as if you were there in person. A telephone interview, like an in-person interview is meant to weed OUT potential candidates. Know your stuff about the organization and keep a copy of your resume in front of you. If the employer calls at a bad time tell them and ask if you can re-schedule. Consider the tone of your voice. Don’t speak in a monotone. Don’t giggle. Pay attention. Turn off the TV! Telephone Interview Savvy

Interview Savvy The moment you walk through the door for your interview and without even opening your mouth you might make or break your chances for the job. How are you dressed? How does your hair look? Are you late? Did you bring resumes and references or are you empty-handed? : 

Interview Savvy The moment you walk through the door for your interview and without even opening your mouth you might make or break your chances for the job. How are you dressed? How does your hair look? Are you late? Did you bring resumes and references or are you empty-handed? No one likes interviews especially the job-seeker. But did you know that recruiters suffer through nightmare interviews too? Check this link. You won’t believe what you read. Of course you have interview savvy, girl and you’re going to bust the interview by preparing yourself beforehand.

Salary Savvy : 

Salary Savvy For many women salary negotiation  is one of the most daunting aspects of getting hired. Salary is based on your experience, educational background, the job requirements and the competitive salary offered on the job market. Remember: The time to haggle for the best salary is when you are offered the position. You won’t get a second chance to re-negotiate until your annual review and that’s a long way off. Even then if you set the bar too low the first time around you cannot expect your raise to be much better. DON’T put out a figure first. Even if the recruiter asks “what are you seeking in terms of a salary?” The best response  is “does the company have a salary in mind for this position?” The reason? You might ask for too high or too low an amount. If it’s too high the recruiter might renege on the offer. If it’s too low the company might have been prepared to pay you more. While you’re bargaining list the skills you can bring to the position, NOT how much you need the money. Research  salaries for administrative assistants on the job market and bring this information  to the table.

New Job Savvy : 

New Job Savvy Congrats! You’re hired! A new job means you’ll be in a whirl for a couple of weeks while you begin to fit in. Here are a few suggestions to help you adjust: Respect the differences in people. Be pleasant and cheerful. Learn your new job as quickly and efficiently as you can. Never bad mouth your old workplace. Take on new assignments asap. Socialize  after work at least once to demonstrate your interest in working with your colleagues.

New Job Don’ts  : 

New Job Don’ts  It’s awkward being the new kid  on the block. Make sure you put your best foot forward and avoid costly social and professional errors while you’re getting acquainted with your new workplace. No one likes office politics but there are good politics and bad politics. You need to know the difference and hone your skills in order to keep your job and prove yourself indispensable. Don’t gossip.  Don’t avoid taking on extra responsibility. Yes you’re already working hard but the last thing anyone wants to hear is “that’s not my job” or “I’m too busy”. That is the kiss of death for any employee, new or not. Don’t avoid networking within your organization. Slowly get to know people in different departments by introducing yourself and showing a genuine interest in their work.

Youtube and Social Media Savvy : 

Posting controversial videos on youtube is nothing less than stupid. The same is true of posting revealing or ridiculous photographs of yourself on social media. But if you have social media savvy  (which you do), pay heed to the experiences and suggestions in these links to avoid being fired or discouraging recruiters. You could build a strong profile and maybe even find your next workplace through social media. Youtube and Social Media Savvy

Difficult Co-Workers Savvy : 

Difficult Co-Workers Savvy It’s safe to say that variety is the spice of life. Unfortunately misunderstandings can be the result of widely divergent personalities.  The best resources when you are dealing with difficult co-workers  a re the following: Identify problems between you and the co-worker and if possible find a mutual compromise. Ensure you do not become emotional  or insulting  with a difficult colleague. If a heated argument  begins, walk away and re-direct the issue not the argument  at a later time or even day. Bosses spend 40% of their time resolving employee differences! Try not to resort to supervisor mediation . Never gossip about your annoying peers.

Self-Motivation  Savvy : 

Self-Motivation  Savvy Any job can become routine. Remaining motivated  can be a challenge unless you have a career plan,,.Career mapping  is essential to remaining motivated.  So is working at an organization that shares your ethic s  and perspectives. If you’re lucky your corporation provides motivational seminars for you although let’s hope you never end up attending the type of seminar presented in the title link!

Career Map Savvy : 

A career map is rather like a career highway. Begin by establishing your long-term goal, plan ways to acquire new skills including finding yourself a mentor  and determine the most efficient route to reach your goal. Here’s a possible career map framework: Identify the position you want within the next 5 – 10 years. Determine the skills you need to get promoted. Re-assess your skills if you aren’t getting promoted.  Find mentors to advise and assist you. Hone your networking skills. Keep active on social media. Upgrade your skills, especially in computer software and other technology. Join a professional organization and attend conferences. Career Map Savvy

Slide 19: 

Goal-Making Savvy (sample admin assistant career map) Years 8+ Senior Administrative Assistant Identify meeting agenda items and head meetings  Design projects, delegate work, improve administrative procedures to enhance productivity Manage complex calendars, departmental budgets  and international travel arrangements Hire and supervise employees Participate in financial forecasting and allocate monies for annual budget 

Dress Code  Savvy : 

Dress Code  Savvy Is your appearance  working for you? We are continually judged  by how we look, like it or not. Whether or not you intend to advance in a professional organization you need to dress professionally  every day.

Office Affair Savvy : 

Office Affair Savvy Work romances  are always questionable. Some organizations have HR policies  that refuse to allow co-workers to get involved. Others don’t. Here are a few considerations to keep in mind should you find yourself attracted  to the co-worker in the next cubicle. AVOID married men! Nothing sets off rumours like married co-workers becoming involved with each other. Can you remain professional  if it ends? DON’T date a man in upper management. He’s not worth risking your career. DON’T date your boss.

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Email Savvy Your email style says a lot about you. Think about it. Email is a regular and significant part of written communication today among friends, family and co-workers. Your voice  and your personality really do come through loud and clear even in writing. Work emails don’t have to be especially friendly but they do need to be professional. Avoid slang. Try not to use abbreviations. Keep your emails short and direct. Use bullet points. Use attachments and links sparingly. Never send out an angry  email.

PowerPoint and Project  Presentation Savvy : 

PowerPoint and Project  Presentation Savvy Maybe it’s your first PowerPoint presentation to support a senior executive’s project  or you’ve already done several and as such as an “old pro”. As efficient  as you are with there are always tricks of the trade you can use to make your presentations even better. The more time you allow for PPs  the better. Don’t be like this guy! Avoid annoying  common PP errors that drive people nuts! Use features that make your presentation more attractive  and that demonstrate stats through charts, tables and graphs. Execs need to see numbers. AVOID those silly sounds between transitions. They aren’t for professional slideshows. Are you making a PP for a large group? Here are essential  tips.

Job Security Savvy : 

Job Security Savvy You hear all the time that job security  is a thing of the past but there are lots of reasons people leave certain organizations: they leave for better pay and increased responsibilities; people may voluntarily leave their jobs due to stress ; and many people make mid-life career changes. The virtual office worker  is also growing in popularity. This could be viable employment for you so long as you are as dependable working at home as you are at the office. Whichever you choose be sure to keep your skills and networking contacts current in order to tip the scales in your favour.

Indispensable You : 

Indispensable You Congratulations! You’ve completed the presentation, picked up a few hints along the way and hopefully you’re more inspired than ever to become an indispensable administrative assistant. If your next career goal is EA then make sure you watch The Indispensable Executive Assistant the next presentation in The Indispensable Office Administrator Series.