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The 21st Century Administrative Professional by Penny O’Reilly, NSW Practice Manager, Hudson Human Resource Consulting
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The 21st Century Administrative ProfessionalPenny O’Reilly
Agenda
• The ongoing evolution of the administrative professional
• Emerging skill-sets,capabilities and experiences for future career success
• The role of the organisation in nurturing and developing talent
• Career pathways to an executive administrator role in a leading company
Evolution of the Administrative Professional
• Survey Results (Completed survey on 339 people)
What is your preferred job title?
- 22% PA’s , 21% EA’s , 12% Administrators , 6% Office Managers, 6% Receptionists , 3% Secretary , 27% Other
Do you have formal training for your role as an Office Professional?
- 49% Yes , 43% No
Evolution of the Administrative Professional
What do you think is your most valuable role as an office professional?
- 51% Organisational Skills , 23% Relationship Building , 12% Administration & Typing , 10% Other , 3% Event Organisation
Are your duties and job title clear to you?
- 69% Yes , 21% No , 2% Both
Do you view being an office professional as a long-term career path (5+ years)?
- 66% Yes , 19% No , 17% Don’t know
Evolution of the Administrative Professional
How valued do you feel as an office professional in your organisation?
- 50% Highly Valued , 40% Valued , 9% Under Valued
Do you think that specific secretarial or business administration qualifications are an essential component for the new generation of office professionals?
- 63% Yes , 35% No
Traditional EA Role
Past
Communication
Organisation and Time
Management
Flexibility
Technical Skills
Confidentiality
Present EA Role
Present
Interpersonal Skills
Organisation and Time
Management
Drive, Flexibility
& Adaptability
Technical Skills
Confidentiality
Human Relations &
Cultural Diversity
Business & Financial
Overview & Vision/Foresigh
t
Project Management
Evaluating your current skills
Technical Skills Non-Technical Skills
MS Office suite Emotional intelligence
In-house systems Intuition
Typing Flexibility
Minute taking Adaptability
Emotional Intelligence
Definition
The capacity for recognising our own feelings and those of others. For motivating ourselves, and for managing emotions
well in ourselves and in our relationships
Emotional Intelligence
• Emotional Intelligence is largely learned and continues to develop throughout our life
• Studies show people improve as they grow more adept at handling their own emotions, at motivating themselves, and at honing their empathy and social skills
• Maturity = growth in emotional intelligence
Emotional Intelligence
Five Basic Emotional and Social Competencies:
• Self Awareness
• Self Regulation
• Motivation
• Empathy
• Social Skills
Self Awareness
Definition:
The ability to recognise and understand your moods, emotions and drives, as well as their effect on others
Hallmarks:• Trustworthiness and integrity
• Comfort with ambiguity
• Openness to Change
• Innovation
Self Regulation
Definition:
The ability to control or direct disruptive impulses and moods
Hallmarks:• Trustworthiness and integrity
• Comfort with ambiguity
• Openness to change
• Innovation
Motivation
Definition:
A passion to work for reasons that go beyond money and status.
A propensity to pursue goals with energy and persistence
Hallmarks:• Strong drive to achieve
• Optimism, even in the face of failure
• Organisational Commitment
Empathy
Definition:
The ability to understand the emotional makeup of other people.
The skill in treating people according to their emotional reactions
Hallmarks:• Expertise in building and retaining talent
• Cross – Cultural sensitivity
• Service to Clients and Customers
Social Skills
Definition:
Proficiency in managing relationships and building networks. An ability to find common ground and build rapport
Hallmarks:• Effectiveness in leading change
• Persuasiveness
• Expertise in building and leading teams
Emotional Competence
• A learned capability based on emotional intelligence resulting in outstanding performance
• The five elements of emotional intelligence determines our potential for learning the practical skills
Adding Value…
• Be the ‘eyes and ears’ of your Manager.
• Establish strong working relationships within the wider team.
• Be at the crux of communication.
• Project a positive and professional image.
• Make confidentiality ‘non-negotiable’.
• Reflect the insightful behaviour of your Manager and the
Management team.
• Be a role model and mentor.
• Focus on the solutions, not the problems.
• Networking
Professional Development
Course Institution
Exec PA Suite IPAA (Institute of Public Administration Australia, Queensland)
Management Skills for PA & EA Institute for International Research (ACT,WA,NSW,QLD)
The Indispensable Personal Assistant
University of Adelaide
Moving from PA to EA University of Adelaide
Management Skills for EA Australian Institute of Management
Role of organisation in nurturing & developing talent
• Be proactive
• Know the organisational structure to identify possible career moves
• 360 feedback
• Career framework
• Seek advice
The Current Career Model
Age
Stag
e
Exploration
Establishment
Maintenance
Disengagement
Establishment
Maintenance
Disengagement
ExplorationExploration
Achieved
Career Pathways Self Awareness and
Self AssessmentResearching
Opportunities and Options
Informed Decision Making
Effectively Managing
Career Transitions
Career Pathway
Taking control of the Career Management process involves making an accurate assessment of your current position, in terms of your:
• Interests
• Skills and abilities
• Values and Career drivers
• Achievements and strengths
An accurate self analysis of “where” you are right now will help you to identify and clarify career goals which are: realistic, time-framed, attractive, measurable, and specific.
Understanding the Current Market
• Gain awareness of the job market
ANZ Job Ad SeriesThe Hudson Report
• Salary Guides
• Industry movements
Salary Guide
Researching Career Options
Networking is a very effective method of researching options, it helps:
• Improve your chances of being considered for opportunities even if you don’t know they exist.
Developing the ability to network is critical in your career management planning.
Narrowing the Options
Decide internal and external career/occupation options you consider to be most appealing.
These need to be assessed against:
Also consider factors which may work against these options and how these barriers can be overcome.
• Skills, knowledge,experience and background
• Personal values, needs and goals.
Goal Setting
• We have set them ourselves, ie. we “own” them
• They are realistic and attainable and related to our interests, skills and abilities, career related values and drivers
• We establish them within a timeframe that is realistic and attainable; and
• We are comfortable with the consequences of attaining the goals.
Goals are most likely to be achieved when:
Developing long term career goals
SMART Goals
S Specific and Stretching
M Measurable
A Attractive
R Realistic
T Time frame
Steps to achieve career growth
• Take the time to develop your business and commercial acumen
• Mirror the behaviours of leaders within your organisation
• Communicate your goals and timeframes
• Contribute to the organisation
• Grow your network
• Adopt a mentor or coach
• Tertiary qualifications
• Feel the fear
Questions