PA and Secretary Community - Deskdemon.com

Hello all,
I'm new to the site and am so far finding it invaluable.  I have been working either in a temporary or full-time capacity as an Admin/Executive Assistant for 8 years now.  I've made it to relatively high level, supporting multiple high level managers at a Finance Firm.  I've never had any official training in business or assisting.  Everything I've learned, I have learned on the job and quite frankly, have never thought of this as my career.  

Are there folks out there who really thought, when I grow up I want to assist others for a living?  I mean, I do like helping people, but I can't help but look around sometimes and think, I could do what they're doing if I had the same education as they did.  Problem is, I'm a singer who is putting so much energy into my day job that I'm too tired to pursue my real passion.

I guess I'm looking for encouragement and a way to view this as a career rather than a job.  

That's an interesting thought because when I look at my boss and the Directors I support, I know I couldn't do their job. Not because I'm not a good employee but their strengths and talents match up with the work they do so well, that's just not what I was meant to do. However, I also know that they couldn't do my job. My strengths and talents make this the perfect job for me.

Yes, I've always wanted to be an Administrative Professional. I love that I get to assist them and know that I have a big impact on a lot of people by doing what I do best and by doing what makes me happy. It's all about finding your perfect job. It's a very special personality type that wants to be an Admin. If you describe it as draining you and keeping from pursuing your real passions then that's an obvious problem. For me, my job energizes me because I enjoy it. Maybe it's time for you to explore your options and find a job that you actually like.

I'm with Misslynn.  I have always wanted this profession and I have had training in this field as far as an Associates Degree, then self taugh after that.  However, when I look at my boss who is the Senior Vice President, and CFO and has been with this company for 28 years now, there is NO WAY I could do the job he is doing and have to deal with the stress that he has of operating the finances of this company.  He's has excellent rapport with the customer, and quite frankly that is why he is still here.  He deals with more stress and can jump from one item to another like nobody's business, and when the going gets tough, like it is right now, he's at his best!  Can you tell, I know my boss after 10 years, and I really don't want their travel schedule or lifestyle for that matter, have to travel on a dime, no life, as you are constanly on the cell phone talking to someone.  I'm more of a behind the scenes type person. If he needs a reservation to go somewhere tomorrow, that would fall under my department.  If he needs a package that is critical to the customer to go, that will get done without a second thought. If he needs me for some major project, he'll call on me to do it.

I just know I can't handle their level of stress and the daily activities they do without giving it a second thought.  You know, we really should stress Boss's day a bit higher then we do.  They really do deserve the respect that they don't get.

Diamondlady
Peer Moderator

So, nobody grew up wanting to be a Doctor, Lawyer, Police-person, Business person, Nurse, Veterinarian etc...?  I can imagine a young woman growing up in the 1940's having the dream of being a "Career Girl" someday, and having that career mean Secretary in a big business, but in this day and age, that same girl (or boy, such as myself) can grow up to be the person who hires an assistant.

Maybe I feel differently because I am a man in this profession, which has long been held by women.  I feel that when the mostly male corporate world sees me, they wonder, why is he doing that job?  

Are you looking at the job as "secretarial?"  The job has changed so much over the past 10 years and will change even more over the next 10 years!  I guess I always wanted to do project management, take a project from start to finish, move on to the next one.    That is what my job is now!   It could be the stigma of the stereo type secretary, getting coffee, taking short hand is imbedded in your thoughts?   If you had an adminsitrative professionals position with a customized title, ahh like one title I had was "Design Analyst" was just a different title.  That maybe a different way to think about the profession, not in the title but in the duties, and if you enjoy doing them.   I feel like saying ahh grasshopper look deep into yourself and you will know if this is what you want to do! :-P

I think the problem really is in your perception of the role. You're viewing it as "just an admin", I can tell you that I'm not "just an admin".  The team I work with knows that I'm my boss's right-hand, I'm almost an extension of him. I represent him. I'm authorized to speak on his behalf and act on behalf. That's a big job and is nothing to look down on.  If your mostly male corporate world is looking down on you in that role it's because you're letting them.

I am a man too and was once told to be ashamed of myself been in a carrer of women.  But I have never look at myself that way.  In my organisation I am more qualified than most of the managers because I have a second degree.  I am also more experience than them.  They have to come to me for advice and guidiance whenever they are in trouble and they respect me for that.  It was the profession that put me in this position.  I am proud to be an admin it makes people to envy me.  It puts me in a position along with the CEOs and MDs.  So I have no regret.

It may seem out of date, but yes, when I grew up in the 50's & 60's, I wanted to be a secretary.  My mom was a bookkeeper for my dad's company, and worked in our house.  I would always see her shuffling papers, talking on the phone, using the adding machine and typing.  When I was small, I remember playing secretary, finding papers to write on, shuffling them about, pretending to be like her.  I learned to type in 8th grade summer school and just loved it.  

I attended a 2-year business school after finishing high school in '71, and then found the greatest boss in the world to support at the start of my career. He took notice of my organizational skills and encouraged me to set high goals for myself. I later transferred to a 4-year college, attending part-time, and after many years I graduated with a Bachelor's degree in Business (1989).

But things haven't changed much.  I'm still doing what I was meant to do.  My title has changed somewhat over the years, and now I am a "sales coordinator," but it's basically the same job I've done all these years.  I have taken on more responsibilities, yes, but I still maintain a support role.  This is the best role for me, and I excel at it.

Movinonup

I never intended to become a PA, it all came about by accident.  I went to college to study secretarial and business studies because, frankly, I hadn't a clue what I wanted to do and it seemed like a sensible option to be able to get a "good office job" which was pretty important in my day.  I came out of this course as a highly qualified private secretary, and worked for a few years in the role quite happily.  But I never really considered it to be my career, I always felt it was a bit of a stop gap until my real career fell into my lap.

After a few years I decided the time was right to go back to university to study for a business degree - all my friends had degrees and were managers, and I was "just a secretary" - surely I could do much more than this?  Well, after I graduated I ended up in a junior management role and absolutely hated it!  I could stand the pressure and stress (anyone who says being a top level PA isn't stressful doesn't know the half of it!), it was the people management that was a nightmare.  So I left that role and started working as a PA - working for an entrepreneur in a demanding role in a start up company that went on to become massive (that entrepreneur is now on the Times rich list!).  That was the beginning of things falling into place for me, but it wasn't until seven years ago when I changed job and started working for another entrepreneur in what I call a plum PA role - total autonomy, managing big company-wide projects, and having a massive impact on the company - that I finally realised that this was my career, and something I was really good at. I stopped being embarrassed about describing myself as a PA.  I think it's all about perception - if you consider your role to be low level and unimportant, that's the image you project.  I'm extremely proud to be PA to my boss (he's well known and respected in our industry), and I'm very comfortable and confident that very few people could do my job.

Some graduates take on a PA role as a stepping stone and move onto other roles.  I don't see it as a stepping stone because I've been lucky enough to find exactly the role I was looking for.  I was once asked why I had chosen to be a PA when my qualifications surely would have taken me into management - my answer is that I am far closer to the heart of the business now than if I were managing a department.  I am right in the thick of things, I know more about and have more direct involvement in the future strategy of the business than most of our senior managers, and I'm one of only two people who know the entire big picture.  I don't think I could ask for a more rewarding career.

Times are certainly changing, and the professional PA or admin is now seen as a desirable career, but only you will know if it's right for you, or if it's simply paying the bills until you can get your other career off the ground.

QB

Klein,

I know people who have left school with no qualifications who have set up their own business.  It depends what kind of career move you are thinking of.  You can have a string of letters and exams after your name but unless you have common sense it means nothing.  There is no right or wrong answer to this, and while I admit exams, qualifications and experience will get you job interviews, it is how you conduct yourself that really counts.  If you stumble your way through an interview too bad, but if you are confident and know what you want and where you want to go, then you should go far.

The history of secretarial work is very interesting.  You may wish to note that, originally, secretaries were men!  It was the advent of the typewriter that turned it into a profession. If you look at these historical characters, male secretaries usually worked for aristocratic employers, dealing with confidential personal business and the management of estates and personnel.  When the typewriter came along, it was considered very suitable for women because the keyboard resembled the keyboard of a piano!  

I didn't set out in my professional work to make administration my career.  The reasons why I eventually chose it are private, and I was a  late starter in this field, but I can honestly say that I have found it very rewarding, both in terms of job satisfaction and remuneration package.  Apart from my very first job, I have always worked at the top of an organization and have had some extraordinary jobs working for high net-worth and socially prominent people, managing substantial budgets and teams of people.  Those jobs were very hard work, but equally great fun.  My current post is a walk in the park compared to some of those.

Is administration a career? Well, that very much depends upon your outlook, education and training.  If you want a job in which you work at a high level and you have to make important decisions, then those jobs are definitely out there, but you have to equip yourself to do these.  A thorough grounding in office procedures and technical skills as well as good business acumen and, possibly nowadays, a business administration degree will stand you in very good stead.  The label on the package (Admin Assistant, Executive Assistant, Personal Assistant etc) doesn't matter.  What does matter is what decisions you are authorized to make, what budgets you control, people you manage and your remuneration package.    

The word "career" implies a ladder of some sort.  Most people in any sphere of work do not have "careers" they have jobs.  Developing a real career requires thought and dedication - personal investment of time and money in education and training.  

I meant to say, of course, "turned it into a profession for women".

R

When I graduated from high school in 1978, it was with the intention of being a "secretary".  I had always assumed I would work until I got married and had kids at which time I would become a stay-at-home mom.  Well, as life turned out, I never married and never had kids, so my "job" did indeed turn into a career.  For a long time I never had any desire to move upward because I kept thinking I would quit one day.  As time went on and I realized kids weren't going to happen, I started to think about moving up.  However, there is only so far that I want to go.  I'm in my absolute dream job right now.  My boss asked me if I would want to take her job when she retired because she thought I'd be perfect for it.  But my answer was a resounding "NO".  By the time she retires in possibly 5 or 6 years, I will be over 50.  At that point in my life, there is no way I would want to take on all of the additional stress.  I see what her position does to her (in fact she wants to retire very early on years of service rather than age just to get out of here).  Absolutely I wouldn't want that stress in my life.  I am very happy being in a support role.  I like the idea of being my bosses "right hand" and helping her by making minor decisions and taking some of the load off of her.  But I don't want to be the one responsible for running the department and making major decisions.  That just isn't me.  

No, I don't consider this a career, and it was never my dream career. However, I do think it's a profession worthy of the best, hardest-working people and as such, I perform at that level. I will probably do something else when my life and circumstances allow me to; right now, it's a good fit for me.

If I lucked into a non-admin job that fit with my personal life, I'd take it. But I'm not at all ashamed of the work I do now. It's necessary, vital work and my team needs me.

One of my male colleagues in this company was just promoted into a non-admin job, because he took on extra work and really expanded his role. Such opportunities do appear for those who are interested in moving on.

I can relate to your situation because I'm a musician and when I started doing office work I always thought of it as my "fall-back" position, never my dream "career"! (My mum told me that if I was going to major in music in college, fine, but at least minor in something practical, so I took professional writing. I'm glad I did!)
However, as the years have gone on I've discovered I enjoy admin/office work and yes, one could definitely make a career of it (I've often thought about branching into desktop publishing and marketing for example).
I also realize, though, how putting so much energy into your day job can leave little for pursuing your passion. But don't give up! You can probably find ways to still fit singing into your life. I think trying to make a living in music would be a bit too stressful for me now (and I DON'T like to teach--that is one reason I turned to office work!) However, if money became no object, I would certainly take more time for musical pursuits!

Hi Klein,
I am very happy to see this post.  I've been in administrative roles for ~15 years and took each one as a position that would give me a steady income & hours while I persued my outside passions that just don't pay the bills: gardening, music & yoga. You have to schedule that time in & be disciplined about it!  I also have moved from the west coast to NYC to Chicago and back and have never had a problem finding a higher level position than the one that I previously held.  I learn so much about business and psychology that coworkers and friends come to me for personnel advice & perspective.  

It seems that society is screaming that each of us should always be in the power position making gobs of money but you know, I haven't seen those people any happier than I am - it is just a different role.  If anything, they've got a lot more stress and put in the longer hours.  As far as advancing, I've known EA's that have the opportunity to travel all over the world and are compensated very well.  I have worked with men in this administrative assistant roles in the past and each was a great fit.  I guess what I'm trying to say is that if you love it 'own it' and people will respect you for that.

As far as advancing out of your job when you're ready - if you excel and you have a good manager, doors will open.  This position gives you a lot of exposure so it will hopefully introduce you to some possible roles.  I've had peers in similiar situations to yours that have moved into Project manager and Product coordinator roles and being an admin gave them a great foundation.

Good luck with the singing career!!!

Hi Kellinm, seems like we share some of the same passions (music, yoga, gardening) = and you reminded me of another good point: I enjoy having an 8-5 job that I can leave at home at the end of the day so that I CAN enjoy those things. I value my time off more and more these days. I certainly would not want one of the managerial/supervisor positions here, or even a sales posiiton, where you have to work long hours and in some cases, be on call 24/7! Sure, I could be making more money but would it be worth it? There's something to be said for having a comfortable "day job," as long as you're relatively happy. But if/when you're thinking of "moving up", make sure it's something you really LOVE.

Oz, what sort of musician are you--singer or do you play an instrument? This thread got me to wondering how many DD regulars are musicians. I am.

Wow, I'd like to thank everyone here for their input.  It has given me a lot of food for thought.  When I turn off that 'dreamer' in me, I am quite happy in my role as an admin.

I wish I could let go of my dreams, but some stubborn part of me just can't.  I feel I'm doing a diservice to myself by not getting a job waiting tables to scrape buy while I desperately try to work on stage.  But, I just know that my psyche can't take that.

Anyway, Thanks again to all!

Hi Klein, don't let go of your dreams, ever.  Dreams are what individualise us.

I have been reading these threads but hadn't thought of responding until I saw your last thread.  I trained in Hotel and Catering Management and for nearly two years was responsible for running a restaurant for a well known company.  To cut a long story short I "fell" into admin when I followed my (now ex) husband with his work.  That was 20 years ago.  

For the last 20 years I have worked my way up from a temp who had absolutely no experience in secretarial work to the senior position I am in today - all of my skills are self taught and I pride myself in the fact that I can do just a good as job as others who have the qualifications.  

But that doesn't mean I have forgotton my dream - far from it.  Everyone I work with knows that I want my own tea shop / restaurant / guest house / hotel at some point in my life.  Ok, it may remain a pipe dream but there is always the chance that it will come true.  It's what makes me me.  It will always be there but at the same time I have made admin my career and I put my all into my job.  So hang on to your dreams, you never know when your fairy godmother/father will wave their wand...............................

I suspect this may be a tad controversial, but I'm afraid I wouldn't describe administration as a 'profession' per se. That is not to say that many individuals in administrative roles do not behave professionally; however, that is a subtly different matter. 'Professional' occupations invariably have a minimum entry standard, or a licensing or accreditation system that must be satisfied before an individual can be considered to be a 'professional', usually after an absolute minimum of several years. Granted, many high-level PA's etc may have more skills and qualifications than, say, a junior lawyer or engineer; however, the majority of plain old 'admins' clearly do not, so where do you draw the line? Yes, the idea of 'professional' status is exclusive and elitist by definition, but if just anyone could become a 'professional' simply by choosing a particular career, then the word would cease to mean anything. (So, all professionals have a career, but not all careers are professional).

On a cheerier note, I wholeheartedly agree that you should never give up on your dreams. I never did, and it paid off. (I'm not a musician, by the way!)

You are quite correct, Extemp, in that a true "profession" is an occupation requiring special training in the liberal arts or sciences, especially one of the three learned professions (law, theology or medicine).  Newer "professions" may be added to that narrow list, engineering and accountancy, for example.  

However, language and its usage is something that is a living thing, and so people often ask the question these days "what is your profession?", which in fact they may really mean "what is your occupation?".  

It's easy to get bogged down in semantics, and the questioner didn't intend us to do that, but thank you for pointing this out.  

A bit late, but I have to stick my $0.02 in ...

I stumbled into the Admin role back some 12 years ago, and so no, never dreamed I'd be an admin at this point of my life.  But then, I'm not really now.  I started off as a receptionist, and have worked my way up through the ranks until I was an Office Manager, and have now made the switch to another career-line that utilizes a lot of my admin-honed skills and I'm better at this job for my time and experiences through the years as an Admin.

I'm proud to say I've been an admin, and was good at it.  And I'm glad to have moved on from that career to my current one, and look forward to the step that will take me into management and hopefully on to the Directorship of one branch or the other of the company I work for.  Quite possible, so it's not a pipe dream.  Just something else to keep my eye on as I work my way up the ladder, jumping/switching ladders when or as needed.

Guess what I'm saying is that if you think you could do the job of the managers, then work your way towards that job... and you may make it.  But be happy with where you are at the moment or you don't have a good foundation to spring from to the next step.  If you're not happy in your current admin job, but like the role, then find a new one... if you're not happy with the Admin job as a whole, then find a new ladder to hang on and start your climb.

And good luck with the musician part of your dreams!  Hang on to them too!!

CountriGal
Peer Moderator

Yes, I always knew I wanted to work in an administrative assistant role (actually it was a secretarial role when I first started). I really enjoy working with others, getting to do new projects and learning from others. I have tried working in other fields twice now and have found that I always want to go back to my first love as an assistant. I just got my insurance adjusters license and am finding I really don't like working in the insurance industry in the manner I am working and want to go back - now!  I am finding not everyone is meant to do every job and like I tell my son you need to find something that makes you happy and go for it, no matter what the position is.

I started school in the medical field, got married side tracked into accounting and from accounting to office manager to executive assistant.  No this wasn't my first choice and if you had asked me high school if I was going to be a "secretary" I would have denied it loudly.  My mother retired as a book keeper for a state bar association and I did not want to have to do anything close to what she did!  I even managed to flunk typing II in high school in protest!  
I've been an ea for the last ten years and LOVE my current position and I really can't imagine doing anything else at this point even after spending 2005 getting my paralegal certificate. No day is ever the same, my job stays at the office, and my bosses are great.  I don't want the stress of a commission salary, the month end year end number crunches from accounting or the hr stress of managing anyone else's time.  For me it may not have been the position I thought I would be in 20 years ago, but it fits me now.  I think any job is what you make of it, as my brother often says "the world needs ditch diggers too!"

I was a bad girl at school and my career advisor told me I had no direction and wouldn't amount to much, her advice in a nutshell was to get a job in an office until I got married, gave up and  had kids

I was gutted by her words, but following her advice went to secretarial college. Passed all my exams, got a job in the office that employed the career advisor  and fulfilled her words.    

Howver ............................


I thoroughly enjoyed admin, worked my way up from receptionist to PA to the career advisors boss LOL.  Although I'm more ashamed about it now I felt so good when she had to leave because she'd got remarried and was leaving to have children!

I really enjoy my work now, it makes the best of my skills and personality and although I would like to move into another field at some point, can't see myself leaving admin entirely!

Callie