PA and Secretary Community - Deskdemon.com

Please can I ask what you would do in this situation.

My immediate boss is a very high profile person.  Recently I handed my notice in - although I love my job and we get on reasonably well I have been made an offer elsewhere that I really cannot refuse.

I spoke to him and explained, he was supportive, said he'd be sorry to see me go but understood my reasons, and asked that I assist in recruitment of my replacement.  However he did ask that I keep it a secret from my colleagues to "stop the rumour mill".

After our conversation I emailed HR, sent a very lengthy email and said that they could rely on my full commitment to assisting in recruitment of my replacement, to which I received no response.  I sent a further email a day later asking if the first email had been received and got a reply saying "receipt confirmed", that was it!  I thought this was very bad manners and unprofessional to say the least.

I now have my boss chasing me for CVs/interviews whilst HR seem determined to keep me out of the loop. The last communication I had with them said "we'll let you know when interviews have been scheduled".  However my boss is continuing to chase me.

Also, unaware that I am leaving, my colleagues are arranging meetings for the time after my leaving date.  I feel almost like I am deceiving them but I have been asked by my boss to keep the news secret.  He has given me no indication when I am allowed to tell people.  It is making life very difficult to say the least!

Any advice would be gratefully received!

Firstly HR have no obligation to include you in the selection/interview process for a new assistant - most HR functions try to avoid that.  However, having said that, you have been informed they will advise when interviews are scheduled...so leave it as that.

I assume CVs are being submitted to HR and not you??  You need to explain that to your boss.  He might have some influence in allowing HR to let you into the loop.

Secondly, you are not deceiving anyone.  I have worked with several individuals and had no idea they were on notice.  You are obliged to continue acting in a professional manner and it is no one else's business that you are leaving until it is decided to make it public knowledge.

My advice would be to carry on as normal.

Thanks Gee. 

The difficulty I have is that boss specifically asked me to take part in the recruitment process.  Its not something I'm looking forward to as I have a million things to do before I go.

Whilst they are under no obligation to include me in the process, surely if my boss, as CEO, has asked them to, then they should at least respect his wishes.

I feel like I'm in an impossible situation!

Well as I said, feed this back to your boss.  Maybe he can open some doors for you if HR are shutting you out.

HR are a funny bunch...no offence to anyone.  Formerly known as Personnel...they have no interest in personnel or humans as individuals.

They have always been cold fish anywhere I have worked.

I have fed back to my boss - he was copied in on the original email and when he chased me for a response I forwarded the reply I had received from 'HR'.

I am always conscious of involving him in problems like this as he is so senior in the company but I don't think I should be taking the fall for the HR director's sulky nature!

I would send an email to HR with a copy to my boss reminding them (nicely) that you have been asked to participate in the screening process and would like to also review the resumes, not just participate in the interviews. It may be simple miscommunication.

There are several possibilities:

1) Your boss may not have told them what level of involvement he wants you to have in finding your replacement.

2) They may think you just want to be in on the interviewing, not realizing you wish to be included on the review of the CVs as well.

3) Your HR department may just be dragging their heels because they don't wish you to be involved.

Thanks msmarieh

I think they are dragging their heels for the same reason too. I actually don't want to be involved but my boss is very keen on the idea and is pushing me to chase HR daily.  I don't feel comfortable doing that. 

I don't think he's going to be over the moon at me leaving if they don't have someone else lined up either but my contracts says four weeks and I have already agreed a start date with my new employer. It feels very much like a lose/lose situation at the moment!

I never understand why companies expect to advertise, shortlist, interview and hire a new member of staff inside 4 weeks.

That just doesn't happen unless they get someone from an agency who is readily available.

I was thinking the same thing.  The majority of people in a job will be on four week's notice.  I have been looking on all the obvious job sites and I can't see the vacancy advertised either. 

You need at least 3 months for this exercise, from start to completion.

Most times you never get a replacement immediately at the end of someone else's notice period so you may find your boss or ex boss could be without an assistant for a while.

I can understand his frustration - he probably knows the score.

It might be more realistic to talk to your boss about bringing in a temp and offering to train that individual.

That's a really good idea but I'm not sure he'd go for it.  He's quite traditional in his ways.

I am trying hard not to feel guilty about leaving but it is very hard.  I do feel a strong sense of loyalty which is perhaps misplaced.  The fact is that I am grossly underpaid for the job I do - I am EA to the head of huge international Plc, and my salary is an absolute joke!

Is it possible to divide your duties, schedule and travel, meeting minutes,  expense,  etc.... to a few assistants within the organization to support your boss during this process, since at this rate, it does not sound like your replacement will be there before you depart.  I know this is a little out of the ordinary, but never the less, your boss would be taken care of until which time HR finds a suitable replacement.  Of course this would mean letting folks know you are leaving.  Has anyone from HR talked with your boss and officially started the recruiting / hiring process?  It sounds to me like your boss trusts your judgement immensely and trusts with your involvement, HR will find a suitable replacement to assist him.

Thanks Peaches.  The trouble is he doesn't get on well with the other assistant we have, they're very different people shall we say.

I have heard from HR today thay they have set up interviews next week and want me to attend.  I'm happy to assist although not altogether comfortable with it!  One particular reason for this being that the agency the job has been advertised with let slip that the vacancy has been listed for £2k more than I am currently paid! To say I am not happy is an understatement!

It will take all my professionalism and resolve to get through next week!

These things happen but unfortunately recruitment agencies have no common sense when it comes to the finer details.  You should not have been privvy to such information but I understand how you must feel.

As regards your boss getting on with other assistants, well, he's going to have to get on with whoever is hired.  What an unprofessional attitude towards others in your workplace.

We share workload here eg. if I am on leave my boss can go to any of the other secretaries to book his travel etc and vice versa.  Sound like your boss has been spoilt over the years.

You're entirely correct he is spoilt! We cover each other's positions if the other is away from the office but it is quite commonplace for him to ring me whilst I am on holiday/weekends/evenings.  I have had to travel back from the gym, cancel plans with friends and on one occasion leave my family in a restaurant during a family party - despite the fact I had booked a day's holiday and someone was covering my job!

This is another reason why I am SO angry about the remuneration discrepancy.  I put my heart and soul into my work every day and now this!

Two questions I have for you -

1) Do you have a company mobile?

If not...

2) Why do admins give out their personal numbers for their bosses to contact them?

UNLESS it was part of my job description, I would never cancel any plans to deal with my boss or someone in work. 

How on earth did you get into this habit?  Did your job require this much personal attention?  You can find that certain individuals end up using you.  He saw you as cheap labour.  He didn't have to pay extra, you gave him added support when he asked for it.

Although the higher salary is unfortunate, that's actually quite common that outsiders receive prevailing market wages while insiders are moved up at the standard 2-3% increase a year, so after a number of years, it is easy to be several thousand below market wages.

On the money issue, you have a new job with a better salary so it's tough, but you're going.

Your colleagues - up to you when you announce you're leaving.  Your boss can't oblige you to keep it quiet.

Yes I have a company mobile and as for "how on earth did you get into this habit" - it is an expected part of the job unfortunately.

Well then you knew exactly what you were taking on when you accepted the role - maybe you should have negotiated a pay rise of sorts or additional perks.  I thought perhaps you hadn't been given prior notice of what the role entailed.

Personally I would hate to have a job like that, but then no boss has ever been that demanding of me.  I don't think any amount of money would compensate for ruining my weekends or social events with friends and family.

Ah, yes, but that is where you and I have different thoughts, Gee.

Personally, I did not mind being called any time on my mobile (never gave my home number as a matter of principle).  I also loved it when I had to travel for work - some of you may remember I was working out of The Republic of Ireland for 6 weeks at one stage years ago, commuting home each weekend to look after the family/hubby and do the laundry and weekly shop etc, and living out of a suitcase.  I managed to more than double my weekly salary with overtime AND because it was all last minute stuff I even got to claim all the air miles AND travelled business class!  I even got hubby to come over for a few days!
Like I said, loved every minute of it!

I understand how you must feel regarding the pay difference.  I hope your new role will bring you much satisfaction and success.  Do your best to keep your chin up and hold your head high being the professional you are.  It will be a good reflection on you.  Unfortunately, these things happen when dealing with agencies and HR.  You never know what the future holds in store, the road may lead you back to this employer / boss some day, so anything that reflects well on you is to your advantage. 

Thanks Peaches.  My manager spoke to me this morning and said he had no idea that it had been advertised at a higher rate and will speak to HR about this as that is certainly not what he wanted. 

Feel a lot better now the air has been cleared. I have kept integrity and professionalism throughout this process.  My committment to the job and supporting my manager will be the same on my last day as it was on my first. Self respect and pride in doing a good job would prevent me from allowing my standards to slip. 

 

Is there anything you can really do wrt salary for the position you are vacating?

Surely it is up to HR/Management to decide what is suitable for that vacancy/position.  I have no doubt this happens all the time when someone vacates this type of role.

On occasion employers increase salary to encourage long-term stability which is what I have always sought when applying for jobs.

Was salary the reason you chose to leave?

Wow — I honestly don’t blame you for being this upset. That’s completely unacceptable. It’s one thing to step up occasionally in a crisis, but to be routinely called while on holiday, at the gym, or even during family events? That’s not just unfair — it’s a clear lack of respect for your time and boundaries.

And then to find out there’s a pay gap on top of all that? After everything you’ve sacrificed? I’d be furious too.

You deserve to be valued not just in words, but in action — and that includes fair compensation and basic respect for your personal time. I really hope you get the recognition (and adjustment!) you’ve more than earned.