Less Is More

[peaches2160]

When planning a group meeting for executive level attendees, what do you provide in the meeting room as far as refreshments?  My rule of thumb is less is more.  However, I recently encountered another EA who thinks differently, and loaded the refreshment table with four bowls of junk food and candy and an overabundance of sodas.  I had ordered a dessert tray of cookies and brownies to have for the afternoon in the room, and did not have room to place it on the table with coffee and waters.  How do you deal with an overbearing co worker (in this case a fellow EA) who creates more work during events such as this?  I am trying to keep peace in the office since she is also my backup at times and I need to work with her.  As it turned out, I ended up having to tidy the room at the end of the meeting since she left for the day, and it created more work.   I was a bit embarrassed since it looked tacky with the junk food in mismatched bowls on the table and gave the impression of waste.  The meeting room is a good distance from my work area and I ended up having to roll this cart full of leftovers through the entire office.  Someone even commented to me that I looked like a snack vendor and did I belong on an airplane.  We are in a cost containment mode at this time and this EA uses her corporate credit card to buy junk food. She is overbearing and has alienated support people I depend on to get my job done.  How would you handle this? 

[gee4]

Yes I agree, less is more, especially for an exec group. 

Doesn't someone have to sign off what she ordered or charge it to a dept code etc?

Any PA at that level would know, or should know, what to provide by way of refreshments.  Embarrassing for you so maybe a word in her ear??

[peaches2160]

We will have discussion this week.  Problem is, her boss lets her run with the credit card and I guess it is OK with him.  I think she pulls some over on him.  It is a frustrating situation for me.  Many have commented to me, but I direct them to her boss.  Needless to say, I will have discussion with her this week.  Timing is everything in this situation, so I have to snag the right time and run with it.

[msmarieh]

Who's meeting was this actually (from a planning perspective)? I would certainly talk to her if it were your meeting, regarding not ordering additional food beyond what you provide. I would also talk to her if it were her meeting about leaving you with the cleanup. However, if it was her meeting and she wanted to order the snacks and her boss has no problem with it, I'd let that part go.

[Atlanta Z3]

Our sister department does the same thing!  When their auditors come in monthly or quarterly, they expect SNACKS.  I use capital because it's overboard in my opinion: fruit juice (several kinds), soda, ceral bars, crackers, pretzels, chips, cookies, nuts etc.  In my opinion they need to eat breakfast at the hotel, eat the lunch provided and have a limited few waters and lite snacks only in the afternoon.  All this food is stored and some has expired it is so over ordered!  Then the left overs are put in the kitchen and just left.  I refuse to clean up kitchen catering and called one admin out over it who told me the days porters of our building are supposed to clean up. (They don't and aren't.) (Not to mention that I really don't care to smell rancid oinions and garlic at 5 in the afternoon!)

In this case I would not have put out what I ordered.  If it was my meeting, I would politely ask the other admin not to put out her snacks, use the health suggestion, that people don't want the sugar temptation around.  While you greatly appreciate her help would she please consult with you on meetings for xyz before ordering any more snacks.
PS I'll bet she is charging multiple cost centers for those snacks.

[peaches2160]

It was my bosses meeting, and mine from a planning perspective.  This is how she works, she just buts in and starts doing her own thing.  I did mention to her today that we will not have snacks like his in the future since it was excessive.  Her reply was, well they ate it didn't they?  No, they did not eat all of it, and there was enough left over for 6 meetings.  She is just one of those underhanded types that you can't turn your back on.     Not sure who approves her credit card, but something is not right with that either. 

[gee4]

Peaches,

If the meeting was your boss's, and yours from a planning perspective, why did you allow someone else to organise catering?  Would you not want to have control over that and do it yourself?

In my organisation each assistant is responsible for their boss and his team/dept, which includes planning and organising meetings as well as any catering requirements.  Requests are booked in line with our company policy and must be approved in advance.

I can of course organise catering for another assistant who is sick or on leave, but the same rules apply.

I wouldn't allow this person to get involved in the future if this is how she deals with things.  I also blame whoever signed off the catering request.

[msmarieh]

I would definitely have a chat with her. I'd be ticked as heck if another admin ordered food in for a meeting I was responsible for like that. I wouldn't just "mention" something to her. I'd sit down and clearly spell it out for her.

[peaches2160]

Gee, I did order in a nice catered lunch.  I was planning every aspect of the meeting.  She did not order in food, she went out and bought bags and boxes of junk food and candy and filled bowls and platters full and placed them in the room unbeknownst to me.  I was not in the meeting room all of the time.  I went in there to refresh the room during a break, and the refreshment table I had set up was crammed with these bowls and a plastic platter full of junk food.  One dish of mints and chocolates, or an assortment of trail mix is one thing, but this was junk food and enough for 100 people.  I only had 20 in the meeting.  My point is, she just sneaks in around peoples backs and takes over.  She has done this in the past with others on projects  and has alienated many people.    I told her I did not want this to happen again.  Her answer was, well they ate it, didn't they? 

[gee4]

I don't understand...

Who authorised her to do this, if it was your boss's meeting and yours, and you had already ordered catering?

Did that mean your food arrived plus the food she bought?

What part did she have in this meeting, and why did she go over your head?

Sorry, but I don't get this.

[Brighton Rock]

Peaches, 

Your colleague's response "well they ate it didn't they" is irrelevant and, frankly, ridiculous.  I think that revisiting meeting arrangement protocols would be appropriate here, and perhaps seeking the support of your manager if you feel that is necessary.  We all try to get on with our colleagues, but there is "getting on" and "getting out of hand".  She falls into the latter category.

As well as the inconvenience and irritation caused by someone muscling in on your patch, there is the question of cost.  No company can really afford to waste money on catering that really isn't needed. 

I would note her remarks, ask her not to interfere in future and advise her that you prefer to make your own arrangements for your own meetings.  Take action if she does it again.

Good luck.

Brighton Rock

[peaches2160]

Gee,  this is the problem.  It was my bosses meeting.  Her boss reports to my boss and he was an attendee in the meeting.  I ordered catering and a dessert tray for the afternoon.  She went into the room unbeknownst to me, and put junk food she had purchased on a corp credit card in the room.  I found it when i went to te room at break.  There were four bowls and a plastic tray taking up the room on the table.  This is just an example of how she works.  Underhanded and sneaky.  I and others have questioned why her boss lets her get away with it.   I will make it clear that in the future the catering will be handled by me only. 

[gee4]

I agree.  Clear roles and responsiblities need to be addressed for further meetings and events.

Why she took this upon herself I have no idea but reading this, she is an embarrassment.  That would never have happened where I work, never.

Rule of thumb is, whoever hosts the meeting, has their assistant arrange it including catering...no one else should get involved unless asked to do so.

[JessW]

I woudl also add put any/every instruction/request to her down in writing (if she is helping/covering for you) including exactly what refreshments are required and/or have been ordered so that should she do this again, you can use that as evidence of her interferring and waste.

Jess

[peaches2160]

Thank you all for your input.  I am on the right track in handling this now.