galaxyblue
Newbie
Posts: 38
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« on: May 10, 2004, 10:49:15 pm » |
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Hi all,
My current role (Until wednesday) is claims administration. I have dealt with general PA duties such as booking travel, organising diaries and meeting requests, boardroom bookings etc.
But, I am due to start an official PA to.... role the following Monday. I would be ever so grateful if you could give me your top tips on what makes a successful PA.
Thanks in advance
Sarah x
"Experience is simply the name we give our mistakes"
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gee4
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« Reply #1 on: May 11, 2004, 08:49:54 am » |
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...being able to keep on top of things and doing 101 things at once. I enjoy my current role as there is lots of variety. One minute I could be organising a large meeting with delegates from here, there and everywhere, the next I could be ordering catering supplies for the kitchen.
I recently attended an Exec PA seminar and last year The Indispensable PA. One thing I learnt there is no such thing as a perfect PA, however most PAs mirror their bosses eg. take on same fundamental important aspects of their role and deliver accordingly. I also think organisation skills are very important as you may be asked to schedule and co-ordinate diaries regularly. Last week I spent one entire day scheduling meetings which is challenging in intself.
You learn as your career develops but I would suggest you ask your employer to get you on some courses such as the skillpath one I attended. Without ruining it, I learnt some excellent tips to use in my daily role as a PA.
Have you done any Microsoft exams? I am MOS certified in Word/Excel/Powerpoint which I have found extremely useful over the past few years since I am able to help both friends and colleagues in areas they are not so skilled in.
Subscribe if you haven't already to some PA/Secretarial magazines eg. OS magazine (Office secretary), Executive Secretary etc., check the home page under Information.
Hope this helps.
G
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bethalize
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« Reply #2 on: May 11, 2004, 10:43:34 am » |
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My top tip is to write everything down as you are told it and then feed it back to the person telling you so you can make sure you have understood it. This way you never need to ask the same question twice. I get a hardback notebook, number the pages and write everything in, leaving a couple of pages for contents.
I'll treat you to a second top tip as you're new at this: don't panic, just be polite and say you'll get back to people. Use the phrases 'may I...' and 'Please would...'.
And always proof read your letters before taking them in for signing. Calculate the time that takes into the time you estimate the job will take. Spelling mistakes are visible errors your image can do without.
Best of luck!
Bethalize
Peer Moderator
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Cozwaz
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« Reply #3 on: May 11, 2004, 07:16:27 pm » |
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Galaxyblue
I am new to the PA role, I have only been in my position since June last year. Previously I temped for a year or so and prior to that I was self employed for about 8 years running a recruitment agency and carrying out secretarial and accounts work for various small businesses
My boss had never had a PA before until he employed me, and I had never been a PA before, so it has been a learning curve for both of us but we are getting there.
Over the last 10 months I have learnt so much, and have paid particular attention as to how my boss works, thinks and getting used to his ways. I try and anticipate his next move and requirements eg documents he might need, things he might need for meetings, and if he has a meeting and hasn't asked me to get anything ready for it I always make a point of asking him. When it comes to replying to correspondence, emails on his behalf I always think as to what he would put.
My tips are
1. If your post is with a new company - read, read and read. When I started my job I spent the best part of the first two weeks reading project files etc so I knew what was going on. It helped me tremendously
2. As Bethalize says, write everything down. My notepads are very valuable to me and I keep them all so I can always refer back to old messages, notes etc.
3. Don't use scraps of paper to write messages down on they can easily go astray.
4. If you are in any doubt about anything don't be afraid to ask your colleagues or boss. My boss got pestered to death by me in the beginning.
5. I know its been said before, but don't panic or get stressed out its not worth it.
6. One other thing I do do which I know some PAs don't .......... I use Outlook as a diary etc but I also have a desk diary which I keep up to date, so if at any point (god forbid) we have computer problems I always have access to an up to date diary.
7. If you need help or advice remember there is always Desk Demon, the forum has certainly given me lots of tips and ideas.
Good luck with your new job - I hope you enjoy it as much as I enjoy mine.
Coz
PS Sorry I have waffled on!!
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galaxyblue
Newbie
Posts: 38
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« Reply #4 on: May 11, 2004, 11:30:03 pm » |
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Hello Gee, I can't seem to find the magazines to subscribe to under Information?
"Experience is simply the name we give our mistakes"
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Cozwaz
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« Reply #5 on: May 12, 2004, 07:36:51 am » |
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Morning Galaxyblue
I have a faxback form for OS Magazine if you would like me to e-mail it to you.
Coz
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gee4
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« Reply #6 on: May 12, 2004, 09:07:26 am » |
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DD,
I am sure I have seen a list of magazine subscriptions for PAs on the home page - anyone help?
G
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gee4
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« Reply #7 on: May 12, 2004, 09:40:09 am » |
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executaryinternational.com
executivepa.net
osmagazine.com
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gee4
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« Reply #8 on: May 12, 2004, 10:20:50 am » |
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Not a magazine but a very good website. You can subscribe to their fortnightly newsletter which is sent via email. www.office-organiser.com.au |
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countrigal
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« Reply #9 on: May 12, 2004, 04:28:45 pm » |
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My best tip... Remain professional, which means try not to let them see you sweat. If you don't know, ask the appropriate folks and tell the originator of the request that you'll handle it (as appropriate).
Next tip...Keep a list of those folks that you are told to call, so that you can start putting together your own personal list of contacts. And if you talk to the same person more than once, definitely try to get to know them (be more sociable). That will make them more likely to willingly help you in any situations, including emergencies, that you may find yourself needing their assistance. I made friends with one of the new IT folks, who has since been promoted to Manager of IT, and I know that anytime I really need something from IT all I have to do is call him. Today that came in handy and made me look great to bossie. Those are nice contacts to have at your fingertips.
CountriGal
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tinkerbell
Newbie
Posts: 39
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The only things I'd add to all the above is communication and networking which link together.
Communication between you and your new boss(es) is important so you can build a rapport and feel at ease with each other. Particularly in the early days you need to give 2 way feedback to how you are going to work/change ways of working.
Communication and networking within the company and outside is also key - talking/meeting with other people that you deal with regularly/the people that your boss deals with regularly. When you build up a rapport it is easier to approach people for help/contacts for information etc. You will also probably be approached as the font of all knowledge so keeping a note of useful information/people is handy.
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