Inspirational Admin - Pauline

My transition to Administrative Assistant was a fast and exciting one. During the yearly review, my then-supervisor and her boss were discussing my options for the coming year. They were pleased with my performance, and were offering me the option of either continuing in my current position (data entry, answering questions from our vendors, and some other mundane tasks) or something equally non-invigorating. I replied that I'd be content to continue with what I was doing, but that should it ever become available, what I really wanted was to handle the administrative needs of our group.

Their jaws dropped. Apparently, they needed someone to handle these tasks, but hadn't thought that I would be interested. They asked me what exactly I would like to do, so I itemized it... travel arrangements, meetings and minutes, procedures, office supplies, anything involving design work or creativity... my list matched their needs, and I started my new position the next day.

It was a great lesson in asking for what you want. I hadn't known that the position would be open any time in the next year, let alone the next day. They asked what I wanted, and I told them. It was also a good reminder to me that even though someone may know you are skilled, they may not know all of your skills, or whether you enjoy using them.

Can you describe your position, some past experience or who you support?

Once I established myself as an administrative assistant, I quickly moved up the support ladder. Within six months I was assisting the Vice President above the Director I originally supported. Soon after, that VP moved to a newly formed department, and I had a new VP to support. Of course, when Tom needs something special for a presentation, he still comes to me.

Over the summer, we decided to try a team-support approach within Claims Management. Three admins support the Claims Management branch of the company in our Nashville locations, and we've split our support tasks to take advantage of our varying preferences and skill sets. I now handle most of the creative work, such as PowerPoint. I also handle the day-to-day needs of the 2nd floor of our corporate headquarters, including specialty supplies, expense reports, travel arrangements, and paycheck distribution. I also take the minutes at the weekly Operations Planning and Financial Review meetings.

Though no day is typical, we have to ask anyway what is a typical day for you?

The thing I love the most about being an AA is that each day is truly unique. There is no such thing as a typical day. Yes, I typically sort mail 2-3 times per day, I distribute checks every other Friday, and I arrange for food and take minutes at a massive meeting every Thursday, but most of the rest of my time is spent on special projects. In the span of an afternoon, I might place orders for balloons and catering, design a poster for a new incentive project, put the final touches on a PowerPoint presentation, compile an expense report, prepare for a trade show, and track down the best place to rent a frozen drink machine. Or I might do none of those things. The one thing that is guaranteed is that I will have an interesting story to tell at the end of the day.

Can you offer your words of wisdom for other admins?

The best advice I can give to any admin is to have a good sense of humor and be positive whenever possible. If you are asked to do a brief or simple task by someone you support, be up-beat and happy to do it, unless there is a very good reason not to be. If you appear to resist or resent every random project or task that comes your way, you may soon find yourself with two serious problems. The first issue you'll encounter is that your boss will not be able to tell when there is a valid conflict or problem with his or her request. If you've grumbled about the last 10 tasks, but always managed to deliver on time, he or she will assume that your look of incredulity is just your regular mini-tantrum when they ask for lunch for 20 catered in two hours. But if they're accustomed to your can-do grin, they'll know you're serious when you explain that their plans will need to be modified.

The other difficulty you'll face with a pessimistic attitude is what I call the Harrass Ceiling. No one wants to work on a special project with someone who acts as if they're constantly being harassed just by being asked to work. Even if you hadn't demonstrated so thoroughly that you resent any "extra" work, they won't want to subject any of their co-workers to time with you anyway. No projects means no exposure, no exposure means slower promotions. Of course, if you have a truly pessimistic attitude, you might be better off keeping it hidden deep in your regular routine.

Having a great attitude can pay off greatly. Consider this: Two years ago I was a temp doing data entry. Currently I am putting the finishing touches on a presentation I personally designed. A Senior Vice President will be using my work to show off the accomplishments of his division (well over half of the employee population of a billion dollar company) to the executive team.
Having skills will only get you halfway to the job you want. The second half lies in sharing your skills with those who can put you in a position to show them off.

A bit about Pauline’s boss:

By "boss" I'm guessing that you actually meant the people that I support, since that's the usual set-up. My company is right in the middle of a major merger (the PowerPoint I mentioned above was originally intended for our internal employees and management, but the boss liked it so much he pushed up the deadline so he can use it to brag to the execs of the merged company when they visit!), so the people I support are thoroughly unavailable. I did, however, get a quote for you from my actual boss, Gina, who is the Executive Assistant to whom I report.

What is it like working with Pauline?

"Pauline is an absolute pleasure to work with. She is a high energy, proactive, lead by example, kind of employee who takes pride in everything she does. She is always willing to take on new challenges and help her teammates. She has a flare for creativity and a commitment to growth and self expression."