Keys to Administrative Excellence

Here are some of my top suggestions to help you do just that - and to become what I call an “Inner Circle Assistant” who partners closely with management to earn respect and even greater career success:

1. Think like a manager.

If you're like most assistants, you may not have “direct” managing authority. But part of your job probably involves managing projects or overseeing people's work on behalf of higher-ups. To me, that means you are a manager - whether your title suggests it or not.

So, if you haven't already done this, give yourself permission to start thinking like a manager. This means:

• making a conscious effort to approach people and problems with an objective view, one where you're more concerned with facts than feelings
• paying attention to events and trends that could affect upcoming deadlines and projects
• anticipating possible problems - and doing your best to address them well in advance, and
• taking a 360-degree view of your job, aligning your goals with those of your manager, department and employer.

2. Follow through - each and every time.

Have you ever heard of the “DWYSYWD” (pronounced “dwiz-ee-wid”) philosophy of success? Here's what it means: Do What You Say You Will Do.

In other words, follow through on action items, verbal promises, e-mails, voice mails, etc. Be the person who rarely, if ever, wavers on deadlines. Be the assistant who personifies dependability and reliability.

All it takes is a) saying what you mean, b) meaning what you say, and c) following through on commitments.

3. Stay positive - no matter what.

When you're serious about joining the “Inner Circle” of any workplace, you remain focused on the positive: on solutions, not problems; on what can be, not what is.

This is challenging - especially when morale is down or workplace changes are looming large. What differentiates good assistants from truly great ones is the ability to promote the good and limit the bad. This isn't the same as turning a blind eye to problems. This is about turning adversity into opportunity - and persuading others to see challenging situations in the best possible light.

4. Volunteer your time, talents and ideas.

If there's one technique that I've seen vault administrative careers, this is it! The more interest you show in your work and the work of others, the more successful you'll be.

So, get involved! If a higher-up you know needs assistance with a project and no one's stepping forward, ask to help. If there's a team without a leader, volunteer to take that role. If you have an idea that could possibly solve a problem, speak up.

Volunteers who think like managers, follow through and stay positive are among the most highly valued employees in any business or organization. They advance more quickly, and they soon become the first people managers turn to for assistance and insight.

5. Market your value.

Finally, you must promote yourself - your skills, accomplishments and more - to the people who matter most: your immediate supervisor, his or her managers, your peers, etc. And you must do this often.

Reason: If you won't toot your own horn, who will? There are tactful ways to do this that avoid sounding egotistical. One method would be providing weekly status reports on everything you accomplish for your manager. Another would be sending an e-mail of praise to a team you're leading - and cc'ing higher-ups. Not only does your team get the recognition it deserves for outstanding work, you earn kudos for making the effort. This is marketing your value. If only more people would take advantage of such win-win opportunities!