The other day I was asked what features I like in my new flat. It is terrible but I could instantly list a few things I didn’t like before I answered positively (the sofas too close to the telly, the dining room table is in a weird place etc etc!). I think it is human nature to think about your dislikes rather than all the things you adore, it just seems easier – especially when it comes to work!

I always say that assistants should try to remain positive at work and not moan too much and I do honestly stand by that.. but what if we could use our colleagues’ natural negativity to enhance our productivity and value in the company? Instead of asking our managers ‘what can I do for you?’ ask ‘what will ruin your day?’

Asking what your manager doesn’t want is as important as asking what they do want

I think this approach works particularly well when you first start a new job especially if your manager hasn’t had an assistant before or isn’t sure how to work afresh with you. If you have been in the role for a while but are struggling to develop your relationship with you manager or a colleague this approach might also be worth trying too. Here are a few questions you can ask your manager that will provoke good honest answers and will help you understand their needs and add value too.

• Is there anything you do not want me to go near or change in anyway? 
• What is your biggest distraction?
• What do you dislike in your daily routine?
• Is there anyone that you don’t want to talk to… ever?
• Are there any points in the day when I should just leave you alone?
• What personality types do you dislike working with?
• Are there any aspects of my role that you don’t need me to do?
• What do you least value in an assistant?
• Are there any forms of communication you dislike?
• What details bother you? What doesn’t?

If you have been in the job for a while these questions are still relevant as you will probably gain a different insight into how your manager likes to work. Remember we are taking their dislikes and making them disappear! 

I would say that asking negative questions rather than asking what success looks like is certainly refreshing and I think if you are honest with your manager and say you want to try a different approach they will go along with you and find it a fun way to develop your working relationship. As we all know it can be quite cathartic moaning about your least favourite parts of the day and I bet your managers get very little chance to do that!

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I’ve been soooo busy with work over the last few weeks including business trips to Madrid, Amsterdam and the UK I’m still not quite sure which country I’m in at the moment! My new job has been great though and I’ve enjoyed every minute of it, my colleagues really understand what I do, the skills I have and what I can offer. Feeling like this in a company has been few and far between for me, I’ve always had aspects of my job that I’ve loved and mangers that I’ve like working with but I have always wanted to do more and at the moment I am being challenged which is great and does make me feel very valued.

Last year Office* conducted a survey for assistants which asked a number of questions and is well worth a read if you haven’t seen the results yet. One of the statistics to come out of the survey which I found interesting was that 72% said they felt a PA was undervalued as a professional career choice. What a surprisingly high number!

Since the survey was published I’ve thought about that statistic quite a bit and I wonder if other professions would have such a high response rate. What is it about being an assistant that makes others question our career choice and why do we stay in a job if we feel that the career choice is undervalued?

Feeling valued is a key performance indicator which increases our engagement and motivation at work so if we feel that our entire career choice is undervalued surely this will have an impact on our performance at work? Or are we as assistants so used to feeling like this that we just get on with things as best we can despite being undervalued?

I truly believe that assistants have such a wide range of skills that we can really turn our hand to most things and are one of the greatest assets a company has but how do we prove that to our employer if they do not value the profession itself? How do we even begin to change this culture?

I don’t have all of the answers and I do think it is hard to change perceptions but I do feel that it has to start with ourselves. We have to take our profession seriously and we have to stand up for our career choices. I’m very proud of my career and where my choices have led me and I think every assistant should feel that I also strive for more. I know we can do it and if others do to then we will start to value our profession and surely others will follow.

What do you think about that statistic? Is it even relevant a year on? How do you get valued at work? I really would love to know your thoughts!

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This is a question I have faced many times during my career. Your personal life can affect your work in so many ways, it could be anything from a few late nights that make you feel tired in the office to have real stress at home that really does impact your performance. How do you stop what is happening at home from interfering with your office persona?

Here are a few of my tips if you ever feel less than 100% at work…

1. Try to use work as a distraction from what is happening at home by really getting stuck into the tasks you have. If you are not fully focussed on your work now is a good time to do the jobs you have been putting off because they are a bit dull. Do you have any filing or a load of photocopying to do? Use this time to get those basic tasks out of the way.
2. If you are not very busy at work this is the time to get busy. Ask to sit in on meetings or do errands for other members of staff, anything to keep your mind off of your problems at home. Concentrating on other things can quite often cure the little worries you have in your personal life and put things into perspective.
3. Do talk to your trusted colleagues at work but try to keep this restricted to lunchtime or over a coffee away from the office. It is good to talk through your problems and they may be able to help you with your work but don’t make this a regular occurrence as you don’t want to be seen to be too reliant on your colleagues.
4. If you are “tired” and by tired I think you know what I mean! Remember you only have to get through 8 hours at the most. Drink lots of coffee, take regular breaks, go straight home after work and have an early night!
5. Can you talk to your manager? If so do. I’ve had times that I’ve needed to speak to my boss and explain why I’m not performing to my best. They had noticed and appreciated my honesty. In fact my manager said I could leave early and get my issues sorted at home and start again tomorrow. It helped greatly.
6. Quite a lot of companies I’ve worked for have offered support through a helpline which covers quite a few issues from money problems, to legal advice to counseling. I’ve used the helpline a few times and it does help. Even if they advice is a bit generic it can point you in the right direction.
7. Plan something nice for the weekend ahead even if it is time spent in your home relaxing. If home is the problem try to go out or do something that makes you feel relaxed. Trying to get the most out of your weekend will mean you can feel refreshed once you are back in the office on Monday.
8. If you really do need time off work to get your issues resolved do take the time out. Take a personal day, a holiday or phone in sick. If you need the time away from the office urgently then your manager should understand. If they don’t then I believe that says a lot more about the company ethos towards its staff than you!

It is important I think to keep your work life and personal life separate and sometimes this simply means putting on a brave face and getting on with the day. If, however, you are overwhelmed with your personal life do try to talk to your manager or HR. If it is not a regular occurrence your company should understand and help you and provide good support.

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So here I am in sunny Madrid attending my first event as the Executive Assistant of Gallus Events. My manager is speaking about sponsorship to a group of event organisers who are all taking notes and listening intently. It has got me thinking about the differences between our profession and theirs.

The fact I even call what we do a profession is to some people quite shocking. I’ve heard in the not so distant past a colleague say something along the lines of “women fall into your job and don’t have to be qualified so why do you think it is a profession?”. I know I know, what he said was wrong on so many levels (not to mention completely sexist) but I’m sure most of you have heard something similar especially when seeking investment in your career from your employer.

Here are a few other excuses I’ve come across over the years that companies use not to train their support staff:

At very senior levels, the return on investment from a skilled assistant can be substantial. Consider a senior executive whose total compensation package is $1 million annually, who works with an assistant who earns $80,000. For the organization to break even, the assistant must make the executive 8% more productive than he or she would be working solo—for instance, the assistant needs to save the executive roughly five hours in a 60-hour workweek. In reality, good assistants save their bosses much more than that.

We are a unique commodity in any office. We save the people that run the company time and this alone is invaluable. We need to think of ourselves as a commodity and with that comes investment. The best assistants are well oiled machines that can “do it all” but we still require the odd maintenance service every now and again!

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Following on from Monday’s blog here are another five interview question and answers specifically for assistants.

1. How do you work within a team?

A lot of assistants work with just their manager so it is important to stress that you consider this to be a partnership and in effect you are working together as a team. If the new role requires you to work in a department supporting a number of people the answers should detail the excellent skills you have that will help the team succeed

“I work well in a team and like to support others. I consider the work I do with my director to be a team effort and I get a lot of satisfaction seeing them succeed in their role. I do work well on my own  but I also like to get involved in projects and feel that I can contribute to any group work either using my creative or organisational skills. I am easy going and generally quite cheerful so I also think that approach to my work helps with the team dynamic.”

2. Tell me about one thing you have implemented at work for the better?

Time to dig out an example of something that you have done that makes you look amazing! Think about a project you have worked on that made a difference or an organisational trick you implemented for your manager that saved them plenty of time. If you haven’t really had the opportunity to change the working practices in your office I would suggest you embellish what you have done slightly… I wouldn’t say make something up but you do need to answer the question and how will the new employer know the details?

3. Can you tell me about one person you’ve liked working with and why and the same for one person you’ve disliked?

In no why shape or form speak badly about one of your colleagues and how you couldn’t stand them (even if it is true!) This question is more about you than it is about the person you are discussing. Also try and say more about the good person you worked with rather than the bad. I would say something like this.

“I’ve worked with some great people over the years that have really helped me develop my career and my personal work style. A director that I worked for a few years ago was the only female on the Board and was very inspirational for me. She was good at delegating work and gave me lots of interesting projects to work on and trusted me to make decisions on her behalf. She also injected a lot of fun in the team and encouraged us to socialise together outside of work. I did work with a manager a few years ago that I struggled to get on with. I think at the time his position in the company was under threat and to compensate he would try to exert power over me by giving me very menial tasks and could be quite disrespectful. I put up with his behaviour for a while because I wanted to understand why he was acting in that way. I did have to push back and in the end I think he respected me because I stuck up for myself.” 

4. How to you work with two or more directors? 

If you are applying for a role that requires you to work with two or more directors then you will need to demonstrate that you can do this without a hitch. Use specific examples of how you have juggled both work loads and that you are happy to continue this. If this is the first time you have worked with more than one boss stress that you are a good organiser and can prioritise your work well.

“I like the challenge that working for two directors can bring and it does help keep me motivated as the work can be quite varied. To make sure that I am working effectively for both directors I ensure that my work is well organised, that I understand and am aware of any deadlines and understand each of their priorities. I also stress to the directors that I need to stay in touch with them throughout the day in case their work becomes more urgent than the others and I also make sure we have regular catch ups so that I am fully informed of their schedule. It can be a juggling act but one that I enjoy.” 

5. What are you looking for in terms of salary?

Eeek! This is my least favourite question! I really struggle to talk about money or salary with anyone even if I’m not really happy with how much I’m being paid. I’ve read somewhere that is quite typical of women compared to men… but no excuses in a job interview you have to sell yourself and you have to really believe that you are worth the money that you think you are. Ideally you should have a rough idea of what the salary is going into the interview but if they try to offer a lot less do remember to stick to the amount you know you are worth. It will be awkward at the time but you will regret it later when you don’t think you get paid enough. Remember that you can always say during the interview that you will go away and think about their offer and then negotiate over the phone or by email.

Good luck to anyone out there that is going for an interview soon, I hope the Q&A’s have helped.

Click here for Interview Questions and Answers for PAs, EAs and Administrators Part 1

Click here for Interview Questions and Answers for PAs, EAs and Administrators Part 2

Click here for Interview Questions and Answers for PAs, EAs and Administrators Part 3

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I’ve written two blog posts on interview questions specific to PAs, EAs and admin assistants and they have both proved to be very popular so I thought I’d add another ten questions that I have been asked at various interviews over the years and my answers for them.

1. Why should we employ you rather than one of the other candidates?

Use this question to really sell yourself. You do want the interviewer to pick you so really emphasis your strong points, your unique attributes and why you would be a brilliant person to employ. Remember to link your answer back to the job description but also add other skills you have that the other candidates might not.

“I do think that I would be a great asset to the company as I have the skill set that I know you are looking for in the right candidate. I am also a brilliant event organisers, I can write marketing material and can really help with other creative projects. I know that I will be able to support you in your work and ensure that you can concentrate on high level projects while I take care of the day to day tasks. I’m not sure what the other candidates will have my full set of skills and my unique experience.” 

2. Why do you want to work at this company? 

This is similar to the ‘what do you know about the company’ question but the answer should be slightly different because you want to show that you have researched the company and have come to the conclusion that it is a company you really want to work for. You do not want to look like you would work for any company because you just want the job (even if this is the case!) Also remember to mention the company ethos and that you think it fits in well with your values, for example you like to make a difference at work and the company makes a difference in their marketplace! I can not stress enough how important it is to have researched the company. You really will look totally unprepared if you get asked a question about the company and you have no idea how to answer it – or even worse try to make it up!

3. Have you done anything or taken any courses to further your experience? 

If you have completed any courses at a previous employer then here is your time to shine. Let the employer know what you have achieved and do take pride in what you have done, it will make you look like you really care about your career and take it seriously. If you are new to the profession or haven’t had the chance then I would emphasis the skills I already have by saying:

“I am constantly looking to improve my skills. My IT skills have improved greatly and are now very strong and over the years my interpersonal skills have grown as I work with different people at all levels of the company. I haven’t had the opportunity to complete any formal training but I do keep up to date with the industry by reading lots of articles on LinkedIn and other publications for assistants. I am very open to additional training and would love the opportunity to develop myself further.” 

4. How do you work under pressure? 

I love this question! When it comes up in an interview I always try to inject a bit of humor at this point and show that I don’t take myself too seriously.

“I’ve had jobs in the past that have been highly pressurised and I’ve found that I cope well with that and actually don’t mind working to tight deadlines because at least I know what has to be done each day! I always find that chocolate and a nice glass of red wine helps to alleviate any pressure at the end of a long day!” 

5. What motivates you at work? 

Think about the aspects of the job that excited you when you first read the job description. These are the tasks that you should reference in this question but also talk about how you like to use these task to motivate yourself along with the actual working environment.

“I really like to have a mixture of tasks that allow me to use my varied skill set  For example I like to be creative but also I am quite detailed driven so can happily work away on a PowerPoint presentation or an excel report. I like to know that I am contributing to a team and that my work makes a difference, which is one of the reasons I do enjoy being a PA because I know I am supporting people that make the big company wide decisions. I also like to have fun at work and enjoy the time I spend there so I like to be involved socially and know my colleagues personally. I find that helps to also keep me motivated.” 

Have you had questions like this come up before in interviews, if so, how did you answer them? In my next blog I will look at a few more standard questions and share my thoughts on answering them.

Click here for Interview Questions and Answers for PAs, EAs and Administrators Part 1

Click here for Interview Questions and Answers for PAs, EAs and Administrators Part 2

Click here for Interview Questions and Answers for PAs, EAs and Administrators Part 4

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I’ve just been reading this fantastic article by Richard Branson on LinkedIn where he discusses how much he values his assistant. I’ve always admired him but to see him praise the assistants he has employed over his career has really raised my estimations! If only all our managers could be so complimentary and aware of how useful we can be.

There has been so much talk over the last few months about technology replacing the need for assistants. In fact, I know of one senior director that has decided to go it alone and is at this very moment using his smart phone and tablet as his very own Miss Moneypenny. I’m looking forward to hearing how he gets on…

Yes that last remark was meant to be sarcastic but honestly I just don’t think that new technology will eradicate our profession and if I’m more honest I find the thought a little insulting! You can do maths using a calculator but we still employ accountants so really what is the difference? Technology has certainly move on however here are just a few reasons why the technology we have at the moment is not going to be able to do our job…

• Apple’s Siri and similar pieces of technology use voice recognition software which is converted into text and uploaded to the internet as you would with a normal search request. People are able to speak into the kit but what happens with the results that come back? Are our senior director’s really going to take that search result and book the restaurant themselves as an example and how do they know this restaurant is even any good? 
• Using voice recognition software can be temperamental. Unless you have 30 odd microphones attached to the equipment it can pick up background noise which will ultimately confuse the machine so you really do need to be in a quiet environment. Good luck with that folks… Assistants can work in the most hectic, nosiest of places and still manage to note down what you have said… Ears are our proven and tested voice recognition software!
• If you do manage to get your tech to capture what you have said does the software understand what you mean? Context is vital to understand what our director’s are saying they want and quite often they are not 100% sure of what they want themselves… Knowing their personality and anticipating their needs are essential.
• We live in a wonderful world where the internet knows us intimately. It knows our location, our shopping preferences and our music tastes. Our social profile is logged along with our emails, photographs and pretty much anything else we do on the internet. For most of this this isn’t a problem and we except that these huge companies hold fast amounts of data on us. But what happens when you are the very high profile CEO of a large conglomerate, would you really want to be putting the confidential information your EA knows out there on the internet? I’m guessing not. Assistants remain confidential at all times, it is just a given.   
• I hate to admit it but for a lot of directors having an assistant is a bit of a status symbol. It makes them feel like they’ve made it, and good for them – most of the time they have! So I wonder how they would feel if they were asked to swap their highly skilled assistants for an iPad and a Blackberry. Yes it would save the company paying an additional salary but how much time would these guys spend trying to understand how the machine works… and they wouldn’t have anyone to ask!

I’m not saying that our director’s shouldn’t use this technology, most do and have for a while now. there are some brilliant apps out there which really are helpful and do compliment the work we do rather well. But eradicate the need for assistants – I don’t think so!          

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Thank you everyone for your kind messages over the last week. It is really nice to know that I have such amazing readers and just emphasises how supportive assistants are of each other… I always knew we had each other’s backs! Some of you have asked if I will continue the blog and I can confirm that I certainly am and actually will be able to spend a bit more time on my writing as my new employer is very happy for me to spend at least a day a week on it. So it is all very exciting and I hope you all continue to read and enjoy my thoughts!

So as you’ll know I’m on my notice period at the moment and I must admit it has been a bit of a slllooowwwww few weeks. I’ve cleared all of the backlog of work that had been in the non-urgent tray and I’ve been twiddling my thumbs why trying to think about things I can be doing to fill my day. On Friday I spent the afternoon coming up with a list of tasks I could work through over the last two weeks of my notice period so that I’m not totally bored out of my brain… I thought some of you might find a list like this useful as I do know that some assistants (not all but some) have lulls in their workload but want to continue to be useful and busy around the office.

1.  Read through all of the articles and emails you have received regarding the industry, skills and general tips about the job. Everything you have filed away can be read when you don’t have much to do workwise because you are still educating and training yourself and this is important. Don’t just read the advice also put the tips into action and start using them straight away. 
2. Get up and have a wonder around the office. Make yourself a hot drink and talk to your colleagues. Take some time to get to know them a bit better. Remember yo do spend all day with them so it is beneficial to know the people you work with and understand what they do all day, it might help you in the long run.
3. Tidy up your office. I wrote a blog about using the 5S system to organise this task effectively.
4. Ask your colleagues if they need any help with their workload. Do make sure they understand this is a short term offer and you will not be able to help them once your workload builds up again. Helping out will ensure you get lots of good feedback from your team
5. Ask other assistants if they need any help. You may not be in the same department but the work will be similar so do ask. We have to look out for each other and the offer may be reciprocated when you are busy.
6. Take some time to update your CV or look over your current job spec. Can you add anything or change it to reflect your current workload? How often do you get the time to really invest in the documents that detail your career? So use this time to bring everything up to date including your LinkedIn profile.
7. In fact spend some time on all of your social media platforms. Now is the time to do the things you’ve been putting off so sign up to Twitter, join a few more LinkedIn groups, have a look through your Facebook pages. Why not? Social media networking is part of business now so you aren’t doing anything wrong.
8. If the work lull is company wide (for example August tends to be quiet in the Insurance world) ask your manager if you can job shadow with another department. This is a great way to improve your business acumen and overall knowledge of the company. If you know your office will be having a quiet period try to arranging a few training sessions that you can attend. Your manager will be more inclined to sign this off when they know you are not completely busy.
9. Spend some time looking through your appraisal and review your objectives from this year. Tick off everything that you have already achieved and then speak to your manager and ask them to approve additional objectives – make these objectives the tasks that you really want to do. Are there any dream task you’ve wanted to take on but have never had the time? Well now is the chance to at least start planning how you can make that happen.
10. Last but not least, go home early! Take the opportunity when you can to spend some extra time with your friends and family.

As I know most of the time we are rushed off our feet but when those occasional breaks in work come along do try to embrace the time and get as much out of it as you can.

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So I have some big news to share with everyone today…. are you ready? Okay, well… I’ve just quit my job! *Gulp* On top of that I’ve just informed my landlord that I am moving out of my house *gulp gulp* and I’ve just told my friends and family I’m going to be moving out of London *sweaty palms*…

I don’t normally spend a huge amount of time talking specifically about myself on the blog, I’d much rather share my experiences and things I’ve learnt over the years but as I’m about to embark on a complete lifestyle change that some, yes you know who you are, have said is crazy I will take this blog to talk about me specifically and how my little career path has led to me moving to another country.

It all started a few months back when I went to Barcelona to see my friend who had moved over there last year. He owns a brilliant events consultancy which is expanding and bringing in business all the time and so after quite a few chats, some tapas and a few more drinks he offered me a role as executive assistant, office manager and overall organiser extraordinaire. Having read this blog, seen my social networking profile and following me for a bit he came to the conclusion I’d be a great fit for the company. It has taken most of this year for me to make a decision, lots of pros and cons lists were written and more talks with friends and family but the decision has finally been made and I will be moving to Barcelona on the 21st April to start a crazy new adventure.

It is amazing to think that having fallen into this wonderful job as an executive assistant, which you can read all about here, it has enabled me to up sticks and move to another country. We are so lucky that the skills we have are not just transferable to other industries but also completely different environments. Looking at my new job spec it really brings home the skills I have picked up over the years and how useful they will be now. Here are a few unusual highlights:

• Managing budgets, tracking expenses and the first point of contact for the Inland Revenue when checking tax return discrepancies. This I first learnt to do while working at Deloitte, my first full time job in London. Working in a small office I’ll probably be asked to look after the company’s budgets, managing the relationship with our accountant and definitely track expenses. My brain may need jogging a little bit (a lot) but I know I have the skills there somewhere!
• Writing content for marketing, communication, publications and sponsorship material in line with all branding and messaging while maintaining all company websites. I know I can do this, I’m doing it for my own website as I type… But I wouldn’t have really had this skill if I didn’t have the opportunity while working as an Account Manager at the ICAEW. A job so flexible I was able to take on so much creative work that I enjoyed immensely  and have strived to have in every role since!
• Managing all organisational aspects of the twice yearly Business Assurance Forum,
  including venue co-ordination, joining instructions, delegate packs and further
  communication activities during and preceding the events. Who know this task would be instrumental in my decision to take this new role. I organised this event from start to finish about six times while I worked at Lloyd’s Register, it was my favourite thing to do and led to me working on an event in Holland and also the organisation of training courses and away days for the Executive Team at that company. I’ll now be working in the events industry full time…
• Carry out all Companies House administration, including filing and searches. Having a good understanding of company law and the administrative tasks that are needed to maintain company records is again useful knowledge when working in a small company. It may not be hugely relevant in Spain but it will be when filling annual reports in the UK.

So for now I will be working my notice at my current company while trying desperately to fit all of my things into the three suitcases I have allowed myself to take on the flight. I can’t wait! I’m so grateful for the opportunity but I’m also unbelievably grateful that I did stumble onto this wonderful career path because being an Executive Assistant really can lead you anywhere.

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I don’t know about you lot but I can not be happier that tomorrow is Good Friday! Not only are we out of the office for 4 whole days (sorry to those outside the UK that don’t get to share in this communal sigh of relief) but for the first time this year we can also stuff our faces full of chocolate without any judgement! What’s not to like!

Over the last few days I’ve been going about my normal Easter business of buying lots of amazing chocolate eggs, hot-cross buns and stocking up on all the treats that I will share with my loved ones over the weekend and during our Easter Egg treasure hunt and the other silly but very traditional activities we all participate in over this great holiday. It got me thinking about what I can do in work today that will really start the long weekend with a bang… Here are a few cheeky ideas to start your Easter holiday off with a smile.

Egg rolling

Or should we call this ‘eye rolling’. Give in to your bodies natural instincts of rolling your eyes when the boss asks once again when the clocks go forward or where they can get their other half a decent Easter egg this year (yes they have left it a little late!). Go on, you fight the urge all year!

Stationery treasure hunt

Swap the eggs for your colleagues favorite stationery and watch as they hunt around looking for their pens, staplers and any other bits they constantly ‘borrow’ from you… Give them clues if you like or if you are often heard shouting “where is my ******** pen!”

Egg tapping

Actually a great game for the office. Have a basket of eggs, some hard boiled and some not. Ask each person to hit the egg on their forehead… it puts a whole new meaning to having egg on your face! Much enjoyment will be had if you only ask those that have been slightly more difficult to work with this year!

Duck racing

An old British countryside tradition which involves racing a group of ducks through the country lanes (now quite often replaced by rubber ducks)  can be wonderfully adjusted for work purposes and actually takes place most days in my office. Grab a few of your PA friends and watch as your colleagues do the traditional race towards the kitchen to grab the last remaining cups, spoons and bowls for their morning routines. Add obstacles for maximum pleasure, such as removing all of the spoons to see who will use a fork to eat their porridge. Not just for Easter this one!

Easter bonnet

The Easter bonnet represents the tradition of wearing new clothes for Easter. If nothing else, pop out at lunchtime and spoil yourself today. We’ve worked hard this year, probably harder than ever before with all of the extra tasks we have to do these days so make the most of the time off and enjoy your break! We deserve it

Happy Easter everyone!

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