Sometimes analogies and stories help put across


one’s point of view better and faster. Judy Janse van Rensburg has a such analogy to describe the support function of a PA.


Judy Janse van Rensburg


Professional PAs are the eyes of the world


T 22 issue 2 • careersuccess


The other day I waited in a foyer of a big business company when a man guided by a beautiful white Labrador dog was passing me on his way to the escalators. He was dressed very professionally in a dark suit. In his right hand he was carrying a very expensive leather briefcase and his eyes were covered by a pair of sun glasses. In his left hand he held the dog’s harness firmly. Some other colleagues came and greeted him as well as Sally, the dog. The man was smiling and Sally, was wagging her tale. This must be a daily ritual as guide dogs usually ignore other people around the visually impaired. The escalator’s door opened and the colleagues waited for Sally to guide her boss in, without him needing to say a word to her.


Immediately my own career as an


Executive Secretary / Personal Assistant came up in my mind. Personal Assistants are now key players in all major corporations globally. The role of a personal assistant has developed enormous responsibility. In most cases, individual personal assistants now seen to have managerial or executive status over other employees in the office. With this seniority comes responsibility and personal assistants increasingly operating as direct support of their bosses’ operation of his/her duties. The primary duty remains the management of their bosses’ time by scheduling appointments as well as co- ordination of all demands to achieve the maximum effectiveness of tasks and events.


Providing Vision / Eyes / Leading the way


The visually impaired rely on guide dogs to be their eyes to the world. The manager


Mobility / Independence What does it mean to be mobile or to


work independently? Becoming self-aware, self-monitoring


• and self-correcting;


• Taking the initiative rather than waiting to be told what to do; Excellent self-discipline skills;


• • Knowing what you need to do;


• Doing what is asked to the best of your ability; Learning to work at a pace that you can sustain;


•


• Taking ownership of your mistakes without looking for excuses; Demonstrating an ability to work independently is dependent on the ability to be independent. Managers should not need to look over one’s shoulder or constantly monitor progress of tasks.


Therefore


self-discipline is of utmost importance. The best way to effectively demonstrate


expects his personal assistant to lead the way of his daily tasks. Therefore he/she has to think like a boss, without stealing the boss’s spotlight and establishing trust with peers. She has to turn ideas into action by thinking critically (and strategically), reframing opportunities and challenging conventions.


The personal assistant has to identify other team members and let them do things on behalf of the manager; whilst she will inform, control and update him/ her regularly.


She has to know what the


manager needs, what the team needs and what she can do to help the manager and the team to succeed. initiative,


Leading requires


persuasion, influence and persistence and no small amount of passion.


professional independence is by detailing the work needs and priorities.


Self esteem and self worth This refers to your knowledge and understanding of your ‘self’ – your emotions, beliefs, assumptions, biases, knowledge base, abilities, motivations, interests, etc. Some useful questions to think about:


• Do you see the “big picture”?


• Do you like working with others as a member of the team? Are you a good listener?


•


• Do you enjoy explaining your work? How?


• Can you handle pressure?


• Do you enjoy using the newest technology and programmes? Are you self-motivated?


• Do you


require external prompts in order to meet deadlines?


Your answers to the above questions will help you identify your skill set,


interests and motivators.


Companionship / Relationship / Partnership / Close friend Another important fact to focus on is


how to best handle your manager. As the guide dog is handled by the handler so is the


personal assistant managed by the


manager. There is a saying: “the personal assistant is as good as her manager lets her be”. Creating a great relationship with your manager is essential to any job.


Always express positivity. Everyone,


including your manager is attracted to those who are optimistic and enthusiastic. Show up every day with a smile on your face and your first impression will be a good one.


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