Secretary's job gets personal

By ANGELA McCARTHY

The era of secretaries typing all day in a room next to their boss, waiting for calls to take down dictation, pick up drycleaning or sort out refreshments are long over.

And that isn't all that's gone - so has the title. These days the multi-tasking worker who deals with most of the personal and professional needs of an executive is a personal assistant (PA), administration professional or executive assistant. Job descriptions can vary greatly, from traditional diary management and typing to project-driven work for organisations as diverse as manufacturing and legal.

A main driver behind these changes is the advancement in office technology and the computer literacy of executives, says Victoria Upton, senior executive assistant to TMP Worldwide's Auckland manager.

"A lot of e-mails go straight to the chief executive's desk," she says. "There isn't as much demand for straight typing or dictaphone work. Multi-tasking is important. At senior level you have to be able to handle their personal side as well as the office environment."

And it's not just women's work, either. Richard Barrand, executive assistant to Tradenz' general manager of global development, says he hasn't written a work letter with a pen for the past five to 10 years. Much of the editing and proofing he does is on e-mail.

"Executives can physically do things themselves now because of computer technology, so it is a matter of how a senior executive should best spend their time as to what our role is," he says.

Twelve years ago Barrand, 38, learned to touch type. However, he's still a rare breed, despite employment consultancies seeing an increase in males looking for PA jobs.

However, Barrand says he doesn't feel out of place. He loves the job with its "combination of professional and personal. One of my strengths is empathy," he says. "I love working with people. One of the most enjoyable aspects of this job is working alongside someone you like and respect and get on with."

Barrand's role is varied. As well as doing diary management and scheduling tasks he is involved in project work, such as collating information for training needs, running internal surveys and organising Power Point presentations.

Although Barrand's first priority is his boss, he is also working in a support capacity with staff in the global development divisions teams. Dealing with other personalities adds variety, he says.

Supporting more than one person is quite common in the modern office environment.

Diane James, who is now working for one boss on contract for employment consultancy Robert Walters, used to work at the Department for Courts as personal assistant to four judges.

She believes good communication skills are the key to the job, particularly across a team.

"I had four different personalities to manage there. You learn to be reliable, flexible and able to reprioritise."

Jacque Forder, Robert Walters team leader business support, says the added responsibility of project work and office management requires personal assistants to be competent with computer packages such as Word, Excel, and also the internet. Computer graphics packages are also becoming more important, says Forder.

James is currently thinking about enrolling in a diploma in business administration offered on-line through Manukau Institute of Technology.

"Having it on-line is sensible because people like me don't have the time to go to night classes after a day in the office, and children at home."

While experienced in the PA role, James feels a tertiary qualification is becoming more important. "I feel it will be good for my self-esteem and proof of my worth."

James left school to work in a law firm and worked her way up the PA ladder, taking time out to raise her family. When she decided to return to work she went to night classes to learn computer technology.

The A-OK PA has:


* The ability to handle pressure.

* Good technical skills.

* Life experience in dealing with a range of people.

* Literacy - good reading, writing and spelling skills.

* Curiosity about new things and an interest in on-going learning.

* Ability to fit into office culture.

Salaries: Base salary: $25,000 to $40,000 depending on experience. Senior salary: $55,000 to $60,000.

Training:


Traditionally, PA hopefuls begin in reception and administration, then move into personal assistant or executive assistant positions.

From there, career possibilities include office management, internet/technology management, events management, sales and marketing and project support.

While a school leaver with initiative and good people skills can still gain employment, more and more organisations are looking for business administration qualifications so their new staffers hit the ground running. There are hundreds of courses on offer through polytechnics and private providers.