EXECUTIVE/ PERSONAL ASSISTANTS Feb 07 2009 workshop UGANDA Theme: the changed role and profile of the 21 st century s

1. EXECUTIVE/ PERSONAL ASSISTANTSFeb 07 2009 workshop UGANDATheme: the changed role and profile of the 21st century secretary Topic The changed role and profile of the modern secretary Presentation by Lillian Kamanzi Mugisha

2. PREVIOUS ROLE OF THE EA/PA • Traditionally, a secretary was one who supported an executive by helping to manage their schedules, handle visitors and callers, and produce documents and communications.  • Many administrative professionals continue to support executives in business and institutions in this manner.

3. Current trend in offices • However, for most administrative professionals today, much more is expected. With more managers keying their own correspondence and more files being stored electronically, the nature of secretarial work is changing drastically. Managers are doing more clerical work; • Office automation has enabled secretaries to perform administrative and managerial duties, unlike their secretarial sisters of yesteryear."

4. Today’s secretary and Administrative Assistants role • Administrative Assistants and Secretaries are doing more professional work. •  Administrative assistants have moved into training, supervision, desktop publishing, information management and research. They are involved with equipment purchase and maintenance, customer service, project management, public relations and supervision of outside vendors • Events management is a major role now in most organizations that the PA and ES takes on.

5. Why more is expected from us • Developments in office technology are certain to continue. However, many secretarial and administrative duties are of a personal, interactive nature and, therefore, are not easily automated. Responsibilities such as planning conferences, working with clients, and instructing staff require tact and communication skills. Because technology cannot substitute for these personal skills, secretaries and administrative assistants will continue to play a key role in most organizations.

6. Cont’ • In today’s downsized and restructured businesses, everyone is called upon to do more.  Administrative professionals have gladly accepted their share of increased responsibility.  • Administrative assistants have moved into training, supervision, desktop publishing, information management and research. They are involved with equipment purchase and maintenance, customer service, project management, public relations and supervision of outside vendors therefore,

7. Continuation there is a trend in many offices for professionals and managers to replace the traditional arrangement of one secretary per manager with secretaries and administrative assistants who support the work of systems, departments, or units. This approach often means that secretaries and administrative assistants assume added responsibilities and are seen as valuable members of a team.

8. Cont’ It is in this line of thought that with businesses operating in a global economy, administrative professionals will have opportunities to interact via e-mail, audio- and video conferencing, and even face-to-face with customers and associates from around the world. The winners will be those professionals who master technology, effectively use their interpersonal and communication skills, have the ability to track and organize and be creative in solving problems, and most importantly, have the willingness to learn and grow, and accept challenges. For these administrative professionals, there is a world of opportunity waiting for them! Are you one of those winning administrative professionals!!!

9. What are the managers looking for • Today’s manager is looking for skills. An EA or PA with skills to understand written sentences and paragraphs in work related documents and be able to give constructive information to the manager that can enable them make informed and correct decisions that will uplift the organization profile. • Due to the global village we live in today a manager expects an EA/PA to be able to communicate effectively and as appropriate as possible in order to meet the audience or clients needs. This is the sale line of the global clientele and thus key to an organization's growth. • The competitive nature of business today in whatever sect your organization falls into calls for an EA/PA who can identify complex problems and be able to review related information to develop and evaluate options and implement solutions. • Time management is vital an EA/PA must be able to manage own time and the time of others profitably because time is a resource and a ruling factor in business.

10. Knowledge • Today’s managers expect more from EA/PA knowledge wise in Administrative, clerical and systems procedures, managing data of all types and records, knowledge of office terminologies and very fast retrieval methods of information. • Business and management principles involved in strategic planning, resource allocation and human resource modeling, leadership technique, production methods and coordination of people and resources • Circuit boards, processors ,chips, electronic equipment and computer hardware and software including applications and programming.

11. Abilities These are the lead major abilities that most managers expect from us in this current age. • Be able to apply general rules to specific problems to produce answers that make sense. In that you do not have to be dependant on the manager all the time for answers • Combine pieces of information to form general rules or conclusions . • See details at close range.

12. conclusion There are many other Abilities, Skills and Knowledge that an Executive or Personal Assistant can demonstrate but with today’s trend of Office practice in business our managers will seek and feel comfortable to rely and relate to a EA or PA who can demonstrate the above in order to beat competition in whatever form in business. And thus they expect more from us to enable them stay on top of their Businesses. In that case we too have to measure up basing on the fact that many of us have accepted the new changing and exciting role we should have the competencies like, • Technical and Functional Expertise • Understanding the business • Achieving results • Serving the customer • Team work • Interpersonal and communication skills • Leadership and personal effectiveness. With this combination we are set to be the best we can be and to measure up to what is currently expected of us and more.

13. End of session & Thank You Of session 1 Thank you