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Brenda
Hendron spends her days coordinating meetings, making travel
arrangements, and managing schedules. In between, she answers
telephones, emails, and faxes at Broadbase Software in Natick, Mass.
Hendron's an executive assistant, but don't think she pours coffee
and files reports all day. You're more likely to find her in the
boardroom preparing a presentation than in the kitchen preparing a
morning latte.
"I love
the organizational work with managing calendars, planning offsite
meetings, attending meetings with executive staff," said Hendron.
Although an executive assistant technically is in a support
function, Hendron often takes part in executive discussions
concerning business operations and future strategic initiatives of
her company.
Office
manager, accountant, and secretary rolled into one
As long as there has been a Big Cheese, there have been assistants
to the Big Cheese. Top executives need support to do their jobs
effectively, and their assistants are considered an indispensable
part of a well-run office. Executive assistants combine the organizational
talents of an office manager, the recordkeeping savvy of a financial
whiz, and the professional foundation of a committed secretary,
in one flexible role. It's a demanding job, not one for the easily
frazzled.
Financial executives are paid to find investment capital and
create strategic plans, not to coordinate staff meetings or prepare
PowerPoint presentations - although those things are fundamental to
doing their job well. Degree-laden technology executives may be able
to handle a supercomputer, but they may know nothing about replacing
the toner in the copy machine down the hall. So, it's a given that
behind every effective boss is a detail-oriented and on-the-ball
assistant. By supporting the executive with administrative and
organizational duties, assistants free executives to focus on their
core responsibilities while relying on someone else to follow
through on the details.
Most
executives appreciate these keystone employees. After all,
assistants are there to make their lives easier - who wouldn't be
grateful? "There is a deep respect for this position with top
executive staff," said Hendron. For example, after working on a
particularly long project she's usually rewarded with compensatory
time, not to mention plenty of thank-yous.
David
Kirchner, a principal with the benefits consulting division of
Boston-based law firm Ropes & Gray, relies heavily on the
discretion and judgment of his administrative assistant, Marge
Newberry. "I travel 30 to 40 percent of the time. When I'm out of
the office, hardly anyone knows, because Marge takes care of
everything. When clients call needing or wanting something, she has
a sixth sense about when it's urgent and when I need to get
involved."
Newberry said, "I can tell when someone is crying wolf and
when someone really needs to get in touch with him. When necessary,
I leave no stone unturned to find him."
Such
dedication and professionalism is good for business. "I constantly
have unsolicited comments from clients telling me how wonderful
Marge is," Kirchner said.
An
assistant at the top of her game
Administrative assistants
aren't like personal assistants - they don't follow professionals
from one job to the next. Administrative assistants are employed by
a company and then assigned to a particular position. In the past
two years Hendron has been through two CEOs and two mergers. "It's
interesting to witness the changing of the guard," she said.
Newberry, 59, has been with Ropes & Gray for 21 years and
expects to stay with the firm until retirement, citing flexibility
and exposure to many fields as reasons for staying. She's also happy
with the compensation and benefits. After so many years, why go the
extra mile? "I feel really good. Doing a good job makes me feel
good. I know it's old-school, but I take a great deal of pride in
what I do."
"Because of the type of work we do and the demands our
clients put on us, our administrative staff has to be first-rate,"
said Kirchner. "We have pretty good retention thanks to the caliber
of people we attract and the competitive pay we offer." A referral
bonus program helps the law firm draw in strong talent from the
personal networks of highly regarded employees.
Some
administrative assistants take their dedication to the profession
one step further. Outside the office, Hendron participates in
numerous professional organizations, including the National
Association of Female Executives (NAFE), the National Association of
Executive Secretaries (NAES), and the International Association of
Administrative Professionals, where she is president of the South
Middlesex, Mass. Chapter. "The associations are great for
networking, gaining information, and trading skills," said Hendron,
who has been a professional secretary for more than 15 years.
Hendron
has served a multitude of top executives in a number of companies
since graduating with her associate's degree in secretarial sciences
from Dean College in Franklin, Mass. She excelled in her coursework
and graduated at the top of her class. No wonder Hendron's so
successful - she had a great professional role model: her mother,
who was also an executive secretary for more than 20 years. "I
followed in her footsteps," she said.
When a
top executive leaves or a merger occurs, someone needs to keep the
ship afloat. Working in such a transitory environment takes patience
and leadership skills. "As an executive assistant, you need to be
flexible and supportive during severe change, and act as a secondary
leader for the employee population during the transition," said
Hendron.
Newberry said of herself and her profession, "I like to think
I'm Superwoman, but we just do our job."
So, if
you have a broad range of office skills, thrive on multitasking,
stay calm under pressure, and enjoy making your boss and your
company look good, then put down the coffee pot, pick up the
phone...and dream on!
- Regina M. Robo, News
Editor
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