What are the secrets to a positive and professional administrative staff?

Being proactive is an age old "skill" that appears on almost every job description for Administrative Assistants. It is a skill that can be taught- yes, and over time you become better at it, but it's a character trait too. What I mean by that is, as an EA/PA/VA it's sometimes quite tricky to remain proactive on all tasks when you have more reactive ones coming in, you're juggling, you're fire fighting daily. Being proactive doesn't just come when you have slower days, turning your email notifications off, or downtime (Christmas Eve in the office for me) but it comes when you can master taking initiative! I believe if you work on yourself self confidence and know how to take "initiative", you can then be proactive and effective.

Communicate openly and clearly with team members and colleagues. Be flexible and ready to handle changing tasks and challenges. Work well with others, support your colleagues, and collaborate effectively. Manage your time effectively to juggle multiple tasks. Automatically you will provide excellent service to all you interact with and seek to learn and improve your skills over time. Every day is the new day and also we need to continuously improve ourselves. I hope these are the few secrets for a positive and professional administrative staff to be followed in best or simplest words.

There are many secrets that have already been discussed or listed in the article, but I think the most basic is to socialize in the office or from home (teleworking). What do we mean by socializing at work? Sharing tasks, ideas, management, problems, looking for help when necessary, finding tools to solve complicated issues, good communication between boss and worker, etc. There are many things that can be done, but in the end what improves people's feelings the most is dealing with other people, you know... they always say that we are "social beings". So we can include here the mental health at the office between workers and colleagues, good conversations always help to maintain a positive atmosphere!

Being proactive is an abstract soft skill. What one manager may see as proactive, another may see as expected. In order to be effectively proactive, you also need to be observant. Watch what your manager looks for in specific tasks. Write them down. It could be something as simple as printing out the resume of an applicant for them before an interview or remembering they have a dislike for onions when organizing catering. The small details can sometimes make a huge difference.

This is a tricky one and normally comes with years of experience. By using their experience and possessing an understanding of both potential situations and your boss’ habits and needs, a great executive assistant is able to anticipate and overcome stumbling blocks before they occur. Becoming an expert problem solver of this level will not only make you an invaluable personal assistant but will also help make your job feel a lot easier. Crisis after crisis can be averted with a little strategic planning

As a professional administrative assistant, you have to communicate politely. That's the important of communication. Communicate politely is not only a proper grammar, appropriate language, but also intonation in speaking (if you have face to face conversation).

It is also important to understand who you are communicating with and what type of communication style they prefer. Communicating in a matter-of-factly way may have you come across as curt and rigid to someone who prefers a more informal style, even if that is not your intention. Which might in turn affect your working relationship with said person.

One thing I find helpful is clear and precise communication. Communication is a 2 way street. When you share information with members of your team, make sure they understand you and your POV completely. That words are not misunderstood and to avoid miscommunication. Also, be open to listening to their concerns, opinions and observations. Be empathetic as this would make you approachable and build a warm atmosphere between you and team.

Also learn how to prioritize what is urgent vs important. Administration can bog you down in paperwork, making you busy but not productive. Action those things first that you either don't like doing or will allow you to hit the biggest wins by getting things done/ accomplished.

Having a planner for your tasks will ensure that you meet up with deadlines and will also enable you prioritize what is important instead of having tasks flying all over the place. Set reminders if need be, I find pop up reminders really helpful. Also when saving documents, save them in a way that even when you are not available, someone else can readily go through the folder to provide information. I like to do a bit of 'folder keeping' for documents every month to discard outdated documents.

In my experience, to arrange good work/schedule, you have to write the deadline, obstacles, and the solution. It makes you aware of the worst circumstance that could possibly come forward and handle it.

Don’t feel afraid to ask your employer for support with this. If you feel like you need specific folders, note pads, pens etc that will help you fulfil your role better, then ask! There are many apps, softwares etc that can also help, ask for the support you need to fulfil your role to the best potential!

Things can always change or go wrong, that’s why executive assistants need to be always ready to jump in and come up with solutions to unexpected problems. This is a very much-appreciated skill in fast-paced environments, where troubleshooting is part of everyday work. Being able to provide solutions in times of need allows their coworkers to continue with their work, and to avoid the risk of the business coming to a halt any time an issue comes up.

Group think is far more creative, deep and rich so invite all to participate. Lose your ego n don’t fight to protect own ideas. Celebrate others.

“Let me get back to you on that” when you can’t think creatively. You’re allowed time, it’s not always possible to think on the spot!

Um ambiente de trabalho positivo favorece profissionais a serem mais produtivos. Tratar bem o colaborador também conta ponto para manter a reciprocidade elevada, pois quando tratamos o outro com excelência, inevitavelmente iremos receber os benefícios em dobro.

Technology plays a key role in any administrative assistant’s job. From knowing how to use different browsers to mastering Microsoft Office apps such as Excel, PowerPoint, and Word, or any other software that’s relevant to the business you work in, your knowledge of these systems should be impeccable. If you’re working in a specific sector, it really helps to be aware of what the most commonly used software is and learn how to use it.

Learning is a continuous process. Seek knowledge when necessary, ask questions where necessary. It's better to ask and get clarity, than to assume and make an irrevocable mistake. It is necessary for your personal growth as well. Take courses, if possible, read useful articles. If you constantly improve yourself as an employee and as an individual, then you can give the organisation your best. It also helps build confidence and competence.

Have fun investigating “problems”- see them as an adventure. What do you know and not know? Look for untypical sources for information. Investigate alternative perspectives.

Showing up totally *human and expressing as much of a “clean slate” in every interaction assures that I won’t bleed on anyone who didn’t cut me. Reframing interactions so “it’s” not taken personal helps; always respond from a company/organization point of view. Smile, as quickly as you notice a guest has approached your work area—this is an immediate invitation to do the same. It shifts the focus, even when it’s not reciprocated.

This is very important, it is so easy to take things personally and react. The reality is, most people are stressed and you happen to be the person they offload on, so just remember it’s not personal! Keep your positive mindset, and carry on.

Trust the future. Solutions will emerge more positive than anyone can imagine. Be present and await your and others instinctive responses. Stay open.

Empowerment and Autonomy: Delegate responsibilities and empower your administrative staff to make decisions within their scope of work. Provide them with the necessary resources, tools, and authority to carry out their tasks effectively. This fosters a sense of ownership, accountability, and trust among team members.

In addition to these key areas, we should also value individuals, their unique skills and their wellbeing. If we feel valued, supported and given the opportunity to learn and develop by our employer, we are more likely to go that extra mile, feel better about ourselves and that our opinion matters. It's not just about salary anymore, although that remains important, but all those other things that contribute to us feeling positive and committed to our work.

It seems to be as simple as providing the essential resources that individuals need to succeed. Most organizations do not provide those resources, thus, you see the cause-and-effect of that lack of support.

Knowing & understanding your subordinates, not just surface kind of information like names, but learning more about your team members like remembering the little things, family, children, dreams for their children, what are their favorite hobbies, etc... Being humble enough to come down to their level. Builds trust and respect therefore fosters good morale in the workspace. Also, understand that everyone is unique in their ways and each person has their work ethic. The challenge for you as a leader is understanding it and managing your team to work effectively despite these differences!

To be a positive persone, you have to instill in yourself a principle, that "no time to hear and thinking about gossip, bad influence person, and prolonged sadness."