IT'S TIME TO HONOUR THE PAs IN ORGANISATIONS

This is yesterday's post!

Wow! They sure do have a list of requirements don't they and then we wonder why they become the 'dragon gatekeepers'!

It's always a good idea to keep them happy. When I still worked in the Corporate world, I used to bring the PA chocs and flowers on a regular basis and usually for no apparent reason at all - I remembered birthdays and special dates and was aptly rewarded by getting an appointment with any of the Directors whenever I wanted one. The rest of the Senior Management team could never figure it out and I never shared my secret!

It worked all the time!

It's time to honour the PAs in organisations
Workplace staff

06 September 2007 at 06h00

Today is Secretaries' Day and the time has come to stop paying lip service to the fact that the role of the executive personal assistant (PA) has evolved. We need to acknowledge through recognition and reward that the PA is an essential functional part of the organisation, and fulfils a critical role in the success and profitability of a company. With this in mind, the six finalists for the PA of the Year award have been named: They are: Wilna Oosthuizen, PA to Maria Ramos of Transnet; Nana Keagile, assistant to John Rees of the Development Bank; Nicolette Jasper, assistant to Gidani's CEO Dr Bongani Khumalo; Tanya de Ponte, PA to Angus Westley of Adcock Ingram Healthcare; Li-Ann Martin, PA to Daniel Mminele at the Reserve bank, and Carol Fourie, PA to John Field, CEO of Fedbond.

Let's see what recruitment ads say in terms of main roles and responsibilities required of a PA for a top executive:They must be able to:

ensure smooth and efficient running of the office, including oversight of the IT network, health and safety, company databases, compliance, personnel records, contracts.

support two directors in the day-to-day company operations

manage the office and new business administration teams

carry out research on wide ranging topics

write a variety of documents, including tenders, articles, case studies, press releases, etc

assist the website team with content updates

carry out any other tasks or duties that the person may reasonably be asked to do from time to time

And in terms of knowledge and experience:
Excellent key skills in communication (spoken and written)

Super-advanced working knowledge of Microsoft-based applications, including Word, Excel, PowerPoint and Outlook

Ability to prioritise workload
A minimum of five years experience in a similar role

The search for the PA of the Year, an award organised by Dictum Publishers and the Institute for Certified Administrative Professionals (Icap), creates an opportunity to showcase stellar performers and act as a mirror of the current status of the profession. Says Judy van der Merwe of Icap: "With this award, we want to, on the one hand, discover what is really happening in terms of the growth of the profession and on the other hand, enhance its status and stature. "We believe we have some of the best PAs in the world, and we need to bring them to the fore."

But how do PAs achieve the image of success. Let's pose the question to newly announced finalists. Says Oosthuizen, Ramos's PA: "PAs must work in a fast-paced environment and therefore have to be highly organised, resourceful and multi-task." Keagile believes top PAs don't do ordinary things ordinarily. "We need to be more creative. A good PA is not born but created. Knowing protocol is important - we deal with ministers, VIPs and people of different cultures".

On the skill of business acumen, says Jasper, a top PA understands the environment she works in and she understands the industry. "Furthermore, a successful PA not only delivers on her key performance areas, but also goes the extra mile." De Ponte also believes that a PA is an ambassador. "Whatever we do reflects positively or negatively on the corporate and social image of one's boss and of the organisation."Martin says one of the things that distinguishes a good PA from a top PA is the ability to anticipate what the boss needs before they may even know it themselves. "We need to be a step ahead." Fourie adds that its a plus to be a natural and wise leader. "A PA working in the executive office needs to appreciate the importance of tact, diplomacy and flexibility." SA's PA of the Year Award will be presented at the Balalaika Hotel in Sandton on September 21 following the PA Summit.

For more information contact Dictum Publishers on 011-616-1401 or e-mail thandi@dictum.co.za