5 minute read
A great PA plays a critical role in the success and development of successful businesses in the modern world but what distinguishes a great PA from a good one?
Our article sets out to identify the additional points which change good to great and help to elevate your Personal brand and marketability.
Firstly, it's important to understand that our business world is constantly evolving.
Since I opened the doors for business at LWR over 30 years ago a ‘lot’ has changed and I touch on this in an earlier article. I'm old enough to remember when email first arrived and how exciting it was; receiving 20 emails a day made you felt oh so important! If I only got 20 a day now! CVs were still sent in the post, and advanced recruiters used fax, however, all that has long since changed and the development of IT, the internet, and the emergence of a host of apps that can make a PA's day simpler and more effective are welcomed with open arms.
These technological work advancements combined with the rapidly changing workforce, almost constant electronic connection we have via our smartphones and laptops, and uncertain political, social and economic times around the world are all in various ways affecting the way business is carried out. To the extent that the pressures on those women and men leading our organisations into the future have changed significantly.
Consequently, it is vital that the business leaders of today need a support network that can deliver at all levels, and that starts with, the humble PA.
Great organisational skills, diary management, and making sure all travel plans are in place are of course important and are expected ‘must have competencies’. However, the PA in the new world economy needs to be a different animal with a skill set to be envied.
We are very close to this market, and have supported and partnered with PA related organisations, published articles on individual PA's working lives, and placed countless PA's in new roles over the last few years. It has shown that the PA's who can demonstrate ALL of the following skills and knowledge are constantly in demand.
So what are these...
The ability to come across as unflappable.
Being the serene swan who, to outward purposes, is completely calm is vital.
A senior PA is likely to be work under significant pressure at times so it is key to be able to think clearly and make no clear decisions regardless of the mood and backdrop within which you might be making them.
For all the reasons outlined in the opening paragraphs a learning mindset is key.
The world is constantly evolving and the need to embrace, think through and understand how that impacts the working world and your organisation is vital
A PA's job by it's nature is extremely diverse and you will be required to 'spin' many plates and deal with a variety of show stoppers on a regular basis, such as last-minute meeting changes to work schedules, travel disruption and business-critical projects. So the need to be adaptable is paramount for you to excel in your role.
Confidentiality is vital at all times for you to perform the role in the manner required. Despite human nature being in danger of taking over as you really want to pass a piece of interesting information on to a trusted colleague, a great PA will respect that they are privy to a host of highly confidential information and that their boss and ultimate employer respects that they must have 100% confidence in your integrity at all times.
With this being a fundamental aspect in the role of virtually all PA's, developing this to a high level is critical to the extent you will eventually be one step ahead of your boss. Your relationship with your boss is a partnership for which the managing of busy diaries, appointments and calendars, working to strict deadlines with a well thought through and efficient system, whilst understanding their preferences on all activities and tasks is essential.
Poor communication creates numerous issues in business. From the uncomfortable curt email to a lack of understanding of others wants and needs. Communication can and does create problems.
Suffice to say, like the proverbial right-hand of your boss; you need to be a great communicator and to speak and write clearly, and to present critical information in a concise manner. You will be communicating at differing times with a variety of individuals and so remember a key part of your role will be to communicate in his or her ‘tone of voice’ across all levels of the organisation.
To do this well you will need to excel in the following areas
Clarification skills
Presentation-verbal and written
Professional body language
Appropriate emailing and texting
Empathy
Awareness
Questioning techniques
Listening
The good news is communication skills can be improved and at speed.
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It’s always been important as a PA to be commercially aware. Today this understanding is expected at a whole new level, today’s PA knows and understands this more than ever. Senior leaders in any organisation are there to deliver business results. To facilitate this, they need the support of a competent team around them, with the central hub often being their trusty PA.
A great PA will understand how their tasks and duties fit into the overall scope of the business and is capable of communicating with senior management in all aspects of their bosses work.
Be prepared to stand in at meetings and have a grasp of what is being communicated and it’s implication for the business; your boss is relying on you.
In my experience the Great PA's take the initiative, They are super confident, extremely knowledgeable and able to come up with and find solutions to any issues that may arise in the manner their boss would wish them to. This is vital and those that can and will meet such challenges head-on and solve potential problems will quickly become indispensable.
To truly establish yourself as great as opposed to just good requires planning and goal setting. You will need to learn your bosses' likes and dislikes, what "great" looks like for them, understand their management style and its fallout, together with their work habits.
All these little factors and what you may consider idiosyncrasies.
A great PA will always be prepared and one step ahead.
Though times have changed planning has always been the key domain of an outstanding PA. It’s no different today, except there are numerous layers of additional complexity.
One of which is getting to physically sit down with your boss to review their plans. Accept it and move on. We started the conversation by talking about the business priorities of the organisation and your understanding and grasp of what is important. Use this as your template for planning, and you won’t go far wrong.
This is fundamental for a great PA. Everything must be seamless in both approach and execution to the extent you're not considered as just a "safe pair of hands" but indispensable to the organisation you work for.
Technology is at the centre of all our lives. This particular article on LinkedIn has both shocking and amusing data on our addiction to technology.
By the way, did you know smartphone users pick up their devices 100 times a day? Or that 91% of us keep our mobiles within reach all the time.
Today’s technology enables all of us to do amazing things. It can increase both efficiency and effectiveness. Depending on the sector, your boss could be a techno-geek and expect you to utilise all the features and functions of the different types of software available, for example, Zoom.us for video conferencing or Slack to manage team conversations.
Conversely, if they aren’t as sure it’s your job to find out what applications might be appropriate to use and make recommendations so it's important to ensure you are very proficient with all aspects of technology you are looking at in your role.
It’s common for today’s PA to manage their boss’s social media platforms. Particularly in high-profile sectors. Checking that the appropriate message is being communicated down the respective channel might seem minor but believe me.... it isn’t.
Ask any company head or leader of a well-known country that has fallen foul of a rogue tweet or picture, and you will understand the implications of inappropriate sharing, so mastering this is essential.
How do you fair? The good news is that if you have uncovered gaps, they are easy to change.
At Lucy Walker Recruitment we have been successfully placing PAs across Yorkshire and the North for over 30 years. This means it’s likely we can help you too.
You can get in touch by emailing here or why call one of our friendly team of experts on either 0113 367 2880.