Job profile! Executive Assistant Secretary Office Manager: 10 requirements in the reality check

Have you always wanted to be an assistant to the management? It may seem like a glamorous job with plenty of time for coffee breaks, but the reality is that it's a lot of hard work. Here are some things that you should know before going for this job apply.

The cliché of the anteroom kite

There are some very common misconceptions about that Tasks an assistant to the management, a chief secretary or an office manager. In fact, many people have very wrong ideas about this interesting and diverse job profile.

To name just a few clichés: Some think of the brightly made-up Tippse with red-varnished nails or Mrs. Moneypenny, who longingly looks at James Bond. Or the patient antechamber pearl, the boss's mistress or the terrifying dragons. Others mistakenly believe that this is a position that will make your career a sure-fire success or that it is not a demanding job.

Comparison of cliché and reality

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However, the truth is the opposite. Even if that Job While the assistant's appearance is simple on the outside, it's not always as glamorous as it seems. No job profile is as laden with misconceptions as that of a secretary. And in no other profession are clichés and reality so far apart.

In fact, the job of executive assistant is a demanding and important job in the company Working world. It requires a high level of Expertise and responsibility. So here we want to examine some of the differences between executive assistant requirements and image to show you how you can prepare for the reality of this demanding job.

More than a nice smile

Overall, the requirements have also changed enormously. If you want to be an assistant to the management today, you have to be able to do more than nice smile, look attractive, and put calls through. "Ms. Müller, to the dictation please” – hardly anyone has to listen to this saying today. The modern office manager is an all-rounder, far removed from making coffee and copying files. The typical equipment of earlier days, shorthand, typewriter and carbon paper, has long since given way to modern equipment such as dictaphones, computers and copiers. And it is a profession that is also practiced by many men today.

A look at current Jobs shows: In addition to very good computer skills, business background knowledge or, even better, commercial knowledge is required today Vocational Training – and foreign languages. You should be able to master at least one, whereby fluent spoken and written English is almost a standard requirement.

Checklist: What a modern office manager must be able to do today

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Because administrative assistants are the backbone of every office. They do a lot of the day-to-day chores so the person in charge can focus on bigger business matters. But there's more to this job than answering phones and sending faxes.

Soft skills are also important: characteristics such as loyalty, discretion, a sense of duty, Teamwork and a sense of order are at the top of the boss's wish list. She has to take every tiny note and every completed process for inquiries from Executive can be found again at any time. And even under the greatest time pressure, she should be able to book a business trip or write an important letter. The usual areas of responsibility include:

• Answer phone calls and
• Receive visitors and act according to their wishes
• Take dictations #
• Working under time pressure
• Copy reports
• Dealing with angry customers or suppliers
• Possibly available at any time of the day

Communication talent like a manager

However, communication skills are particularly important: all inquiries from employees and complaints are made on the desk in the anteroom customers and appointment requests from callers together: And the assistant has to do it alone decide, which of these are important – and which ones she brushes off in a friendly but determined manner. At the same time, she needs sharp antennae in order to anticipate even the smallest of wishes from her boss: For these tasks, she needs a thick skin and sensitivity in equal measure - a constant balancing act!

Ultimately, real managerial qualities such as assertiveness, independence and organizational talent are also required. Because in this profession you also have to read balance sheets, write annual reports, Marketing know their way around, carry out projects, monitor budgets and delegate work. So it's no wonder that the job description office manager is being used more and more frequently in job advertisements.

Dream job executive assistant - what you need to know to be successful

The supposed dream job of chief secretary or assistant to the management also places certain demands on yours Personality, which may surprise you. Here are 10 things you should know about the Office Manager job description.

1. Know your strengths and weaknesses: Are you a frontline fighter, a perfectionist or especially social? To be successful, you should know your own strengths and weaknesses.
2. Confident and well-groomed appearance: Even if today there is much more to it than looking good: In the anteroom you are your boss's calling card. This of course also applies to men. Therefore, pay attention to your appearance, your clothes and your manners.
3. This is how you can cope with any type of boss: Is your boss a slob, a bean counter, a choleric person or a morning grouch? Find out what type of boss you have and be prepared for his quirks - then life will be much easier.
4. Assess your colleagues correctly: Office managers today also have to work in a team to be successful. There are also different types of employees that you should know.
5. Time Management: In order to do justice to all tasks, good time management is essential. Learn to set priorities and separate the important from the unimportant.
6. How to keep things tidy: So that the time management works: Create a good organization system that is simple, in which you can find everything at any time. This is the only way to work efficiently!
7. Be there for your boss: As an assistant, it is your job to make the boss's job easier. This means that you can stay longer in the evening and put your private wishes on hold for important appointments.
8. Say no - sometimes to the boss: If the boss has his way, you could be there around the clock - but then you would soon be unable to work. So say no in a friendly, but definitely no, when the boss asks the impossible ..
9. Kindly get rid of annoying callers: So that the boss can work undisturbed, you have to get rid of annoying phone callers. Ask exactly what the caller wants. And ask to send inquiries by email or letter if necessary.
10. How to keep a cool head despite stress: Create a stress-relieving balance: sport, culture, meditation. Only if you are balanced will you be able to keep your head free in the long run with a job like this.

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