EXPERT Q&A FOR ADMINISTRATIVE
PROFESSIONALS
QUESTION: What is the difference between an administrative
assistant and an executive assistant?
ANSWER (by Joan Burge, founder and CEO of Office Dynamics):
Before answering this question, it’s important to remember that titles alone
may not determine the level of responsibility administrative professionals
have.
For instance, there are “administrative assistants to the CEO,” just as
there are executive assistants to lower-level, but extremely busy, managers.
That said, the primary difference is in the way assistants are required to
think about – and perform – their work.
Let’s look at this more closely:
An administrative assistant is often called upon to handle certain duties,
usually assigned by other people. She (or he, as we’re more frequently
seeing these days) may support several people and manage a wide range of
tasks, deadlines and schedules.
Administrative assistants usually occupy – but again, not always –
entry-level to mid-level positions where there’s room to grow by boosting
skills in communication, organization, networking, professionalism,
etiquette and technology (such as software).
Note how I intentionally listed “communication” first among those skills.
The reason? That’s the key to advancing to higher-level, executive
administrative positions – where communicating well in various, challenging
situations is paramount because you are the “face” of your manager or
employer.
Executive assistants manage many of the critical tasks handled by
administrative assistants. However, they are called upon to keep the “big
picture” in mind at all times – literally, to have the same understanding
and knowledge of their business as executives or managers they support.
This enables executive assistants to anticipate and solve problems, to
handle critical tasks on their bosses’ behalf (and in their absence), and to
identify new opportunities or challenges that their managers might not
otherwise see.
Typically, they support fewer people than administrative assistants –
precisely because they must stay focused on serving the higher-level needs
of the business and their managers.
One big difference between these two positions: training.
More and more, I see executive-level administrative positions going to those
who seek certifications and other continuing-education opportunities. In
this way, they’re able to prove to prospective employers that they’ve got
the higher-level skills necessary to do the job.
So my advice to administrative assistants – or any enterprising
administrative professional – is always to seek out those resources, like
training or books, that’ll help you become a “star.” Keep striving to
achieve bigger and better things for yourself and your employer.
That, more than anything, will help you move forward in your career – no
matter what title you currently hold.
ABOUT THE AUTHOR:
Joan Burge, founder and CEO of Office Dynamics, is one of North America’s
foremost experts, authors and trainers on administrative excellence and
workplace effectiveness. To learn more about Office Dynamics and the many
ways it helps advance careers for administrative professionals, visit
OfficeDynamics.com
or call 800-STAR-139.
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