Duties Include: Cheerleading

In all my years of reading the "want ads" I had never personally seen the word "cheerleader" included in the job description of an Administrative Assistant. The University of Waterloo, however, discovered the secret and included the following related phrase in their job description for an Administrative Assistant: "The incumbent's role is to assist in the mediation of concerns and to provide encouragement and guidance to staff members."

Are you as surprised as I was to see that word included? I called it a "secret" because it is an underlying force in the success of an Administrative Assistant. Ask any seasoned and successful Administrative Assistant how often she finds it necessary to motivate her employer and you'll discover the truth. Administrators are generally not super-heroes. They are not immortal and they do not have super-human strengths. If you cut an Administrator, they will bleed. They will get sick, lethargic and discouraged given the circumstances conducive to that result.

An Administrative Assistant is generally the only source or resource to combat discouragement. In the dog-eat-dog world of business, accolades and honors are seldom received. Approval is a necessary fertilizer for success. The successful Assistant is generally skilled, cognizant and aware of circumstances that warrant approval or recognition. It is imperative to their success and to the success of their Administrator that they bring attention to these moments.

The success and longevity of the Administrative Assistant's employment is directly connected to the success and longevity of the Administrator's employment. In large corporations it is possible to transfer to a different assignment for a different Administrator and thus escape the failures of a superior. Unfortunately, it will eventually be discovered if the Assistant was in any way contributory to the downfall. It is their advantage to promote the Administrator's success to the best of the Assistant's ability prior to abandoning ship.

It would seem appropriate for the Administrative Assistant to study the field of coaching along with improving typing and technical skills. This is not to suggest that an Administrative Assistant step into a role superior to the Administrator. It takes tact and finesse to accomplish the tasks of coach from the sidelines. However, the Assistant's duties will generally provide multiple opportunities to elevate and encourage the Administrator's performance. Perfect actualization of administrative assignments for which they are ultimately responsible, will reflect on the Administrator's performance during their review.

Much will depend on the personality of the Administrator but there are practical, appropriate and unobtrusive ways to praise a superior. It should be considered an adventure the Administrative Assistant will never forget as they search for the proper way to praise or encourage their employer! It may also be necessary to infuse the unit's output with much of the Administrative Assistant's skill and ability.

The downfall of many Administrative Assistants comes from expecting elevation above the Administrator when it is the Assistant's efforts that bring recognition to the unit or department.

Seldom, throughout history, are the individual rank and file promoted to the highest station for their performance of duty. It would serve the Administrative Assistant well to come to terms with this fact and be satisfied with their own best efforts. The job description contains the answer to this apparent dilemma. While performing as an Assistant to an Administrator, one should focus on the word assist.