The continuous and dynamic competition in the global business arena has been very stiff and complex. In this regard, the organization must be able to utilize a strategy and management system that will enhance the performance of the business so as to outgrow its rivals (Pearce & Robinson, 2000; Thompson & Strickland, 2003). The evolution of ideas and innovativeness have been rapidly changing, different organizations have to cultivate ideas that can meet the demands of the market. To meet these challenges and achieve a competitive edge, they must formulate and implement strategies based on innovation, technology and the development of intellectual capital. Few companies, even those at the leading edge of management, have all the management processes, culture and tools in place to create and harness knowledge in a systematic way. Those starting out on the management path assume it is a simple extension of information management. In reality, effective management can involve major changes in process, culture, and technology. In lieu, the role of executive assistant in the growing corporate industry is imperative. Thus, an executive assistant must possess the knowledge and capacities to critically understand every circumstance that occur in performance of his/her duty.
The Scenario
| It is a mixture of anxiety and excitement in my emotion when I started as an Executive Assistant. There are many things I need to deal with during my first day. Because of the sudden absence of the former assistant, work loads such as tons of paper works and folders are filed up in my desk. The first day that entered the office, I was terrified with the bundle of work that awaits me. But on the back of my mind, I considered it as a challenge. I immediately get on to the tasks that are in my working desk. One by one, I tried to figure out what exactly are those materials. While sorting the papers, there are constant matters that I need to attend to like when my boss asks me to do emergency favors like looking for a particular paper. Eventually, as the day becomes older, I finished them. In the middle of the day, my boss called me for an emergency meeting with the board of directors in the company. Mr. Smith instructed me to bring on specific materials needed with the presentation. I immediately seek for the availability of such specified items and luckily, I completed them all. Then, here comes the biggest problem in my first day. After ten minutes of preparation, my boss called me and asked me to do the presentation in front of his co-members because he is has a sore throat and he can hardly speak. I have no choice but to affirm in his request because if I will refuse to accept such mandate, it would be a minus to my introductory performance. Then, we proceed to the venue of the said emergency conference. On our way to the conference room, I am now composing my thoughts on what to do. With the insufficient amount of time given to my part, I am obliged to provide a good in not a best presentation. I reviewed the material and recall my stocked knowledge about it. Fortunately, I am equipped with the basic information about the topic at hand. This aided me to lessen the amount of pressure within me. Upon arrival to the conference room of the building, there are about ten gentlemen and three ladies who are systematically arranged in the long round table. They automatically stood up just after seeing my boss and I arrived. After some time of greetings, the panel began the conference. As they are talking to some topics that seemed to be new to my knowledge, I am attentively listening to everyone who speaks. After a short moment I was called to present my part. Here comes my turn to speak up. I immediately stood up and made a brief and formal introduction of myself. Then, I tried my best to elaborate the material given to me. With some minor lapses, considering that it was my first corporate and professional encounter, I am grateful that I pleased all the members of the board of directors. That was a tough but demanding presentation. The meeting ended just after some negotiations are done with regards to the agenda that day. After adjournment, a couple of officers approached me and congratulated me in a job well done. I humbly thanked them and started to prepare our way back to the office. I still have an hour before my official departure. My boss and I went back to the office and he too extended his salutation on my first dreadful encounter. As I am sitting in my desk and fixing my things for the next day, I came across a series of what ifs. I was thinking, “what if I did not know the topic was?” and even “what if the people there are too professional and maintains very high standards?” I even thought of some more emergency and complicated situations that require immediate plan for action. Then, I came up with some lessons learned that day. I also thought of some solutions to be taken at hand.
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My first day as an executive assistant was indeed extraordinary. It was an unforgettable and enriching experience. Reminiscing the situation – the emergency meeting and speaking before a corporate audience, was a terrifying scenario. There are several problems that appeared in this scenario and among these are the following:
- the immeasurable quantity of task waiting to be finished;
- the concern that everything will be all right and the audience will understand what I am saying;
- and the fear that I am not capable of speaking before them and at the same time accustoming myself to the dynamic professional environment.
With such problems defined, I developed some general solutions that greatly helped me and will continuously aid me in other future engagements. These are management functions: planning, organizing, directing/leading, coordinating, and controlling.
Planning. Planning is commonly known as the process of formulating in advance as organized behavior action. While it is true that people do not always plan their actions, it is inherent for any organizations especially the workers to plan. However, whether dealing with the context by which planning is occurring or whether on the individual or organizational level, the process takes shape according to the prevailing attitudes, beliefs and goals that are involved. The firm's objectives should reflect standards of success in competitive performance, as well as acceptable levels of risk and rates of long-term growth (Roney, 2004). The executive assistant’s role in planning for the management function is to define goals for future performance of the organization. Same as the manager, he/she also decides on the task and the resources to be utilized in achieving the predetermined goals. In meeting such goals, he/she applies significant materials or resources.
It is a fact that lack of formal planning (Baird et al., 1993) or poor planning process alone can decrease organizational as well as individual performance or the worst, defunct the organization. The role of the manager is to ensure the best people, materials, procedures, and applications in implementing plans while the role of the executive assistant is to aid the manager in dealing with such matters. The presence of strategic planning in management minimizes the potential pitfalls of the said process such as uncertainty (Matthews & Scott, 1995; Roney, 2004). The success of several organizational endeavors lies on the effectiveness of every individual (like me) to plan, evaluate and materialize arrangement in connection to the achievement of the organization’s goal.
Organizing. Thematically, organizing is the act of putting similar elements following one or more rules (Morgenstern, 1998). In an organizational perspective, it is the management function that usually follows after the planning process. Generally, organizing includes the specification and distribution of tasks to appropriate departments. It is also the assignment of authority and allocation of resources. The said ways are the immediate responsibilities of the manager together with the executive assistant.
Process and decision models are useful to the manager in organizing the work and intellectual contributions to be drawn from all levels of the management organization (Roney, 2004). Some models that could be used in situations like the aforementioned one are Plan-Do-Check-Act Cycle and Value Analysis. Organizing is crucial in developing inputs to planning, making planning decisions, and implementing strategy. To be effective, however, comprehensive management function in the business must be a continuous process. However, the organization process that is conducted within the company is dependent on the plans that must be implemented.
In connection to the diagrams and model applicable in this encounter, the plan-do-check-act cycle will help me to observe, learn, apply, and develop the characteristics that will help me achieve given goals. Further, value analysis helps me to study the operations and the real flow of the process of executive assisting. The daily work in the office is not enough for me to develop some more productive and contributory opportunities. I need to learn some similar techniques yet less tedious and lime-saving.
Directing/Leading. The role of the executive assistant in directing/leading a management function is reliant to the development and implementation of designs or plans made. It is important that he/she must consider cost effective and time efficient ways in leading. His/her day-to-day responsibility of running the daily business and leading the group in developing the plans for the long term future of the organization is accounted to his/her leadership abilities and managerial prowess. Furthermore, the executive assistant is encouraged to adapt participative approaches to directing/leading in order to elicit useful characteristics and elements that are functional for the firm’s success. The leadership styles the executive assistant chooses to utilize is also a vital determinant of effective directing process. Thus, it is still fundamental to study the feasible applications to be implemented in accordance to the achievement of organization’s prime motives.
Coordinating. Coordination is the regulation of all the various aspects of the organization into integrated and harmonious operations. It is the integrating and establishing of linkages to diverse sections of the organization in order to accomplish a communal set of objectives. For instance, in coordinating information to all members of the organization, the executive assistant’s role is to see to it that there is unity on all aspects given by his/her superior. Managing information that the company uses in its daily operations is crucial in any business organization especially to him/her. Information is the blood stream of every company on which every staff, employee, and supervisor work on in order to meet the demands of the clients and customers of the business. This is the reason why there should be proper management flow within the organization’s manager and the rest of the manpower. Direct link between the managers, supervisors, and the subordinate employees should be efficient enough to answer to the daily work loads of the members of the organization. Communication between and among the members of the organization is prioritized in order to provide a well-functioning business operation within and outside the working organization. However, there are some significant elements that are barriers to coordination. Among these are intervening factors such as personal indifferences, cultural pluralism, and behavioral diversity among members of the group (Trebing, 1996).
Controlling. Acting as an assistant manager, it is a sole responsibility to implement plans but at the same time limiting the possible negative consequences in favor of the higher authority. It has been demonstrated that the emphasis in successful management lies on the man/woman, not on the work; that efficiency is best secured by placing the emphasis on the man/woman, and modifying the equipment, materials and methods to make the most of the man/woman. It has, further, been recognized that the man's mind is a controlling factor in his/her efficiency, and has; by teaching, enabled the man/woman to make the most of his/her powers (Gilbreth, 1914, 3).
The above scenario will be evident in the nature of the job of an executive assistant. Similarly, the above solutions are generally applicable in every situation that caters to the management function and even ordinary tasks in the corporate environment. The models utilized are still vital to learn and develop more skills that will eventually result to better and excellent performance in the competitive working surrounding. Thus, my first assignment as an executive assistant indeed poured upon me. It was freely pouring with greater, tougher responsibilities and complicated on-the-spot situations as well as characteristics essential in my personal growth as I continue to work and excel in my chosen field of service.
Reference
Baird, I.S., Kuratko, D.F., Lules, M.A. & Orris, B.B. (1993). Formalized Planning
in Small Business: Increasing Strategic Choices. Journal of Small Business Management, 31 (2), 38+.
Gilbreth, L. (1914). The Psychology of Management. New York: Sturgis &
Walton. In Witzel, M. (2003). Fifty Key Figures in Management. Routledge: New York.
Matthews, C.H. & Scott, S.G. (1995). Uncertainty and Planning in Small and Entrepreneurial Firms: An Empirical Assessment. Journal of Small Business Management, 33(4), 34+.
Morgenstern, J. (1998). Organizing from the Inside Out. New York: Owl Books.
Pearce, J.A. & Robinson, R.B. (2000). Strategic Management: Formulation, Implementation and Control. Boston: Irwin/McGraw Hill.
Roney, C.W. (2004). Strategic Management Methodology: Generally Accepted
Principles for Practitioners. Westport, CT: Praeger.
Thompson, A.A. & Strickland, A.J. (2003). Strategic Management: Concepts and
Cases 13th ed. New York: McGraw Hill.
Trebing, H.M. (1996). Achieving Coordination in Public Utility Industries: A
Critique of Troublesome Options. Journal of Economic Issues, 30 (2), 561+.
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