AssistenteDirezione.it > Interviste > Executive Assistant at a Global Audit & Advisory Organization - Megan Shaver

For how long have you worked for your current company and in particular, for how long have you worked in that specific position?

I have been with my company since September 26, 2005 and have been in this position since my start date.

How did you start your career? And what are your previous professional experiences?

I started my career at Illinois State University in Normal, IL where I was a front desk clerk and then promoted to the Chief Administrative Clerk within 10 months. Previous to my administrative assistant type positions I was an Insurance Counselor for Geico in their Military Service Center.

Could you describe your typical working day?

My typical work day consists of responding to and handling action items from e-mail, coordinating meetings, booking travel, assisting clients, processing contracts and transmittal letters, researching various information, and knowledge management duties. My days are usually not typical which makes my job stimulating.

Does your boss leave you any area of autonomy? How many times a week do you meet for checking the To Do progress?

My bosses leave me autonomy with just about every facet of my job. I have proven I can be trusted and make sound decisions asking for advice and assistance when needed. I appreciate them very much for allowing me this freedom. I meet with my bosses several times per day/week to check on tasks needing to be completed.

What software do you use most in your job and which ones are more effective in your opinion?

I use MS Office Suite (Word, Excel, PowerPoint, Adobe, MS Outlook, MS Communicator), Bluebeam software, CentraOne, Cisco Systems VPN Client, Internet Explorer, SharePoint and I’m sure a few others that I cannot recall at this time. I believe they are all effective.

What languages do you use in your job?

English only.

Do you think "lifelong learning / continuous re-training" is important in your role?

Yes, without continuous training one cannot keep up to date with the ever changing technology and added job responsibilities.

Did you notice any important changes in the role of executive assistant since you have started to work in this position?

Yes, I think the role of an EA has changed in the last 10 years. The U.S. Department of Labor even has a entry about administrative assistants and described their duties: “Secretaries and administrative assistants are responsible for a variety of administrative and clerical duties necessary to run an organization efficiently. They serve as information and communication managers for an office; plan and schedule meetings and appointments; organize and maintain paper and electronic files; manage projects; conduct research; and disseminate information by using the telephone, mail services, Web sites, and e-mail. They also may handle travel and guest arrangements.” This only scratches the surface of everything we do. Not to long ago, the most essential duties for EAs where answering the phone, typing letters, and filing documents.

What are the most difficult aspects of being an executive assistant? And what are the difficult aspects of your current job?

I think the most difficult aspects of being an executive assistant are multi-tasking, scheduling, and time management. The difficult aspects of my job encompass just these things because I am expected to do several things at once with minimal mistakes, schedule meetings taking multiple busy schedules into consideration, and prioritizing multiple tasks to ensure completion of these projects within a given time frame.

What was the biggest challenge you have had to face in your current job?

The biggest challenge I have had to face in my job so far is proving that I can add more value to my company outside of just being an executive assistant. Additionally, my weakness is saying “no” to people because I like to help and love to gain knowledge. So it is sometimes hard to prioritize because everyone is under the perception that their issues are the priority. I am also a perfectionist so I take extra time to double-check things and this sometimes slows me down.

What are, in your opinion, the 3 most important skills an Assistant must have to be competent in her job?

The 3 most important skills an assistant must possess in my opinion to be competent in their job are time management and multi-tasking skills, the ability to be personable, and having patience.

What is your perception of the present labor market in the USA? Is it hard to change jobs?

I believe the current labor market in the US is grim. With the current state of the economy so many people are out of work forcing them to stay at home, go back to school, or become entrepreneurs which cause them to be discounted from the labor force. I think currently it is hard to change jobs because there is an abundance of qualified unemployed professionals for companies to choose from. Businesses are also cutting back to add to their bottom lines until the recession ends and so many organizations are on hiring freezes or just cannot justify spending the money to add those kind of resources.

What is your opinion regarding economic and social reality in your country?

A lot of people in this country are out of touch with the social and economic reality in America. The middle class has been all but obliterated, with things like the basics of food, clothing, and shelter becoming more of a luxury than a necessity. The fact that so many people, on paper, make more money than the government guidelines suggest being eligible for help, makes a strong statement that the policy makers have no grasp of what reality is.

More minority students than ever before have gotten college degrees (see link for supporting article). Even though we are in an economic downturn, programs like the Making Home Affordable plan are aiming to keep people from foreclosure, thus causing a ripple effect whereby the economy will feel it.

How do people change jobs in the USA ?

People change jobs in the US using various techniques. Social networking is probably the primary means of changing employment because the reality is sometimes it’s not only what you know but also who you know. Other ways include job search engines such as Monster.com, CareerBuilder.com, The Ladders, Yahoo HotJobs, USA Jobs, and LinkedIn. Going through an employment or placement agency is sometimes the best way to get your foot in the door at an organization and prove your worth in a temporary position which can become permanent given your performance. Many companies also recruit on college campuses and offer internships to near graduating students which can also turn into permanent employment.

View Megan Shavers's professional profile on LinkedIn