AssistenteDirezione.it > Interviste > Assistente Alta Direzione Settore Automotive - Faith Andrews

Which tasks/responsibilities does your job include and with which Manager(s) do you work with?

I work directly for the Chairman of the Board and CEO as well as the Executive Vice President and CFO (the top 2 executives at Hilite International), and I function both as an Executive Assistant and a Personal Assistant for both executives. I maintain schedules for all professional and personal matters as well as screen all incoming calls and prioritize all incoming internal/external correspondence. I am the liaison between the executives and senior management (globally) as well as Hilite International Board members. I handle all domestic and international travel (both professional and personal) for both executives and their family members, including passports and visas. Further, I am the liaison between Hilite International and the Key Tower building management personnel (where corporate is located). I coordinate all social events and fund-raising events for the corporate office, to include management of the annual United Way campaign as well as procurement and dissemination of season tickets for two of the three professional sports teams in the Cleveland area. I have complete charge of all things corporate travel, to include the centralization of all travel procurement in the US, coordination with European division to maximize discounts based on combined numbers, development and implementation of modifications to company travel and expense reporting policies, implementation of reporting tools in order to analyze the company's travel spend for forecasting/planning purposes, and management of all corporate travel programs including negotiation of contracts with travel vendors, hotels, and airlines. I am in the process of researching, pricing, and then managing the development of a web-based online booking system. Additionally, I am the point person for Hilite's legal counsel on matters involving registered marks and patents. Finally, I maintain all organizational charts for the corporation as well as the master slide deck for our presentations. There are three other companies that my two bosses are involved in. I manage some items for them relative to those other entities.

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 worked for Hilite for four (4) years and have always been in the position I currently hold.

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

I attended International Business College after high school and obtained an Associates degree in Accounting. Further, I focused on Secretarial Science and honed my typing and shorthand skills. Because I had a typing speed of usually between 80-90 wpm with very high accuracy as well as shorthand, I came into the field working for high level executives out of the gate. I've deviated from the profession a few times during my career, once to write software manuals and online help files for Intuit (5 years) and another year or so developing websites. Both positions have only added to my skill set and have made me highly marketable as a top level Executive Assistant.

Could you describe your typical working day at Hilite International?
I have no typical days. They are all different depending on what comes up. I have certain things that my executives give me to do, but then I have my own responsibilities as well.

Does your boss leave you any area of autonomy? How many times a week do you meet for checking the "To Do" progress?
I work for two different personalities. One tends to micro-manage some (but I'm training him slowly) and the other leaves his life in my hands. The latter is how I prefer to work, and it's the environment in which I thrive. I drive the review for both executives...I'm usually going to them for what I need not the other way around. During large projects, such as our office move, we'll sit down more regularly to go over progress.

What software do you use most in your job and which ones are more effective in your opinion?
I am proficient in all applications in the Microsoft Office Suite. I am currently running Windows 7 (I'm usually the guinea pig for new apps) and Office 2007. I also use Visio, Publisher, and a graphics application. I prefer Adobe Photoshop for graphics, but it is a space hog and it is expensive. My IT group found a free graphics program that is comparable.

What languages do you use in your job?
English only. Would be helpful to know German as our biggest international division is in Germany.

Do you think "lifelong learning / continuous re-training" is important in your role?
Yes, but it isn't something that is readily available for administrative positions in the U.S. So, I get what I can where I can and invest in my own career. In the U.S., administrative professionals would like to think that a designation behind their name means a lot. Frankly, it does mean something to the person who spent the time and money to get it. Unfortunately, in the corporate arena, it doesn't mean much to a hiring manager except EXPENSIVE prospect.

Did you notice any important changes in the role of executive assistant since you have started to work in this position?
Yes, there have been changes in this position from when I was hired. Frankly, the position keeps evolving depending on what is going on in the business. The biggest change is relative to travel. When I was hired, travel procurement was decentralized. I've centralized all of it and have even used the numbers from our European divisions to negotiate better contracts in the U.S. I handle the negotiation and execution of all travel contracts for the corporation in the United States. Further, because of the reporting that I have requested, I've been able to analyze our travel spend, determine where we are losing money and why, and implement policies and programs to reduce our travel budget across the board.

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

For me, the most difficult aspect of being an executive assistant is not being utilized to your fullest potential. I chose this profession...went to school for it. When I graduated high school, I had the grades and a full-ride scholarship to get into the finest schools...I could have been a Harvard lawyer (frankly I'm kicking myself looking back that I didn't go to Harvard or Stanford for free but I was young and fearless and wanted to work). I wanted to get out into that big world and make my way - live the American dream. Once I started having kids, going back to school for that law degree or MBA wasn't going to happen. I'm a mother first and foremost...and to me THAT is the most important job I have. My point is, many people look down upon the administrative professional. We can be thought of as a lackey or described as perhaps not the sharpest tack in the box. Hollywood hasn't helped us much in that department either. However, people who view us that way couldn't be more off base. When an executive truly uses his/her executive assistant the right way, it is a beautiful thing and makes for a formidable team. I had that type of working relationship with one boss in my career when I was in the legal field...left that job because I moved back home to be closer to my family and my kids could have a real relationship with their grandparents. I am getting there in my current position...but it's taken almost 5 years. It's a process.

How do people change jobs in the USA? 
Not sure how everyone else does it, but when I'm looking...it's an all out assault...I use everything. I have a couple of head hunters I use (people I trust and know have MY best interests at heart). They are around...but not as prevalent as the agencies out there for top level executives. I've also used Monster.com, Careerboard.com, and Careerbuilder.com to look for and apply for positions. I look in the papers and network with people on LinkedIn or even in professional associations. Obviously, the best time to look is while you are already employed because you can be pickier. In the past, I've worked as a full-time temporary employee for Kelly Services...I tend to do that when I move to a new area. It gives me the opportunity to try out different industries in different locations. Working as a temporary employee or contract employee enables you to earn a paycheck while being picky in finding that perfect position. Most temporary agencies in the U.S. provide benefits for their employees. However, if I find myself looking again in the future, I will probably start my own business. I've got several ideas and I've been building my network...I even have a Business Plan or two in the works just in case.

Faith, Thank you so much for the interview! We enjoyed meeting you and we wish you all the best for the future.