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12 Challenges Administrative Assistants Face

12 Challenges Administrative Assistants Face

Administrative assistant positions are found in almost every industry. Whether it’s finance, mining, legal, film, and/or retail, this position can be extremely demanding, and definitely deserves some recognition. Some might believe that being an administrative assistant is easy. That’s not the case, administrative assistants work extremely hard. They are educated individuals, who have charming personalities, and can pretty much do anything.

1. They Can Be Forced To Deal With Difficult Personalities

Most administrative assistants have had to deal with a lot of personalities coming in and out of the office space. Generally, these people will be pleasant, while others will be ticking time-bombs throbbing with compressed anger, ready to unleash on the polite administrative assistant.

When dealing with a difficult personality, admin staff usually have a witty charm about them. They can help the heated individual calm down and gain confidence in the company once again, by providing trust and reassuring the angry individual that all will be resolved as soon as possible.

2. They Can Be Seen As Someone Of Lesser Importance

Somehow, the administrative assistant position has been classified as a starting position for most companies. What most people don’t understand is that being an administrative assistant is a professional career in which people can excel.

Administrative assistants are so proud of their careers, their knowledge, and their humbleness, that it’s easy for them to simply brush off anyone who questions their plan for career advancement. They know how important their role is, and how they bring growth to the company they work for.

3. They Can Be Expected To Clean Up After Everyone

You would think with an office full of grown adults, that people would know how to clean up after themselves. Admin staff know that their job requires many nurturing duties, but they also know that they have a problem, when they start finding banana peels left to decay on the boardroom floor.

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Administrative assistants deal with messy co-workers by simply placing posters and signs reflecting their co-worker`s unethical workplace hygiene. They may not always call out an individual directly, but the message is clear, dirty dishes left on the kitchen counter and candy wrappers on the floor will not be tolerated.

4. They Can Be Expected To Fix Anything And Everything

Did you know that administrative assistants are IT technicians as well? They are expected to fix internet problems, connect employees to network printers, help with software, and then go back to filing paperwork and answering multiple phone lines. Not to mention the amount of times they’ve had to lug leaky garbage bags to the dumpster, change exploding toner bottles in the photo copier, refill empty ink pads and pens, pull old banker boxes from the dusty storage, and more.

Administrative assistants are not certified plumbers, electricians, or technicians of any kind. Yet, they find a way to solve the problem at hand with their amazing problem-solving skills and physical abilities.

5. They Can Be Expected To Know Everything, Even When Not Included In Meetings And Private Conversations

There are meetings and conference calls all day, in which they are not included in. Yet, they are expected to know what’s going on at all times.

Despite their inabilities to make executive decisions, they know more information than the typical employee. They are an information hub. This is because they have mastered the act of ease dropping, asking the right questions, and piecing bits of information together to obtain the right answers. Basically, they are all detectives.

6. They Can Be Blamed For Anything That Goes Wrong

They may not be the decision maker, but when everything goes awry, all fingers point to them as the culprit, or at least it’s their responsibility to solve the issue.

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To avoid being accused or blamed for anything, administrative assistants log their work day. They write everything down and create a systematic paper trail for themselves to cover their schedule from start to end, just in case of an unexpected hiccup.

7. They Can Be Expected To Always Be Available

Sometimes, administrative assistants eat as they work. They can be mid-bite into their lunch when they are approached by a co-worker about an upcoming meeting, broken internet connection, or even a flooded toilet.

Knowing when to draw the line is half the battle, because some co-workers can make a situation sound so much more urgent than it really is. For their own benefit, administrative assistants learn to make judgement calls based on the situation at hand. They will always agree to address the problem, but sometimes they decide that after lunch works best for them.

8. They Can Have Their Desk Used As A Dumping Station

They love the feeling of making a huge dent in their work pile, but if they walk away for just a moment, they are sure to be welcomed back by additional paperwork sitting in their inbox.

To keep up with steady incoming work, they sort and manage everything in categories and then prioritize them. Administrative assistants are extremely organized and know how to keep a productive workflow to handle large loads of labor.

9. They Can Have No Privacy

Being the assistant to pretty much everyone means that their desk is a free for all for those they work with. They are the keeper of keys, passwords, stationary, supplies and the great all might candy drawer.

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To keep their space to themselves, they develop homes for all company property outside of their personal bubble. Anything that is personal is kept far away in an opposing corner such as car keys, wallet, and cell phone.

10. They Can Lack Physical Activity

Someday, there’s too many emails, and too much paperwork piling into their inbox to even walk away. Sometimes, they may even sacrifice taking a break or lunch to complete a job.

Administrative assistants have such a great work ethic: they can easily multitask and work harder to find extra time during their day for a refreshing walk outside.

11. They Can Sometimes Be The Butt Of The Office Jokes

When administrative assistants make a mistake, which can happen, they are sometimes the butt of all jokes for the rest of the day.

To deal with mockery, they just chime in with everyone else and laugh at their own mistakes. They know that being able to admit their flaws and to learn from them is a sign of great leadership.

12. They Can Be Under Paid And Feel Unappreciated

The status of an administrative assistant position is debatable depending on the point of view it’s looked at. With the work-load of a hundred people, they are sometimes paid as if they are at the bottom of the totem pole.

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Sometimes their employers are so busy themselves, that the admin staff need to bring up the fact that a raise should be addressed. Sometimes employers forget how much their administrative assistants have done for the company, and they should be appreciated regularly.

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Featured photo credit: Some Office Things/VIKTOR HANACEK via picjumbo.com

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Last Updated on September 20, 2018

How to Be Happy at Work and Find Fulfillment in Your Career

How to Be Happy at Work and Find Fulfillment in Your Career

If you’re going to spend 1/3 of our life at work, you should enjoy it, right?

Trust me, I know that’s easier said than done. Difficult coworkers, less-than-desirable tasks, or even just being in the wrong position can all lead to a lack of enjoyment and fulfillment in your work.

But what if I told you it doesn’t have to be this way? Or better yet, if you struggle with all of the above (and then some), what if I told you that enjoying your work and finding fulfillment regardless of those obstacles is possible?

Don’t believe me? I don’t blame you because I was there too. Before implementing the tips below, I struggled to get through each day, much less find real fulfillment, in the office. Now, even after the toughest days on the job, I still come away with feelings of pride, accomplishment, and fulfillment. The best news is, so can you.

If you’re ready to make those hours count and find happiness and fulfillment in the office, then read on to find out how to be happy at work and find fulfillment in your career:

1. Discover the root(s) of the problem

For this first step, we’ll need to think back to 8th-grade physics (humor me). We all know Newton’s 3rd law, “for every action, there is an equal and opposite reaction.” When you think about it, the same can be said outside of physics, and we see this law play out in our daily lives, day after day.

Simply put, all the issues we deal with in the office (and life in general) affect us in a noticeable way.

If you’re appreciated at work, like the work you do and receive frequent praise, promotions, or raises, then this will probably have an altogether positive effect on your life in the office.

But what if we reverse this? What if you feel under appreciated, get passed up for promotions, or get denied raises? This is sure to affect the way you feel at work on a negative level.

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So, before you can implement the steps of feeling happy and fulfilled at work, we first have to discover the reasons why you don’t feel that way already.

Think about it, write a list, or make a mental note. Run through all the reasons you’re dissatisfied in the office, and don’t hold back. Knowing the exact obstacles you’re facing will make overcoming them that much easier.

In fact, as a side-challenge to this article, I recommend picking the top three reasons contributing to your dissatisfaction at work and using the following tips to tackle them.

2. Practice gratitude for an instant uplift

Did you know the simple act of feeling grateful can increase your happiness and make you more fulfilled at work?[1]

Well, it’s true, and it’s scientifically proven.

Dr. Lisa Firestone notes that practicing gratitude “reminds us of what we lacked in the past.” Meaning, it serves as both a boost to happiness and a bit of a wake-up call that things have been or could be, much worse.

Trying to conjure up feelings of gratitude can seem almost impossible when your work situation seems bleak, but hear me out: There are incredibly easy ways to get started and it doesn’t involve trying to “force” yourself to feel grateful about things that stress you out.

For an instant pick-me-up, try this:

Find a loose piece of paper, a blank sticky note, or anything you can write on, be it physical or digital. List just three things that you are absolutely without-a-doubt thankful for in your life.

Now here’s the trick: Don’t just list what you’re grateful for, you have to list why you’re grateful for them, too.

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For example, simply saying “I’m grateful for my kids” will probably make you feel good, sure, but what if we could amplify the warm, fuzzy feeling into real, lasting motivation?

Instead, write the reason you’re so thankful for your children. Is it because they make you laugh and forget about other stressors? Or maybe they help to remind you of why you go to work every day in the first place?

Whatever your reasons may be, jot them down and keep your list somewhere you can see it while you work. A quick glance at your gratitude list throughout the day can provide powerful, positive motivation to keep going.

Bonus:

If you can find just three things to be thankful for that specifically relate to your job, and list why those things make you grateful, your list can also help you find fulfillment in your work itself which can give you an even bigger boost of positivity throughout the day.

3. Take meaningful time for yourself

We all know creating a strong work-life balance can be crucial to feeling satisfied in our jobs, but rarely do we ever address how we’re spending our time outside of work.

Many of us survive a 9-hour work day and commute home only to find ourselves busy with our personal to-do lists, running a household, and taking care of a child (or 2 or 3, and so on).

If you spend all your time working, whether in the office or within your household, you’re going to feel drained at some point. This is why setting meaningful time for yourself every day is highly important.

Look, I get it: I don’t know anyone in the working world who can shun all responsibility for a 3-movie marathon or happy hour with friends whenever they feel like it. But finding time for yourself, be it just 30 minutes to an hour, can really make a difference in how you feel at work.

This works because you’ll have time to actually relax and let the day’s stress melt away while you enjoy something just for you. The to-do lists and stressors will still be there after you’re refreshed and ready to tackle them.

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No time for me-time? Try this:

If you have a busy household, you’ll need to capitalize on a block of time you know will be completely uninterrupted. The easiest way to do this: try waking up 30 minutes to an hour earlier than usual (or push bedtime back an hour if you’re a night owl, like me) and take time to do something you enjoy.

This could be reading with a cup of tea, catching up on Facebook, spending time on a passion project—anything! As long as it’s meaningful to you, it works!

Bonus:

Starting your day with meaningful time for yourself can set you up to have a positive mood that lasts well into office hours, and having your me-time in the evening can give you something positive to look forward to during the day.

4. Get productive and feel accomplished

Don’t you just love the feeling of checking the last item off of a hefty to-do list? That’s because self-motivation can be a huge driver of positivity and success.

When we accomplish something, no matter how small, it makes us feel good, plain and simple. Applying this tactic to your daily work can be the motivator you need to find fulfillment during the daily office grind.

While there are tons of steps to get more done at work, I’ll share my personal favorite: Prioritizing.

Now, many people handle prioritizing differently. Some like to tackle the little tasks first so they can spend focused time on the big to-dos. Others like to knock out the big items first and get to the smaller ones when they can.

No matter which camp you’re in, you may be missing one crucial step: Time management.

So how’s this work? When you factor in the amount of time your priorities will take, it can transform your productivity ten-fold.

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Say you have three top priorities for the day. You might jump into the smaller ones or the bigger ones depending on your preferred method, and then find yourself out of time and bringing work home with you at the end of the day.

This is prevented when you factor in time. Knowing how long each item will take, or deliberately setting specific blocks of time for your priorities can help you accomplish more in the same 8-9 (or 12) hours that you typically spend at work.

Try this:

Take a look at your priorities and consider how long they should take. Pop into your Google calendar (or Filofax, whatever works for you) and schedule time to work on your priority items around any important meetings or events of the day.

The most important thing to remember is to stick to your dedicated time.

Often, when we know exactly how long we have to work on something (and honor this time limit), we’re motivated to get more done on time to avoid taking work home at the end of the day.

The bottom line

There’s no need to waste 1/3 of our lives feeling unsatisfied at work. Luckily, you now have the tools to get started, take back your time, and become happy and fulfilled at work again.

The only question is — which tip will you try first?

Featured photo credit: Ellyot via unsplash.com

Reference

[1]Psychology Today: The Healing Power of Gratitude

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