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15 Challenges Only Secretaries Can Handle

15 Challenges Only Secretaries Can Handle

You’d be surprised to know that the most popular profession for women in 1950s and today is the same—secretary. About 4 million girls employed in the US fell into the category of “secretaries and administrative assistants” and I believe it is a job you can be proud of.

Being an executive secretary, personal assistant, legal, medical or a school secretary means dealing with a lot of ongoing tasks at once, mastering time-management and keeping razor sharp attention to details. No matter what they may say, it’s an important and rewarding job to take. Just think of the next 15 challenges we can handle with ease and grace as part of our profession!

1. You can smile and stay friendly even if you are not in the mood.

No matter what’s boggling your mind right now or tears your heart apart, you are a true professional and will always greet your boss’s clients with a bright smile and warm notes in your voice. You are particularly good at separating you work and emotions as you are the person who makes the first impression for the company you work for.

2. You can keep any secrets.

As a secretary you often deal with a lot of sensitive data and private information. The saying “curiosity killed the cat” has a sacred meaning for you. Yes being curios is part of the human nature; however, there’s a fine line between wanting to know more and and being so exuberant that you want to tell everybody what you have just learned.

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You are proud to say that you are someone your employer can wholeheartedly trust and stay sure nothing will ever leak, even the most hilarious or obscure things your boss does. Besides, you are perfectly aware of the difference between being helpful and being too bubbly. The latter includes spilling out information from a client’s file to a caller who barely introduced himself or going into too much details of what exactly your boss is now up to.

3. You can DIY basically anything.

All sort of emergencies happen in the office. Most probably you are the person to deal with them. So now you happen to know a lot of handy hacks from how to DIY last minute business invitation and business cards to creative ways to clean up wine spills fast and even making a lip scrub  (true story). Everyone in the office know you can figure things out and propose an unconventional solution to any problem out there. Surely, you feel really proud of that, but sometimes constantly feeling challenged is a bit overwhelming as well.

4. You can taking notes really fast.

Your typing speed is somewhere close to the speed of light, but you also know that taking longhand notes can be even more effective when there’s a lot of information to digest.  During the past few years you’ve mastered shorthand, developed your own writing system and bought at least 4 new notebooks. Also, you had to master calligraphy as you are the person asked to write some beautiful text on those last minute invitations.

5. You can always stay organized.

You just cannot let yourself zone out, daydream or be a tiny bit absent-minded. Even if you are woken up at 3 a.m. in the morning, you can fire out your boss’s daily schedule for the next month. You have a few to-do list apps in your phone, a corporate Google calendar sync with all your devices, numerous reminders on your desktop and colorful stickers everywhere with the most important tasks to handle.

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6. You are a planner.

As you spend most of your days coordinating events, scheduling company meetings and making all sort of other arrangements from travel to catering, in your daily life, you have become an absolute planner as well. The world “spontaneous” makes you cringe and think of how bad will those unplanned things turn out, even if it’s just a weekend getaway to the countryside with your SO. Your have a strict daily routine and you start slightly panicking when something intervenes and you need to make changes. Some of your friends say you are a bit boring, but you just love to keep everything well-planned and organized.

7. You need to care a lot about your appearance.

Part of your profession is to look and dress well and appropriate. You carefully plan your outfit, accessories and shoes in the morning, watch for new business fashion trends and even secretly flip those “dress for success books.” You frequently visit your hairstylist (sometimes more frequent that your wallet would want to), nail salon and other beauty parlors to look groomed. You wish you could wear anything to work and stop applying makeup in the morning, but sadly there is no way around the fact that people judge you and the company you work for by your personal appearance.

8. You are in constant search of new ways to become even more productive.

Typically, you have a lot of work at hand and loads of tasks to juggle at once. So you spend most of your evenings testing yet another time-management app, reading all about the new productivity trends and hacks out there. The truth is, sometimes you get so engaged that you actually procrastinate by trying to become even more productive instead of getting things done.

9. You can be very flexible.

That means you come early in the morning and stay out til late if that’s absolutely needed. You are okay with flexible working hours that often get sporadic and can easily adjust to nearly any schedule or working environment. However, that means you can’t maintain proper work-life balance and oftentimes sacrifice your personal time for the sake of work.

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10. You can deal with any type of person.

Obviously, you don’t work in a vacuum and apart from dealing with your boss, you also happen have a sort of interactions with vendors, clients, board members, other employees and all sort of other folks out there. Yes, most of people you interact with are genuinely pleasant, but you often get face to face with “difficult people” as well.  You are forced to exercises all your patients and professionals to keep the communication smooth and polite. In real life you’ve probably said the f-word already at least twice, but at work you can’t let your emotions dominate.

Apart from that you are sometimes bullied by those who see you as a subordinate. It’s another unpleasant situation you have to tactfully deal with and communicate assertively while keeping good work relationships.

11. You can always learn something.

Now you can master any new accounting software in about 15 min, set up any email client, deal with different models of printers, scanner and VoIP phones without calling the IT guys. You learn new things every day and master new skills depending on the task you are supposed to handle. However, being a Renaissance man sometimes gets tiring.

12. You can never be late.

Actually, being late is your worst nightmare. So you always set two alarm clocks in the morning, especially if you have an important meeting. You leave home well in advance to have some extra time in case you get stuck in a traffic jam or something else turns out.

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13. You can never throw papers away.

During your first month you were kind of afraid to throw any paper away as it might later turn out as important. Now, you need one quick glance to identify which pile the paper should go to trash; to add to the folder as it might be needed some day; important and “never through that away under any circumstances.”  The problem is: you’ve stopped throwing away papers at home to and keep them neatly organized in folders just in case it’s ever needed.

14. You are very attentive to details

As you deal with a lot of paper work and important data, one small typo can not only cost you a job, but get your whole company in serious trouble. Say, typing $600.000 instead of $60.000 in a vendor contract. Your job made you manically attentive to all the details, you triple check everything you send to other people. Also, you are probably a grammar nazi and can help telling your friend that he misspelled something on Facebook or didn’t use the correct tense.

15. You can always crack a good joke.

As a recent survey found, 98% of CEOs prefer candidates with good sense of humor. Yes, you are a true professional, but that doesn’t mean you can’t have fun at the same time. People like you because you can give a witty remark or make a good joke even when things get really intense. Your sense of humor is among the things that help you handle even the most daunting challenges with ease!

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Elena Prokopets

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Last Updated on January 14, 2019

The Key to Finding Job Satisfaction and Having a Successful Career

The Key to Finding Job Satisfaction and Having a Successful Career

Regardless of whether you hold an entry-level administration role or regularly travel to the ends of the Earth as a hot-shot senior executive, you can still find yourself harboring an emptiness… a feeling that something is missing. A popular assumption that experiencing job satisfaction and a successful career should be underpinned by a well-rounded suite of tangible benefits, no longer holds true for many of us.

We’d never deny health care benefits, appropriate and fair remuneration, bonuses and travel perks in a job package. However, even if served to us on a silver platter, those features can only satiate us to a certain point.

You might wonder what governs entrepreneurs and start-up business owners to quit their lucrative jobs, essentially look the gift horse in the mouth and kiss such benefits goodbye! There can be an irresistible pull to mastermind a business with products and/or services that serve the greater good of community wider than that constituting their daily existence.

Even with research showing entrepreneurship to pose greater threats to their mental and physical health, this unique breed of individuals choose to go against the grain in chasing their dreams of being their own boss. Why? Why would anyone risk this type of career suicide?

Whether you’re an employee, have recently taken the leap to being a business owner or been in business for a while, the commonality is a congenital condition we all share as human beings; to feel a sense of purpose, value and contribution to our community. Despite it being harder to find this for ourselves in today’s world, these approaches will help you achieve ultimate satisfaction through the twists, turns and joyrides that are essential features of shaping a successful career.

1. Search for Opportunities That Feed Your Passion, Not Temporary Excitement

Even though well-intended, the ‘feel good now’ compass that career coaches and consultants often recommend you use to create career satisfaction can actually do you more harm than good. Excitement is transient. It doesn’t last. Passion is the compass you need.

Passion and excitement are two different things. The resounding career legacy that still draws you to turn up on the job regardless of the sunshine or storm that awaits you…that’s passion. It’s like a mental and/or emotional itch you can’t shrug off. Staying attuned to that calling will breed success for you sooner or later. Patience is key.

You’re also likely to have more than one key passion. Beware of getting caught in the notion you have to find your one true purpose. In fact, run immediately from any coach who tells you there is only one. There isn’t.

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Your passion is a journey that can take multiple forms so forget thinking there is the single dream job out there that will give you satisfaction in every way you can imagine. It simply doesn’t exist.

Consider embracing different roles and projects to help you fuel your passion or fuel your pursuits in finding it. Job satisfaction and your career success will be all the more sweeter from a wider range of enriching experiences.

2. Don’t Position Job and Career Satisfaction Assessments as Pivotal Guides to Your Success

Despite their popular use for vocational guidance, assessment tools such as Gallup’s Clifton Strengths and the Myers Briggs Type Indicator have come under fire[1] as being limited to the amount of true value and direction they can offer partakers.[2] These and many other guidance assessment tools (e.g. VIA Character Strengths , DISC ) are self-report questionnaires that don’t have normative population data against which to compare your results.

Simply remember these tools help you develop a stronger sense of what you identify as strengths and weaknesses within yourself, not in comparison with other people. They will still add insight around what sorts of career opportunities, tasks and projects are going to light your fire, what ones are going to extinguish it and what will prod and keep the coals steadily smoldering.

3. Be Clear on Your Personal Values, Ethics and Principles and Choose Relationships That Support You Honoring Them

Teamwork, collaboration, open communication and trust are commonplace for any flourishing work environment. However, whether or not your personal values can be honored in your work can make or break your job satisfaction.

How committed do you want to be to an organization that expects an average of 10 unpaid overtime hours every week under the guise of ‘reasonable overtime’? Are you willing to accept their construing this expectation as ‘strong commitment’ at the expense of your partner and children waiting at home for you? What are your boundaries concerning when you clock on to their time and when you clock off to yours?

Being very in tune with what your personal values, principles and ethics are will bid you well in the job satisfaction stakes. Spending time to reflect on experiences and working relationships you’ve had – the good, the bad and the ugly – will help you make well-informed searches and grounded decisions that will propel your career success.

Finding and nurturing relationships with associates and colleagues who share similar values doesn’t just make your day-to-day pursuits more enjoyable. You become fortunate to work with like-minded people who will support, understand and appreciate you like a second family.

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Being able to honor your personal values in your work means you will still be able to sleep at night when you have to tread where others fear to, and make extremely difficult decisions others would never ever dream of having to make as you forge success in your career.

4. Be Clear on Your Own Definition of What Having a Successful Career Means for You

It’s tempting to get caught up in the ideals and projections of success expressed by those we love, admire and respect. Underneath, we all want on some level to belong to a successful club of some sort.

With research reporting how much money we feel we need to be truly happy,[3] many of us try to subscribe to the notion that having the car of our dreams or taking a European holiday annually will not bring us happiness. The truth, however, for many of us is these tangible rewards are congratulatory reminders of our persistent efforts to chase our career pursuits.

If those are things you aspire to, don’t let anyone steal your desire and want to feel deserving of these things, that those are some parameters by which you define your career success.

Despite consistently being the top revenue earner for two years running, you may not wish to become the sales manager. You may not wish to step out into running your own business even though you consistently excel as an employee, delighting clients and repeatedly receiving glowing testimonials.

Your definition of career success might be enjoying the predictability of a regular workplace routine. You get to leave – without feeling guilty – at the same time each day, love the people you work with and get to spend a good, uninterrupted amount of work-stress free quality time with your family. That picture is also blissful job satisfaction and complete career success.

5. Identify the Sorts of Challenges and Problems You Want to Learn to Overcome

Standard advice you might receive from a career coach might be to look for opportunities where you get to capitalize on exercising your strengths and career-related activities you enjoy.

However, to become a success at anything involves improvement. To excel at anything often involves stepping outside boundaries and comfort zones where others wouldn’t. This means dedicating focus and attention to things you’re not so good at and things you don’t like.

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Here’s where working with a coach can be particularly helpful. Map out the experiences that were unsavory in your working history. Were there challenges you opted out of, projects you failed at or toxic relationships that blasted your sense of purpose and self-worth into oblivion? It’s within these experiences that you might just find the most valuable lessons and guiding lights for your trajectory to achieve greater job satisfaction.

If your natural leadership style is to be a collaborator, finding opportunities that require you to apply a more dictatorial style might be needed. Discussing a secondment or short-term project where you get to develop and test your skills can be a step further in earning contention to lead a larger project down the track.

With several of the company’s boldest personality types penciled to roll out the operation, you’ll not only develop skills that earn your right to throw your hat in the ring; those key players have an opportunity to see your competence. You can then work on building relationships with those stakeholders before you need to hit the ground running should you win the lead.

Greater job satisfaction comes with planning and choosing the lessons and opportunities you want to learn, not desperately flailing, floundering and hoping for the best.

6. Keep Reviewing Your Goal Posts and Be Amenable to Change

The word ‘career’ is indicative of a longer-term pathway of change, growth and development. The journey is dynamic.

You will accumulate new skills and let those you no longer need, become rusty. Your intrigue will be stimulated by new experiences, knowledge and people you meet. Your thinking will continue to expand, not shrink. As a result, your goalposts are likely to change.

A major part of enjoying a successful career is not just setting goals effectively, but regularly reviewing and readjusting them where necessary. However, moving the posts or the target still needs to take place by applying the same processes by which you originally created them. The strength of your emotional connection to those revised goals needs to be the same, if not stronger.

By asking yourself the following questions, you can assure your developmental and growth trajectory is still on course:

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  • Would working toward these goals still allow me to honor my personal values, principles and ethics at the same capacity if not greater?
  • Do the activities I need to undertake to meet these goals honor my highest priorities?
  • Does this feel right for me and those who are nearest and dearest to me?
  • Is this aligned with my passion?
  • Is chasing this goal a right step for me to take now or is this a detour or distraction which could delay my greater plan?

Each of your career goals should have different review periods. Whatever you do, stick to the review schedule you set. It will not only keep you focused but help you see your progress (or lack thereof) and allow you to timely re-chart your course before you get too far down the track. You don’t want to waste time haphazardly heading in the wrong direction.

7. Be Prepared to Let Go

It can be unfathomable to us as to why others risk leaping into the unknown when everything truly appears fine and dandy in the career realm. The company provided stability, recognition, financial success, interesting projects and the promise of a promotion…what was wrong? Why now jump sideways to run a café or train in another field altogether?

Nothing may have been wrong at all. It was all going right. It was just the end of a chapter. Perhaps the yearning for the next step is actually taking a different trajectory entirely. You may want to simply experience a different rhythm. Perhaps it’s time to pursue a different passion.

If you have leaped from employee-land to freelancing or have made the reverse-jump (or you know someone who has), you will have quickly grown a different appreciation for pros and cons each work lifestyle brings. Working for yourself can bring the greater realization of your creativity, whether or not it can be monetized to earn you a living.

When your customers are buying you or a product you designed and fashioned, there is a direct level of appreciation and gratitude that can elevate your confidence in the way you have never experienced as an employee, regardless of your rank.

Similarly, there are times where we need to recognize our business ventures were adventures, not long-term life-changing empires. There are times we need to recognize that time is what provides the clearest limitation of how long we persist for in such pursuits.

We have to recognize the absence of enough financial, mental, emotional and physical breadcrumbs that tells us we’re no longer meant to push in that direction. At least, not for the present time.

The Bottom Line

Above all, keep the momentum. As long as you remain committed to pursuing work opportunities that allow you to honor your highest priorities, the truth of who you are and what you stand for, achieving ultimate job satisfaction and a successful career will never be too far away.

More Resources to Help Advance Your Career

Featured photo credit: Csaba Balazs via unsplash.com

Reference

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