Administration and Executive Support - Essay Example

? Administration and Executive Support Introduction AT&T is a leading telecommunication company in the United States with several branches and specializes in a number of services such as internet, wireless digital television services, advertising and data services. The customers count on the company to deliver exceptional services each day and connect them with the world as well as steer their businesses and in their quest to satisfy customers, they need a good managerial structure. An administrative assistant in the company is responsible for administrative as well as clerical duties to run the organization efficiently. These tasks include co-ordination of the administrative activities, retrieving, storing and integrating and relaying information to staff and clients. As a result, administrative assistants must possess certain qualities and skills that will help them carry out duties efficiently in line with the goals and objectives of the company. Key qualities and skills of an administrative assistant Good communication is not only the backbone but also an asset to every business, and thus, an administrative assistant must possess excellent communication skills. Outstanding communication skills coupled with proper listening skills, gives the administrative assistant an ability to form good interpersonal relationships and know how to interact with people since they are in direct contact with customers and clients of the company. Other skills needed by an administrative assistant are organizational and time management skills. Since administrative assistants have multiple jobs and constantly multi-task, organization skills as well as the ability to pay attention to things are a must have qualities. These help them keep track of the duties and everything that is happening and prioritize the tasks, which can only be achieved by excellent time management skills. Confidentiality, dependability and reliability are other qualities that an administrative assistant should possess. They must show high level of or reliability and dependability since they are charged with numerous tasks and responsibilities. Administrative assistants interact with customers directly and so they are bound to know information about their customers thus they are required to be able to keep the information safe and not be the chief gossipers in the office. They should also be very knowledgeable on the company’s products so that they present precise and non conflicting information to clients. They should also exhibit good customer service orientation, personal appearance, attitude and competence since they interact with client or customers on a daily basis. In addition, a good administrative assistant must have certain traits such as honesty, respect, flexibility, trustworthiness and sound work ethics. There are significant because their close interaction with managers allows them to hold crucial information that must be protected and these qualities form the pillar to safeguarding such information. Individual Action Plan Method Details When? Why? Outcome Virtual training Training on virtual methods of working May, 2012 Help in becoming a virtual administrative assistance Public Relations Participation involves external stakeholders June, 2012 Learn how to interact with external stakeholders Leadership development management Participants are placed in three diverse work assignments August, 2012 Develop competitive leadership skills and experience to perform well. ICT Involve learning new IT services September Keep up with the changing ICT technologies Record keeping Training on methods and ways of keeping records October Lear how to arrange and keep records in orderly manner Stakeholder refers to a person, an organization or a group of people who have direct and indirect contact with the organization and is affected or affect policies, actions and objectives of that organization. These group and people include customers, supplies and distributers, shareholders, the local community, employees and directors. Internal and external stakeholder groups Stakeholders Powers and interests Customers Affect the value, quality, ethical products and customer care services. Employees and Managers Interested in the rates of pay, compensation, respect, job security and truthful communication. Managers control the organization. Government Responsible for taxation, legislation and truthful reporting. Suppliers Provide products and services used as raw materials to produce end product for the customer. Interests in equitable business opportunities. Analysts and media Influence information in and out of the company. Creditors Are responsible for new contracts, maintaining liquidity and credit score. Community Benefit from jobs, shares and are involved in environmental protection. Trade Unions Ensure quality working environment and protection of staff jobs. Shareholders Make important decisions and have interests in success of the organization. Administrative assistant is the gear of the office and provides administrative support to the manager by ensuring that he works efficiently. They ensure the documents needed by managers are in order and available when required and incase the manager is to be held accountable for his decisions, they act as mediators by setting up meetings and ensuring that the manager has all the information he needs to defend himself. They organize a schedule for the managers, ensure they go for meetings and appointments on time, keep an eye on his projects and filter any destruction that could affect the work of the manager thus ensuring he concentrates on important agenda leading to productivity in the company (Freeman & Reed, 2003)1. Administrative assistants also supports other stakeholders such as customers, suppliers, community, trade unions, employees e.t.c. by ensuring that their interest in the company are met and, as a link between the managers and the whole company they, provide information and data that help managers make decisions on important issues. Company productivity and returns can be analyzed using several methods for example, return on capital employed (ROCE) ratio which determines how much profit is earned from investments made by shareholders and the management’s ability to make profits from the pool of capital of the company. Through the preparation of return on capital employed and other ratios, the administrative assistant helps managers in making factual decisions that serves the best interests of stakeholders. With the help of these data, projections can be made and obsolete functions eliminated to ensure that the overall objective of profitability is achieved. And administrative assistant is therefore the engine of managerial functions and must be appointed on the basis of competence to enable optimal functionality of the management at AT&T Company. Bibliography Freeman, R. E. & Reed, D. L. (2003). Stockholders and Stakeholders: A new perspective on Corporate Governance. California Management Review, 25(3), pp. 88-106. 0202082643 Read More