Бесплатный фрагмент - Assistant’s Path In Russia: A Guide For The Profession

Reviews for the Russian version of this book

Irina Saldicco, Senior Executive Assistant to CIO of Enterprise Technology Risk, Morgan Stanley bank, New- York:

«Read in one breath, easy language and syllable, without tediousness and moralizing. Specific life examples give liveliness to the narrative. Very accurately formulated many of my thoughts and feelings about our profession».

Karina Kamergoeva, Executive Assistant to CEO at PJSC Sovcombank, Moscow:

«The book gives an opportunity to plunge into the world of a person, on which, although not everything depends, but very much in the company and the personal life of the manager. Absolutely unmistakable in this book is the puzzle of a personal assistant. This is the «matrix» that every PA must collect in their head in order to become the best.

I certainly recommend that anyone who wants to be a PRO in this business, have this book with them and go back to it every time when the «matrix» fails :) It always helps to find the cause, recharge your energy and only go forward.

This is one of those books in my life which contains a maximum of useful information for a person who is confidently striving to succeed. I can safely call it the leadership, job description and secrets of a professional. I highly recommend both to assistants and managers. Read within 2 hours».

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Olga Schmidt, Vice-President for Legal & Compliance, Schneider Electric, Moscow:

«I’ve read this book in one breath, as it was extremely interesting for me to look at the organization of the assistant’s work through their eyes. Sincere, stated with knowledge of the matter, and with a good message: the description of the profession, which may seem insignificant to the inexperienced reader. However, it would be a great mistake to underestimate the work of the assistant, and the reader will be able to verify this easily. I think that this book will be useful for beginner specialists, since it will help to place correctly the accents and avoid many mistakes in their work».

Kseniya Pavlova, Executive Assistant to President of Russian Union of Entrepreneurs and Industrialists, Moscow:

«Ready to sign under each paragraph! To be a personal assistant, how to be a wizard who, if you do not fly a blue helicopter, at least you will find the fastest optimal solution. This profession, infinitely interesting, needs you to be one step ahead, to anticipate several variants of the events development. It gives so many opportunities for education and self-education, here the main thing is not to be lazy, as you are standing on a space platform and before you are thousands of options, ideas, and beginnings. I also add that the book is written by a practitioner. I read some chapters, with a smile, recognizing myself and my actions. I believe that having at least a tenth of this information in my mind would save me from stupid mistakes, careless acts — what I now call experience.

It’s an excellent handbook, on my desk it will be for sure».

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«This is impossible!» — the Reason said. «This is reckless!» — the Experience noted. «This is useless!» — the Pride snapped.

«Try…» — the Dream whispered.

I never could write essays at school; I think I just had no ability to express my words on paper. When in 2013 one of my colleagues invited me to write an article, it was exactly this thought: «Try». Don’t be scared. Do it.

And, do you know? It’s a very obvious and funny thing — for half of what we haven’t done, it’s just because we hadn’t tried.

I’m infinitely appreciative to all my colleagues all over the world for their support, lively participation and interest in my book.

And I’m huge thankful to my parents, for their endless support and lessons to go only straight forward, never give up and do not stop on the way to dreams.

Foreword

This book is not about time management, it is not about proper planning, it is not about travel tools, etc.

There are a lot of courses, trainings and webinars that you could attend for those things.

However, I will give one small advice. If you want to catch a lot — do not waste time on tea with colleagues ten times per day, and give up the habit of smoking.

This will save your precious time.

And just work. Step by step, task by task. And prioritize thoroughly.

I have written about what I know and have learned from working as an Assistant in Russia. For those who already work in this field, but have not yet fully understood what it’s all about and why he is here; for those who only thinks about this career path.

In this book, there are no instructions on how to make it easier for you to work.

I want to talk about what you need to pay attention to, if you still chose this profession.

And those who only think about starting work in this area, I hope, will help to think through about pros and cons.

Besides, the profession of an assistant is a unique platform for development, and if you’re not interested to work on this position in long-term period, it can be an excellent springboard.

Because the position of assistant, in my opinion, offers you an education in management and diploma of being a top manager.

This position, despite all the pitfalls which exist, gives the opportunity to develop both horizontally and vertically, depending on your preferences, considering that you clearly understand all features of this profession and are ready for its not-so simple realities.

I was once asked what kind of unusual tasks I had to undertake in my role — but colleagues, the job of assistant is one big unusual task.

For example, in any one day or week you might find yourself:

• dealing with business owner in Australia if your manager wants to open beauty salon,

• arranging support for participation in the Cannes Lions Festival;

• baking the cake and then staying calm inside when your manager convinces everybody that he baked it himself, because he has led the cake’s competition. And etc.

It’s extremely interesting and complicated job.

You will never know what else you should do and what to learn.

And, if you’re ready for challenges, and sometimes so ready that several times you will have only one wish, to quit and change the job — then go ahead!

Christina A. Maslova

Moscow, 2017

What I think about the role of assistant

I was once invited to speak at a conference for assistants and, as the topic of the speech, I was asked to talk about the peculiarities of working with expats. I have worked with expats for most of my career.

About six years previously I was already given a speech on a similar topic.

But, after these years, it became clear to me that my view has since changed somewhat. Yes, mine. No, not in terms of working with expats. Here, of course, there are certain issues which I will discuss later in the book. What I mean is that my vision for the profession has changed.

The topic of my speech remained stated, as it is. But as a result, I went out, and said: «It’s all bullshit!» — after which my whole speech was more of a motivational nature and was reduced to one simple thesis: «Screw it! Let’s do it!» — which was brazenly borrowed from Richard Branson.

Because there is no difference what kind of manager you work with. Either you suit to each other, or you do not.

There is a difference in mentality between the Russian leader and a foreigner; there are differences between the Russian company and the western one — in management principles, in policies, procedures, etc.; there is a difference between the quality ratio in assignments — more business or personal; or both.

But for the assistant, if it matters, then only during the choice of the company and the direction in which he or she wants to work.

All other stereotypes you can throw boldly in the trash because, as a rule, they do not stand the test of time and experience.

After all, the essence of the assistant’s work is that we must make the life of another person easier. And this is very difficult. It is important to do everything as if you were doing it for yourself.

And in this, by the way, there is a definite plus. Because such an approach inevitably leaves an impact not only on the quality of work, but also on the quality of life in general. You learn when to and when not to do things differently. And this cannot but cause rejoicing, because everything changes for better.

Just a simple example: my first article about our job was published in 2013, and since then I have written at least ten more. And with all my texts I check as I do with my articles — scrupulously and very attentively.

I should admit that before that I didn’t pay so much attention to how I write. And now colleagues sometimes even take offense at me, but I pay attention to every comma and space, and it does not matter to me to whom the letter goes — to the colleague who sits next to him, or the business partner of the head — they all receive my top-quality work.

I want to say that it was worth changing the approach to how I write, and the quality has changed. And this is very important. Your approach to work will directly affect the quality of your performance of your duties.

Michael Hyatt in one of his notes wrote that «an executive assistant is an extension of the executive he or she works for».

Without this connection, there will not be a tandem in working. And success, too.

Because nothing helps to achieve the result so effectively as the team of like-minded people who work for it.

And choosing this profession, you choose the path when you become the «extension» of your leader. You are concerned with everything that happens in the company, if you are an assistant to the President; you are concerned with everything that happens in the department, if you are an assistant to the person who leads it. You choose the same pace of work as your leader.

And if we talk about the prospects for the career development for the assistant in the company, then knowing, understanding and delving into what is happening around you, you can choose a direction that is interesting for you. Of course, keeping in mind that you really need all this.

Once I was asked why the profession of assistant is attractive for me. I will tell you:

I like being in the middle of things, but not in the spotlight. I love people, but I hate crowd. And I prefer to keep silence while others speak.

This is all reflected in my work.

I feel comfortable that I can stand in the shadow while being in the epicenter. After all, for example, I hate to speak; I just fall into a stupor in public. Over time, I had to fight with this fear, but nonetheless, it was there.

In fact, in any job it’s important to understand what suits you best. Understand your needs. We all do something somewhere and not always because of money. I can be wrong, and, of course, financial stability is important as nothing else.

But your whole life will be one big piece of shit if you wake up every morning and feel totally unhappy because you have to go somewhere you don’t like or enjoy. I want to say that you can be the best only if you feel great where you are.

Because there is nothing more stupid then to work where you don’t like; live with someone whom you don’t love and are engaged in what you don’t like to do.

Life is too short to afford that kind of luxury.

Haruki Murakami told once that «profession should be the act of love initially, but not a marriage of convenience».

I am firmly convinced that it is possible to become a real professional only if you are doing business that you love.

The profession of the assistant is interesting.

Do not think that this is the way to nowhere. This is far from reality. I know colleagues who have been working in this field for many years, with the opportunity to be developed in another area. But, as a rule, they simply combine the assistant’s job with other interesting projects.

Sometimes colleagues complain that their friends or relatives around them do not understand why they chose the profession of an assistant. Like, this is not serious; it’s some kind of incomprehensible work, etc.

I will not even try to persuade that sort of people, because in order to judge — one must take and try. And it’s still a big question — will it work out or not?

Therefore, if you are comfortable where you are and if you like it, then this is the main great thing.

Everything always depends on you, on your wishes and ability to understand what you really need.

How it all began

My career started as a receptionist in a foreign bank, whilst I was a student at university.

The fact that most of our stream went to work almost from the second year is the merit of our teachers and the dean of the faculty.

We were immediately told that theoretical knowledge is good, but we will use only thirty percent of them, and without experience, even the most brilliant graduate with a red diploma will not be needed much.

Alas, the laws of business are severe: besides knowledge, experience and practice are valued.

Since I studied English from the first class of a specialized school with in-depth study of Foreign Languages, at the time of admission to the university I could practically communicate freely at the everyday level. As it turned out, in order to sit at the reception desk, answer calls and meet guests, my level of English was quite enough, and I was hired.

This first job I still consider as fundamental in my career.

It was where I learned what systematicity and organization mean and how important it is for normal work.

Every person had their place. We worked in tandem with a second secretary, and this was my first experience of teamwork.

In addition to us, the administrative department had an office manager, an inner courier, coffee-ladies, drivers, department assistants. And, of course, an assistant to the President of the bank! Back then this position seemed to me something beyond the reach and unattainable!

Sometimes we combined the functions of a secretary and an internal courier. And then one of us worked full day at the reception, the second one shuttled round the offices with correspondence. And if the working day was on Friday, then those who worked elsewhere in the building on this day could afford to come in jeans!

This rule has permanently settled in my head, and wherever I work, I know that jeans and T-shirts I can afford only on Friday. And then, if there are no important meetings. But then, Friday’s metamorphosis concerned everyone, from the President to the drivers. It was especially fun to watch after the Department of Information Technology. All week, respectable young men who came to the office in suits and ties, turned into boys in colorful T-shirts and jeans.

In general, then it seemed to me that people who occupy high positions, can afford a lot, starting with clothes, and no matter what day of the week on the calendar.

How far I was from the truth! This now I know that less than ever, I can afford to wear what I want to the office. And this rule — the higher you climb the career ladder, the less free you become. Not in everything, of course, but in terms of conventions and rules — absolutely. In this there are undoubted advantages, you learn to look good always and everywhere.

And when you go shopping for new clothes, you cannot help figuring out whether you can wear it in the office, and if not, buying one or another thing may be postponed, because we spend most of our time in the office.

Despite all the complexity of the secretary’s work, I always remember my first job with a smile. At least because it gave me an understanding of the processes and devices of work.

Although, no, there is something else. I found out exactly who the most important person in the office is. More precisely, there are three of them. The secretary, the driver and the cleaning lady. Do not laugh!

The work of the first person is actually unrecognized and unrewarded. And before you challenge me on this statement, let’s remember together how each of you started in your administrative career.

And if you say that your way up has always been strewn with roses on the red carpet, and then in advance please forgive me if I do not believe you.

One time on Reception, my colleague and I were told to await the arrival of some tickets for one of the Vice- Presidents. This fact was controlled personally by the administrative director, and we had to immediately report on their delivery.

The next morning an uproar broke out in the office. The tickets were nowhere to be found! We searched for them everywhere: at the reception area, inside the office, and at the desk of the assistant to the President.

Although at the time it was obvious to me that it was pointless to look for them, since we registered the receipt of all incoming correspondence, and since there was no mark for the tickets in the registration journal, then there could really only be one conclusion — they were not delivered to us.

There was always a slight chance that someone took the envelope from the courier, forgot about the registration, and even forgot where they put it or to whom they gave it, but that chance was extremely small, because every pair of staff working on the Reception followed the same rules. And the probability that we amicably spit on the orders of our superiors was, to put it mildly, insignificant.

Be that as it may, a verdict of «You lost them!» was issued and, although my colleague and I were not fired on the spot, which seemed absolutely inevitable in such a situation, it was not very pleasant. Our supervisor herself took up organizing the reservation of new tickets, and all would be resolved, but that was not the end of things — the story continued.

After lunch, a messenger arrived from the courier company with the apparent «lost» tickets.

It turned out that they simply did not have time to deliver them to us the day before and did not bother to contact us to let anyone know.

It is not difficult to guess that there was another uproar at this! Only now the uproar was directed at the leadership of the courier service.

Towards the end of the day, when I made tea in the kitchen, the driver of the President of the bank came into the room. Of course, he knew about the epic story about the tickets. In general, news items like this are always spread with the speed of light in any company.

The driver was a man of a certain age, and from his point of view, when employees are accused of slipping, and then it is discovered that they were accused unfairly, then at the very least, they should receive an apology.

The whole story is to ask: how often do we notice people who by definition should be invisible?

We come to the meeting room after a meeting, and there should not be dirty dishes and crumbs on the table.

We arrive in the morning in the office, and under the table we have empty trash bins with a clean bin liner inside.

Once, however, the baskets were not empty, because there was some failure in the schedule of cleaning workers. At that time, I was already working as an assistant to the head of the department, and I took care of the situation myself, as it happened in my department.

Normally, when there is no rubbish, we take it for granted, but if the garbage builds up or appears where it should not have been, it is often only then that we sincerely begin to wonder, what is the problem? But it is nothing, it is just garbage. You, apparently, just forgot how it looks.

At this point, may I introduce you to Svetlana, the cleaning lady, about whose existence in your office you probably did not even know?

Next, we leave the house in the morning, and the car with the driver is already there, ready for us. And we do not need to wait, call an assistant or call the driver. Because they have already agreed among themselves, and you only need to get into the car.

And what if the person who is always driven by a personal driver, suddenly finds themselves having to go instead via the subway? I have seen this happen — and a more miserable creature was hard to imagine.

Although, you must understand that I tell this story with reservation: not everyone sees this as a tragedy of a global scale!

I think that the main thing is: when you got to the top and you are somewhere comfortable and you feel good, do not forget where you first started.

It will not change much in your life; it will change very little in the lives of subordinates, as their mistakes will still be noticeable. But it will help to save the human face and will not turn you into a soulless business card!

In one job interview when I asked about the personality of the CEO in the context of other things, the HR Director told me that the CEO’s current assistant tried to warn colleagues when the manager was about to come into the office: which was reminiscent of the very famous movie «The Devil Wears Prada».

Respect has nothing to do with servility.

And the management style, in which the manager’s door is always open to everyone, is much more effective than the one in which, despite the open door, no one enters it.

Main qualities of the perfect assistant

ATTENTION

Attention, attention and again attention. Especially in details. From «what kind of coffee your manager drinks» to «what time is better for board meeting». Of course, you will not find out everything straight away.

And what is more important, you will not remember everything. So, at first is better to write down everything.

Many people think that they have great memory. Yes, it might very well be, but this will not help you. Because at one moment the volume of what you should remember will go out of all possible limits and you will start to forget things.

Your diary and your notebook should become your best friends and partners.

Better to write down and then clarify if you didn’t understand something. Because there is a huge difference between clarification and repeat.

If you manager finds out that you tritely forget what he has told you this will cause irritation and concern that you cannot work efficiently.

Besides, top managers don’t have enough free time. And what they have, will not allow them to fight with your forgetfulness.

My first mistake — which will stay in my memory forever — was when I had forgotten to order a taxi for my boss. My career just started, I was very reliant and thought that I could remember everything.

Years have passed and now my table is full of color-coded notes with reminders. This doesn’t mean that there’s something wrong with my memory, but, first there are a lot of very small details which you simply don’t need to keep in your head, especially when you can write them down.

And second, there will be so many more of these small details that it is a simple fact that you’ll never be able to remember everything.

So, the best thing is to resign yourself that you have a great brain, but not the supercomputer with terabyte of operational memory — and make notes!

ACCURACY

Mainly this is related to documents: letters, meeting minutes, presentations, etc.

There is nothing worse than chaos in documents, so my main advice is to keep your documents in order, both on your desk and on your computer.

This will help you to find any important information quickly, for example if you need to re-print a document, if the existing one cannot be used.

Also — make backup files of all your documents.

In your role you are likely to also deal with some of your manager’s personal documents, such as their passport and insurance documents (as a minimum).

I have saved images on my iPhone of the most important part of such documents, so that I can have the access to them at any time and any place.

I’ve also marked in filing folders to list what is where. There have been situations when this ordering system has helped me a lot.

Take the following as a simple example: imagine you are out in country house. There is no Wi-Fi. So, you didn’t take your laptop with you — why would you, if there was no internet? This is a normal situation: we are all people and we need rest.

However, business never sleeps. And on a beautiful Saturday evening at 9:30pm you receive an SMS from your boss who needs to urgently return to Moscow on Sunday. He tells you to «do something, create whatever is needed, but get me back».

Shortly — like always, you feel that everything is burning or has already been lost. You can try to use a travel agency, but their weekend employees cannot always help you in an operative mode. And not every agency actually works on the weekend.

So, if you have access to copies of all the documents with you on your iPhone, you can do it by yourself and you’re told «well done» because you thought ahead what you might need if there was any such sudden emergency. And yes, the boss has returned, everybody is happy, all things are one.

PUNCTUALITY

I think that it makes no sense for me to point out to you that you cannot be late for meetings, or that you must come to the office before your boss. These are all obvious things.

But we are all sometimes late. With the current busy mega- cities, traffic jams affect everybody — from secretaries to Presidents.

For an assistant though it’s better to be late when the boss in the office than when he is, for example, away on a business trip. (Of course, it is better in principle not to be late at all.).

But if you can warn your manager, when you absolutely have to be late, make it seem that your delay is planned — and that it is a sign that you are not like everyone else, — you can afford to come into the office later, as you have everything already set up to run like clockwork.

Remember: the assistant is like a good watch, so keep tracking the clock run. So, when there are situations beyond your control where real life takes over, you can warn that you will be coming in later to the office.

But, if there are known traffic issues with the road or some other circumstances before you start at a new job, it’s easier to discuss this during interview, than every morning to dash in late and be considered to be acting rudely.

In general, though, a good assistant cannot be late at all. Yes, there are some standard deviations, like a plus or minus 10—15 minutes on a standard working day, but that really should be the maximum.

Just remember that arriving on time is showing respect to colleagues who have the same working day as you do.

CONFIDENTIALITY

This relates to documents which the assistant works with which are not for public knowledge. If in paper format, it’s better to store in a closed desk and have passwords on the computer desk-top and email.

Maybe you think that I write about obvious things. Well, maybe and I’m glad that they are obvious for you.

I could argue that if everyone understood what confidentiality is and actually adhered to it, we would not be forced to place protection monitors on laptop screens and press Ctrl+Alt+Del to lock the computer when going out for lunch.

When I worked in a Japanese company there was a strict rule to block the screen on your computer when you went out, and the managers checked this strictly.

There might be no situations in your life when someone can read what he or she should not. But if a single case should happen and you didn’t protect the information when you could have, then there would be trouble.

It’s just one small question «What if?» — ask yourself and

then block the screen. It’s simple.

ACUMEN

If you know that your manager is going to have a meeting in the office, think ahead — what might be needed for it? Will they need lunch and you should order food? Think for 2—3 steps.

Make plans in advance, so that you will not have to urgently order pizza, print out 10 copies of documents, and be sure at the same time that the office will not run out of tea or sugar, or the printer will be broken.

Use every opportunity to make your life easier.

In most cases your boss will forget to ask you to book table in the restaurant or set up the projector in conference room.

There is nothing worse than having to call your IT guys when partners or clients are already in the meeting room. At this late stage, your boss may think that they cannot rely on you.

Plus, you yourself will get annoyed to running around «in a lather» just because you didn’t think in advance.

Learn to do everything perfectly straight away and show your business acumen — it will save you from many problems.

STRESS RESISTANCE

Don’t panic! You cannot be protected from all problems and stressful situations will always be part of your daily work.

It’s important to react properly. My first advice would be: even though everybody is in a panic and don’t know what to do, keep a cool head.

If you cannot do this — my second advice is to breathe. Give yourself one minute to think about the problem. This will not add or take anything, but you will have chance to think about the sudden question or problem.

Also, always remember that you’re the face and voice of your manager: and it’s not the right thing to do, to run across the office shouting «Boss, everything is lost!».

You cannot afford to do this. Everybody around may be at the point of killing them-selves, but you must keep calm, even if every step you have taken has failed. It’s not the end of the world, is it?

In case it is, you will still not be able to change anything.

Seriously, if you are able to stop for a moment and think even in a stressful situation and stay calm, it will save your nerves and composure.

COMMUNICATION

A good assistant is a good communicator. The person with perfect communicational skills and ability to talk to people properly in any circumstances, regardless who stands before them — whether colleague, client, partner or guest.

Many assistants when their boss is out taking the role of deputy to answer some questions, or to write mail on their behalf. Also, some assistants are the bridge between their manager and colleagues, and proper communication is vital here.

On one occasion before a business trip, my boss needed to review the files which were to be presented. The preparation of these was the responsibility of our partners. They were late in delivering the work and promised to send the final version straight to us before the meeting, and told us that changes were small.

That wasn’t good enough, and I was forced to write an email to one of the partners with a request to send everything before the meeting. From one side I couldn’t push them, but on the other I needed the result.

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The way an assistant walks during communication with people can be on a tightrope stretched on the height of several meters, and the only way to find balance is the ability to communicate properly.

Always think before you talk or write.

Take an example from politicians. They ALWAYS think about what they say.

In this case the article of Sharon Salzberg «Why is every important mail better to send to yourself first?» is very useful, to prevent a situation where you can regret having sent it. Sharon advises to wait several minutes and re-read the written text.

Of course, it’s not so easy. The research shows that self-control is not the skill which everyone of us has. If you want to be sure that you really need to send the message and it’s important one, send it to yourself first.

And then think — is it really what you want to send? It’s like answering the phone call, not straight away, but on the third ring.

Sharon wrote: «Even Gmail can send your message in seconds, in real life you have very less unsent buttons».

RESEARCH AND KNOWLEDGE

The only person worse than the assistant who doesn’t want to learn, is the doctor who doesn’t increase their qualifications.

You should be aware about everything in the company — from the terminology to its development strategy.

The assistant’s responsibilities written in a job description always include some out of ordinary ones.

Your position and efficiency in your job will depend on your understanding and knowledge of company’s processes.

This will help you to earn trust with your colleagues and the opportunity to lead additional projects, increasing your value as an employee.

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Finally, it’s your reputation as a professional, who never

stops on the level already achieved.

I always say that the first 2—3 months should be the most intensive ones when you join a new company, because this is the time for you to find out the most.

You should read and communicate a lot. Ask a lot of questions despite how obvious they can be. It’s your way of adapting to the role.

I call this time «informational overload», but afterwards it will be easier to find yourself and the area where your experience and knowledge will be more than useful.

You must be willing to accept that you don’t know everything. It’s your way to become better and fill the missing parts.

Always learn something new. Find out in HR about trainings and courses, and if you also need to deal with translations, then some foreign language courses will be useful as well.

NO FEAR

Show no fear in front of your manager or leader, in front of business partners, in front of colleagues.

Do not fear to knock and enter the boss’s office.

Do not be afraid to ask questions.

Do not say to yourself «how can I call the CEO of another company, he’s the CEO!»

Colleagues, throughout all this — they are people. And one of your priority tasks is to establish good communication links with them.

You can never grow up if you are afraid of business giants. You will never learn to communicate with them, if you do not communicate, forgive the tautology.

Act politely, correctly, courteously.

Once, one of my colleagues, a deputy general manager, told me: «You do not have to borrow impudence, if necessary, you will simply call the Kremlin and that’s it».

Yep, will do.

People, in the most part, regardless of their position and position, are much more adequate and simpler than their ideas.

Therefore, communicate, call, and write. Take a chance to develop communication. It’s imperative.

And remember that nobody will kill you for making a call or sending an email or letter.

They will not scold. It is nonsense. You just need to get on and do your job.

BE POSITIVE