I work as a Personal Assistant to the chairman. My HR Department has
asked me How do I add value (with what I am doing now) to the overall
business of the company and not only to the Chairman?

---

Request for Question Clarification by czh-ga on 22 Jun 2005 09:47 PDT

Hello  abbi62-ga,

Why has your HR department asked you this question? Why now? Are they
doing a classification review? Are they asking others as well? Is
something going on in your company? What is the scope of your job? Are
you an executive secretary, administrative assistant or strictly a
personal assistant? What kind of company do you work for? What
industry? What is the size of your organization? What are your
concerns about being asked to provide this information? What is your
level of experience and what is your background? If you had to get
another job, how easy would it be? The more you can tell me about your
situation, the more likely I will be able to get you the information
you need. Thanks.

~ czh ~

---

Clarification of Question by abbi62-ga on 23 Jun 2005 04:15 PDT

Our company is an investment company (around 100 staff) and is going
through a phase where they are letting go some employees and
transfering some to the new departments formed by the recent
re-structuring. I have been on this job with the same man for more
than 10 years now and work as an executive secretary & PA, handling
all his business and personal related tasks. My concern is how to
explain to HR that the work I am doing is adding value to the overall
business of the company becuase being on my post I manage my boss and
his time which in turn affects the overall business of the company in
general. The reason I am here for so long is ofcourse the package and
the great leadership qualities my boss has. I don't think I will be
able to give so much of my self to anyone who is not so understanding,
or has a strong character like him. Thanks..

Hello abbi62-ga,

It sounds like you?ve had a satisfying job working for an excellent
boss so you haven?t had to think about your skills, knowledge or
experience the way those who have been downsized, merged, acquired or
just plain fired have had to do. In today?s ever-changing economy and
job market it?s important to keep your resume up to date and to be
able to describe what are the special talents that you bring to any
organization. It can be intimidating if you haven?t had to do it for a
while.

I?ve collected a variety of links to help give you confidence and the
tools to put together an excellent statement for your HR department to
demonstrate how you add value to your organization.

First, I?ve collected some current job postings for Senior Executive
Assistant to high level executives to help you see what?s happening in
the job market. These job descriptions will give you examples of how
to summarize and quantify your skills, abilities and experience and to
upgrade your use of keywords and appropriate buzzwords and jargon.
Next, I?ve provided you with some general occupational information.

I also found that the website of the International Association of
Administrative Professionals has a great collection of resources and
up-to-date information that will help you get your bearings in the
market. Finally, I thought it would be helpful for you to read some
articles about the job assessment/evaluation process that your
organizations seems to be going through. The articles I?m providing
should help you navigate your way through this stressful time.

I trust that the information I?ve collected will help you do a
terrific job of giving your HR department a comprehensive and
convincing summary of how you ?add value? to your organization.

Best wishes for future career success and satisfaction.

~ czh ~


==================================================================
JOB POSTINGS / DESCRIPTIONS FOR EXECUTIVE ASSISTANTS / SECRETARIES
==================================================================

http://hotjobs.yahoo.com/jobs/NY/New-York/Clerical-Administrative/J479135OU
Senior Executive Assistant to support High-Profile Executive

Seeking an Executive Assistant to support a dynamic Partner of a
leading Financial Services company. Organize meetings with prominent
clients, plan special events, handle personal affairs, interact with
all levels of the organization, client interaction internal and
external, handle all general administrative functions and work on
special projects. Must have excellent communication, professionalism
and writing skills. You must be extremely organized and be able to
work at a fast pace to meet pressing deadlines. Candidate must have at
least 3 to 5 years experience working for high-level executives.
College degree preferred. Financial Services experience a plus!
Unlimited growth potential!

***** This sounds like a job that?s similar to your own. You can use
it as a possible guideline for describing how you contribute to your
organization.

-------------------------------------------------


http://www.sandc.com/about/careers/listings.asp?ItemID=46
Senior Executive Assistant

Responsibilities include administrative and secretarial support to the
Senior Vice President & CFO. In this position, you will be responsible
for efficiently managing the office, scheduling appointments,
maintaining schedules and managing all office files as well as all
record retention/off-site files for Finance & Accounting. You will
also provide administrative and secretarial support for the Financial
Services Director, Treasurer, Controller, Assistant Controller, and
Corporate Counsel. Handling confidential information with absolute
discretion is imperative.

-------------------------------------------------


http://chicago.craigslist.org/ofc/77753770.html
Senior Executive Assistant for Leading Financial Firm $75,000 for best

-------------------------------------------------


http://www.indeed.com/jobs?q=+Executive+Assistant+to+the+President&l=New+York%2C+NY&rb=1
Executive Assistant to the President jobs in New York, NY

***** This site offers a large collection of job postings for
Executive Assistant to high level executives. These should help you
with developing the key phrases and buzz words you want to use on your
own job description.

-------------------------------------------------


http://executive.secretary.administrative.assistant.jobs.com/
executive secretary administrative assistant 
Jobs 1 to 25 of 195

***** See job postings to develop appropriate comparable job
description for your position.



==========================================================
EXECUTIVE ASSISTANT / SECRETARY ? OCCUPATIONAL INFORMATION
==========================================================

http://online.onetcenter.org/link/summary/43-6011.00
Summary Report for:
43-6011.00 - Executive Secretaries and Administrative Assistants

Provide high-level administrative support by conducting research,
preparing statistical reports, handling information requests, and
performing clerical functions such as preparing correspondence,
receiving visitors, arranging conference calls, and scheduling
meetings. May also train and supervise lower-level clerical staff.

Sample of reported job titles: Administrative Assistant, Executive
Assistant, Executive Secretary, Administrative Secretary, Office
Manager, Administrative Coordinator, Administrative Associate,
Executive Administrative Assistant, Administrative Aide,
Administrative Services Assistant

***** This is a long and detailed write-up of the scope of the job of
executive secretaries. It should help you review your position and
give you appropriate language for describing how you ?add value? to
the company.

-------------------------------------------------


http://www.salary.com/careers/layouthtmls/crel_display_Cat10_Ser147_Par247.html
Dream Job: Executive Assistant

?As long as there has been a Big Cheese, there have been assistants to
the Big Cheese. Top executives need support to do their jobs
effectively, and their assistants are considered an indispensable part
of a well run office.?

***** This is a good article that describes how the executive
assistant contributes to the effectiveness of the executive. Some of
the examples here might give you some ideas on how to review your
position.



======================================================================
INTERNATIONAL ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS -- RESOURCES
======================================================================

http://www.iaap-hq.org/
http://www.iaap-hq.org/researchtrends/research_trends.htm
International  Association of Administrative Professionals (IAAP)

***** This site offers lots of articles and other resources that
should help you with reviewing the roles you?ve played in your
organization and the job skills and duties that apply to you.

-------------------------------------------------


http://www.iaap-hq.org/apw/2005_IAAP_profile_of_administrative_professionals_survey_RESULTS-2.htm
2005 Profile of Administrative Professionals
Results from IAAP 2005 Benchmarking Survey?3,200 total responses


***** This survey report gives you excellent information about what is
going on in your field. The various items on the survey will give you
long lists of issues that are of concern to administrative personnel
and should help you with figuring out which ones apply in your
situation and why they are important in your company.

-------------------------------------------------


http://www.iaap-hq.org/ResearchTrends/Salaries2005.htm
Average Salaries for Admin Support Staff - 2005 

The following starting salary information from the OfficeTeam 2005
Salary Guide  is derived from the thousands of job orders handled in
the  United States and Canada each year by OfficeTeam staffing
managers. Continuing or ongoing salaries are not reported since too
many factors -- such as seniority, work ethic, performance and
training -- impact a full-time employee?s compensation as a work
history develops.  Job descriptions, regional analysis of hiring
trends, and selected local salary variances are also included in the
Salary Guide.  To obtain a free copy of the Salary Guide,  visit the
OfficeTeam Web site, www.officeteam.com or call (800) 804-8367.

-------------------------------------------------


http://www.iaap-hq.org/researchtrends/21centuryadmin.htm
The 21st Century Administrative Professional

An increasingly vital and skilled role in today's (and tomorrow's) office...

The administrative professional?s job today requires skills in
management functions and technology, including: project management;
integrated computer software applications; organization and
scheduling; Internet/Intranet communications and research; document
preparation, storage, and retrieval, with emphasis on electronic
recordkeeping; customer service and public relations.

 Admins are handling a wider variety of duties beyond strictly
clerical roles?Today's admins often purchase office equipment and
supplies, plan meetings and special events, work closely with vendors
and suppliers, create presentations and give them as well, interview,
orient and supervise other staff, write and edit documents, schedule
events and facilities, coordinate direct mailings, maintain multiple
schedules and calendars, handle messages and correspondence (with
voice mail, e-mail, and regular postal mail), maintain computer files,
directories, and databases, and more.

-------------------------------------------------


http://www.iaap-hq.org/researchtrends/advanced_skills_admins_need_to_excel.htm
Advanced Skills Admins Need to Excel in Today?s Workplace

It?s no secret that admins are taking on new roles in today?s office.
Here are some of the skills needed to excel in the workplace today,
according to the Education & Professional Development Department of
the International Association of Administrative Professionals (IAAP).

***** This is a good list from which you can pick the job duties and
skills that apply to you. It will help you with finding the
appropriate vocabulary to use in describing how you ?add value.?



===========================
JOB ASSESSMENT / EVALUATION
===========================

http://www.hr-guide.com/jobevaluation.htm
HR-Guide.Com

Job Evaluation; the methods and practices of ordering jobs or
positions with respect to their value or worth to the organization.

***** This is a very comprehensive guide to the job evaluation
process. Be sure to review  the Methods section.

-------------------------------------------------


http://www.findarticles.com/p/articles/mi_m3495/is_1_49/ai_112799810
Job evaluations, health coverage, discipline - HR Solutions
HR Magazine,  Jan, 2004

While performance appraisal measures employee goals, performance and
outcomes, job evaluation is the process of rank-ordering jobs--not
people--based on job content, to demonstrate the relative worth of all
jobs to one another.

***** This is a good, succinct description of the job evaluation process.

-------------------------------------------------


http://www.hrvillage.com/hrforms/JobEvalNex1.htm
Job Evaluation Questionnaire 
Nonexempt Positions 

***** This is a form that will help you think through how to describe
your job to your HR department.

-------------------------------------------------


http://www.ezinearticles.com/?Uses-of-the-Job-Description&id=39410
Uses of the Job Description

What is job analysis? Before we can discuss job descriptions, it is
important to understand the distinction between descriptions and
specifications.

Job analysis is the combination of job descriptions and job
specifications. For simplification purposes, "specifications" are the
skills and background necessary to perform the responsibilities of the
job. Since specifications are often a matter of conjecture and/or
judgment, we have often advised that they not be listed on a job
description and, if they are, that they have been determined by more
than one person with the help of a professional analyst.

***** This is an excellent long article that gives you up to date
information about job analysis.



===============
SEARCH STRATEGY
===============

investment company executive secretary jobs
job importance OR significance executive OR administrative secretary
OR assistant importance
job evaluation OR classification
"job evaluation OR classification" "executive assistant OR secretary"

Well... what do your job responsibilities include? 

Administrative Assistant positions in my company usually do entail
secretarial work, but they also serve as resource managers for common
supplies such as writing utensils, copier paper, and the like - this
saves the company money, as people only take what they need, and less
of it "walks off". Also, the admin assistants coordinate conference
room seating in the area, helping to alleviate congestion and
encourage planning from specific business areas. Finally, the
administrative assistant will know how to do basic maintenence on
things like the printer, fax machine, and copier so the Technical
Services Division won't have to respond to a stapler in the shredder -
that helps them concentrate on REAL problems, and increases
productivity in your area as there is less "down time" for these
common resources.

Time to polish up your resume.  Not to frighten you, but those
questions come up when personnel cuts are coming.  You may as well
walk out the door before they show it to you.

As a Personal Assistant to the Chairman, your value lies in freeing up
his time so that he can more effectively perform the duties of his
position. Were he to have to take care of all the matters you attend
to, his time and attention would be significantly diverted from
company matters, and would adversely affect its functioning.
Therefore, your value to the company, while secondary rather than
direct, is no less important to the overall well being and smooth
functioning of the company's busines as you enable the Chairman to
smoothly perform his job.

Good luck!
Byrd-ga

Dear Abbi62 
Given the fact that you have successfully fulfilled your role as PA
to a senior executive for 10 years , The question you were asked by HR comes
across as pompous, condescending and patronizing (a little bit like
someone asking Stephen Hawking, Albert Einstein or Richard Feynman
what they know about Physics)

I tend to agree with Nelson that your head may be on the chopping block.
If your company has a performance appraisal process, I would ask for a 
Performance Appraisal. It will at least keep the management on the
defensive if they are thinking of letting you go.
Also now is a good time to start to network. Keep in touch with everyone 
you have had a good relationship with both inside and outside the company.
DPRK007

Just say to the HR parasites
 'Abolish my job and find out'

To be honest, if you are PA to the Chairman, then it should be you
jerking the HR jerk's strings.

My guess is that you are new in the job, and they are feeling for vulnerability.

Probably some sort of power struggle going on between your direct boss
and another faction.
I know of a case where a /very/ well known and powerful CEO was
stripped of an auxilliary PA to ... give him a message.

Make friends with the PA/secretary of the FD