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Admin Pro Forum

Share best-practices with your administrative peers. Pose a question, offer advice, or just be a fly on the wall.

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Question: I have to create a single detailed schedule of several major projects to be completed over the next several months. What's the best software to use: Excel? Outlook?  -- Novice in Virginia

Question: Any suggestions on how to perk up a boss who is being pulled into the pits of despair by a negative-thinking company president?

My boss has always been easy-going, but I can see the stress building up.

The company business is doing well. I don't know how to turn my boss away from the "dark side."  -- Anonymous

Question: My company has never had an official, organized system for presenting any type of employee recognition. But now, we are recognizing two employees at the same time for their tenure.

My question is: How do I actually (physically) present a trophy and certificate to employees who have reached milestones with our company? Do I make a speech for each one separately? Do I hand each person their trophy? Do I open each presentation package and hand them their certificate of recognition, then their gift certificate? I’m at a loss.

Thank you in advance!  -- Jean in Kansas

Question: I have found several resources when it comes to multiple bosses. In my situation, we have two Administrative Assistants for one boss.

What is the best way to handle two assistants? Should there be a division of responsibilities or should they do the same thing? If there is a division, how do you handle one Admin feeling less valued? I feel that one Admin Assistant is all that is needed to take care of most everything.  -- Kelleen

Question: I am attempting to get information as to how other organizations are maintaining personnel files, medical files, workman's comp files, training files, etc.  All recommendations and current procedures your company follows would be greatly appreciated.  -- Jennifer

Question: I know someone posted earlier about having a boss with ADD/ADHD. What about when the person diagnosed with ADD/ADHD (combined inattentive/hyperactive type) is the executive assistant herself?

I would be interested in knowing what employer-provided (under the ADA) accommodations have helped other admins with this disorder to do their jobs better/more effectively.

Our responsibilities as admins are often focused on being able to multi-task, keep organized, prioritize, remain on time with projects, remember names/phone numbers, and keep focused ... all of which have to happen simultaneously, sometimes. All of these are significant challenges for someone with the disorder and who has issues with short-term memory, keeping track of time, finding/organizing files and remembering information after being distracted by someone/something else, etc.  -- Anonymous

Question: I wish to start a monthly meeting to include as many of the Administrative Assistants throughout the organization as possible. Does anyone have any hints on if monthly meetings are a good idea, if one hour is enough time, etc.?

I envision these meetings not only building relationships among all the assistants, but also giving all assistants an idea of what each area is currently working on and, if they're working on similar projects, allowing them to share feedback. Also, they can update one another on any major process changes in their departments. (We have a problem with one unit deciding to disband some information that is needed for reports, not aware that other departments are counting on it all being located in one place.)  -- Wisconsin

Question: I am a notary public and I was asked by my new boss to sign some legal documents for the sale of his home. I accidentally entered the wrong expiration date for my commission and need to know if I can just change the year, which is what I messed up, and initial it. Will those documents still be legal?

Has anyone else done this, or am I just a scatterbrain? I just received my commission a couple of months ago so I am new to this. Help!  -- Anonymous

Question: My husband and I would like to move back to Dallas but want to have employment before I get there. I have sent resumes out, but it does not seem to be productive. Does anyone have any advice?  -- Moving

Question: Just wanted to check to see how other companies are defining their administrative assistants' titles.

For instance, in my company, if your boss’s title is supervisor, you’re a Sr. Clerical Associate; if you work for a manager, you’re an Administrative Assistant I; if you work for a director, you’re an Administrative Assistant II; if you work for an executive (VP/GM), you're an Executive Assistant; if you work for an SVP/brand president, you’re an Executive Assistant II; if you work for an EVP/region president, you're an Executive Assistant III.

I'm currently an Executive Assistant to the VP at a company with more than 40,000 employees.

I have a job interview with a national company and the position reports to a director, but the title is Executive Administrative Assistant.

What are other companies doing? How is your job title determined?  -- Executive Assistant to VP

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