| By :
Alison Withers
Copyright (c) 2010 Alison Withers Being PA to a top executive, especially in an international city like London, can be both stimulating and very well paid, but it does require a wide variety of both formal and "soft" skills and, often, the patience of a saint. It is certainly not a job that a newly-qualified entrant can walk straight into so the first step is to get at least two years of experience in consolidating and improving on the basic secretarial and office skills. Plainly, basic qualifications in English and Maths are a must as are a good telephone manner and dressing correctly for an office environment. Correct grammar, spelling and use of English are crucial to written communication, whether it is by e-mail or plain old-fashioned letters, but equally to compiling reports and proposals. Many executive level secretaries are asked to take on some financial responsibilities, and hence need to also be numerate. Computer skills and attention to detail must be top notch also, not only word processing but also managing databases and spreadsheets, internet research and even these days knowing about social media. It is usually the PA or executive secretary who first meets clients, business associates or customers on behalf of his or her boss and is therefore the first impression they have of the company. People skills are also important whether in person or on the telephone. The above are all skils needed by a good secretary or PA, but to be a really top level PA or Executive Assistant calls for much more. They need a reasonably detailed understanding of the company's porducts and operations and of the image it likes to project and so it is likely they wil need a higher level of education in a relevant discipline, particularly if the company is involved in a fairly technical or specialist field. Tact, diplomacy and a good deal of understanding are essential since most busy directors and CEOs rely on their PAs to screen calls and requests for meetings for a variety of reasons. It is likely that a good PA will be able to deal with an inquiry without having to consult their boss, who needs to be able to rely on them to handle people courteously, discreetly and competently. This is a part of excellent diary management and there are other functions that could be included in this, including arranging meetings, itineraries, flights, transportation and hotels. A PA is often asked to screen candidates for interview short lists and therefore needs knowledge of the skills the company is looking for and the type of person who would fit into its corporate culture. An ability to understand the personal likes and dislikes, habits and needs of their boss is an essential part of this. Sometimes a PA will be expected to handle social and personal diaries as well as the business diary and will need to keep track of birthday reminders and other routine personal appointments. Again that will need discretion as well as being highly organised. Finally to stabd out as a really exceptional executive PA it helps to develop a thick skin, quick reactions, a good memory, a sense of humour and a high degree of self confidence and self reliance.
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