We know that #AdminsRock! We hear time and time again that senior leaders couldn’t survive without their admin. We know our ability to manage tasks, people, and priorities is critical to ensuring operations run smoothly – and we do that.
But that isn’t always enough. The world is changing so quickly that we must evolve to stay ahead of the curve. If running a smooth operation isn’t enough to stay ahead, then what else do we need to do?
- Master Current Technology
I started to learn technology back in high school when it was introduced into the high school curriculum, but I wasn’t interested in punch cards or computer programming, so I never went beyond the basics. Working in the office, I quickly adapted to my AS400, Memory Writer, and dumb terminals. Computers landed on our desks at the end of the 1980s or early 1990s, and since that point in time, the need to use and master technology has been on the list of things to do. But tech-savvy isn’t understanding just pivot tables, sending calendar invites, or mail merge. It means staying updated with all the gadgets and tools we use in the workplace.
- Learn Microsoft 365 beyond just Word and Excel. For instance, leverage Power Automate to create workflows that save time. Imagine setting up an automated email reminder system for recurring meetings or deadlines. Learn Zenphi (Google version of Power Automate) and Kissflow if you are a Google workspace. If you don’t know both systems, get comfortable with both systems. While you may not need them in your current role, we know things change, so be ahead of the curve.
I use Microsoft for all my professional communications and documents. But I use Google for my personal email and personal documents. I want to be well-versed in both of them, and this is a good way to make that happen. The comfort zone (which is Microsoft for me) is too easy – and too easy isn’t a way to stay ahead.
- Stay ahead by mastering communication platforms like Microsoft Teams, Zoom, or Slack. Know more than how to schedule meetings, set up breakout rooms, and manage shared files. Being the go-to person for technical challenges will make you invaluable. Know how each of those programs interacts with your boardroom setup. What can be done and what can’t be done (and why not).
- Explore AI tools like ChatGPT, the free version of CoPilot, Gemini, or Grammarly. Use them for tasks like drafting emails, creating meeting agendas, or generating polished reports. For example, if your manager requests a presentation outline, AI tools can help you produce a professional draft in minutes. If AI tools are restricted on your work computers, use your personal computer to get comfortable with a few of them. The excuse “We weren’t allowed to use anything artificial intelligence at my employer” will not matter if it comes time for you to interview at other companies. You will be behind and not get hired. As the common expression goes; AI will not replace you, but someone who knows how to use AI will.
By embracing technology and continuously learning new tools, you’ll increase your efficiency and demonstrate your value to the team. And it sets you up as someone who learns things before it is mandatory. People know that you “know,” which is good for your reputation.
- Strengthen Communication and Relationship-Building Skills
Clear communication and strong relationships are important for any professional to succeed, but in the role of an administrative professional, it is essential.
- Business writing skills have changed. Just because things were done differently when you learned them doesn’t mean that it is okay now (just look at smoking in the office or texting and driving). When writing emails, remember to limit what you are saying. Use bullets and fewer words, but remain polite and professional. Take a business writing course to find out your weak spots and stop using excuses such as, “I like it like this!”. We communicate in much more text than in the past, so master that mode of communication (email, instant messaging, chat platforms, etc.).
- Build relationships and a comfortable rapport with your executives and colleagues. Simple things can make a difference. Warren and I are both gluten-free (sadly, it isn’t by choice), and when we were at a friend’s house on Sunday, we had an impromptu “stay for dinner” invite. Lisa remembered that we were both gluten-free and had options in her house that would work for us, even though we had no plans to stay for dinner. That made me so grateful to know that my friend remembered this odd fact about me and had food in her home to accommodate if we were there. It made me feel like she was thinking of me in advance, which felt good.
At work, simple things such as knowing your executive prefers to review documents in print or asking about their grandkids if they saw them on the weekend matter. If your colleague walks into the office kitchen and you know they are a tea drinker vs. a coffee drinker, the little things like turning on the kettle go a long way to making people feel good. Think about how you feel when someone remembers the little things about you. It makes you feel good and good about the other person, too.
- We all have that one person in our life who is the BEST listener. They make you feel heard, and you love how that feels. Be a great listener. Develop active listening skills during meetings or conversations. Take notes, ask clarifying questions, and summarize action items to confirm understanding. For example, email a summary of discussed points and assigned tasks after a team meeting to ensure everyone is aligned.
Strong communication and relationship-building skills position you as a trusted partner within your organization.
- Take Initiative and Embrace Lifelong Learning
Proactive professionals stand out as leaders who bring value beyond their job descriptions.
- Volunteer to lead or participate in projects outside your routine tasks. For instance, if your office lacks an emergency preparedness plan, offer to create one. Research templates, organize a training session, and demonstrate your ability to take charge.
- Invest in professional development. Enroll in courses or certifications like CAP (Certified Administrative Professional) or PMP (Project Management Professional). Many of these programs also connect you with a network of peers, further broadening your opportunities.
- Stay informed about trends in the industry. Join professional associations, listen to podcasts, and subscribe to newsletters and YouTube channels. Have discussions at your annual review about attending webinars, online workshops, and conferences. Check out www.AdminsRock.com to learn what is new and exciting, learn new skills, and give yourself a little shot of motivation to want to be the best you can be.
You’ll be seen as a resourceful and forward-thinking professional by taking initiative and continuously learning.
You won’t always want to do these things to further your career, which is okay. But when you feel motivated and want ideas of what you can do, this list will give you many options. By mastering technology, strengthening communication, and embracing lifelong learning, you’ll excel in your current role and position yourself for future opportunities. Implement these tips today, and watch your career soar!
This article was written by Rhonda Scharf not by AI.
