Your Biggest Strength Might Be Holding You Back

Administrative professionals are problem solvers. It’s practically in our DNA.

Need a meeting room at the last minute? We’ve got it. Someone forgot to order lunch for the board meeting? We’ll fix it. The CEO can’t find the report they approved yesterday? We somehow know exactly which folder it’s hiding in. The projector won’t connect, the coffee maker is making noises it shouldn’t, the courier is late, someone needs a birthday card, and the VP has somehow managed to book themselves into two cities at the same time. You know exactly what I mean.

Most of us wear these victories like little badges of honour. We like being the person everyone can count on. There is something satisfying about hearing someone say, “Don’t worry. Ask the admin. They’ll know.”

Until one day, you realize everyone does ask the admin. For everything. Including things that have absolutely nothing to do with your job.

Recently, at a conference I was speaking at, one of the admins in attendance told me she was working on an important report when someone interrupted her to ask where the stapler was. She asked them if they had looked for it, and they replied, “No. I figured it would be faster to ask you because you know where everything is.”

And that’s the problem. Not the missing stapler. The fact that looking for it somehow became your job.

She laughed as she told me the story, then sighed and said, “This is why I can’t get any of my own work done.” I wanted to laugh. Instead, I winced because I knew she wasn’t alone.

For those of you reading right now, most of you are incredibly generous. Sometimes a little too generous.

We answer every question because we know the answer. We fix every problem because we can. We volunteer because we’re capable. And, before long, we’re wondering why we’re working through lunch while everyone else seems to have time for a coffee break.

Here’s the irony.

The profession has changed dramatically over the last decade. Organizations want administrative professionals who can manage projects, analyze data, improve processes, coordinate strategic initiatives, and use AI to streamline work. Microsoft’s Work Trend Index Special Report (2025) research shows we spend more time talking, typing, and responding than actually getting uninterrupted work done. Which probably explains why your “quick question” never feels quick.

The problem isn’t that you’re busy (although I realize that your to-do list is miles long). The problem is what you’re busy doing.

Sometimes we have to stop rescuing perfectly capable people. Now, before anyone sends me angry emails, I’m not suggesting we stop helping people. Helping is literally part of our profession. I’m suggesting we become a little more intentional about how we help.

Instead of immediately answering every question, try answering with a question.

•      “Where have you looked already?”
•      “What does the procedure say?”
•      “Who normally handles that?”
•      “Have you checked the shared drive?”

You’re still helping. You’re just helping people think, rather than creating another reason to interrupt you.

But honestly, I think many administrative professionals secretly enjoy being the office superhero or go-to person. 

It feels good when everyone depends on you. You know where everything is. You know everyone’s passwords… well, not officially, but you know where the emergency chocolate is hidden, and honestly, that’s more valuable. You can solve problems before most people have finished describing them.

And, it’s a wonderful feeling; until you can’t take a vacation because you know the office will fall apart without you. Or worse, you do take a vacation, but your laptop comes with you, and suddenly you’re just working somewhere with a better view.

News flash. If the office completely collapses because you’re gone for a week, that’s not job security. That’s poor systems.

Being indispensable sounds impressive. Being scalable is much more valuable.

Think about the highest-value work you could be doing. Maybe it’s streamlining a process that wastes hours every month. Or, it’s learning how AI can eliminate repetitive administrative tasks. But just maybe it’s becoming your executive’s strategic partner instead of their professional fire extinguisher.

Those things move your career forward. Finding Susan’s favourite purple binder for the third time this month probably doesn’t.

So moving forward, every time someone asks you for help, pause before jumping in.

Ask yourself one simple question. “Does this require my expertise, or just my willingness?”

Because there’s a big difference. The best administrative professionals aren’t the ones who have all the answers. They’re the ones who create systems, teach others, and make the entire office better.

The next time someone asks you where the stapler is, pause for just a second before you answer. Because the real question isn’t about the stapler.