The Executive Assistant and Personal Assistant has always played a major role in the business world. Although their roles and responsibilities may have changed, assistants remain essential to any organization’s cost-effectiveness.
A secretary can also be an administrator. You will be required to interact with many different people in your job. Soft skills in administration are crucial for developing social intelligence, office management, and business acumen. Active listening can improve your relationship with others and make your life easier.
Social Intelligence
Social intelligence is the ability to understand, empathize, and think in social situations. Social intelligence allows us to interpret and recognize social signals, and then respond appropriately. Empathy is the ability to understand or share feelings. Some people are more empathic by nature than others. It takes more than just empathy to be a socially intelligent person. If you do not react in a social situation appropriately, then you run the risk creating animosity. This requires an understanding social norms and culture customs. You should research cultural customs before working abroad. All cultures have their own social cues.
In the world of work, creativity is an important factor. It affects many aspects of a job. Leaders and managers can use creativity to create smart plans which are then implemented at work. Creativity can be used to encourage employees to challenge their conventional thinking and think outside the box. Developing new ideas is important, as well. They can help the industry to think about what it should do next.
How to improve social intelligence :
Attention to Others
Paying attention to others will help you improve your social skills.
Practice cues
Practice interpreting the social cues you observe in others. Learn to read facial expressions, and be aware of the culture around you.
Self-monitoring:
Think about the appropriateness of your response before you respond in a social setting. You will increase your social intelligence.
It has been proven that the impact of creativity on our work can transform how we see things. People who are not creatively or mentally challenged at work will eventually burnout or become bored. This will negatively impact the overall productivity of the company.
Basic Business Acumen
Business acumen is the capability to look at the big picture, and then make decisions that are in the best interest of the organization. Business acumen is not only for executives. Assistants must also develop it to be successful. To develop your business knowledge, you must stay up-to-date on the various aspects of business and learn the financial equations. You can understand the impact of the role you play within the company.
How to improve your business acumen
Use the Internet to research, as well as books, magazines and journals.
* Create a network within your organization.
* Attend training when required
* Practice interpreting financial reports.
* Be aware of how your role impacts other business functions.
Office Management:
The assistant must also be able to manage the office. You will need to assume specific roles which are crucial for the Department. Poor management will hinder productivity for all.
Skills:
Plan – Planning is essential for success. However, the assistant needs to ensure that the plan is carried out by ensuring the steps are followed.
Schedule – The assistant is always in charge of preparing the schedule, including all its details. You might make a list with the names of those who will be attending a meeting and then book the venue.
Organise – Your assistant should keep all paperwork, schedules, travel, financial papers, etc., filed and organized. Included in this are travel documents, schedules and financial papers.
Order – It is your responsibility to order the office supplies requested. You will need to maintain accurate time and keep an eye on your inventory.
Active Listening
In a fast-paced setting, it can be difficult to understand and listen to everything said. Active listening can help. Active listening helps you connect and understand the speaker. It is also a skill which can be developed.
Improve Active Listening-
Face the speaker and maintain eye contact. Tell the speaker that you’re listening. Focus on the speaker and turn off any distractions.
Listen attentively, but do not remain silent. Listen attentively and respond when appropriate. Your body language speaks for you. Be aware of your presentation.
Open-mindedness is important: Don’t have preconceived notions when you speak to someone.
Let the speaker finish before you: Don’t interrupt even if there is something to add.
To ensure you understand, paraphrase the speaker.
Respect the speaker when you respond.
You will become a valuable employee by gaining the skills to be an effective assistant.
Role Objectives: Research has shown that learning is easier and quicker when goals are clearly linked.
