By Bianca Filmalter

Regrettably, many PAs would place themselves in the “insignificant” category rather than the “important” group. But if the question was phrased differently and PAs were asked, “Do you want to make a significant contribution to your organisation?” Just a guess but I believe that the answer would be “Yes, of course I want to add value”.

Fortunately, the choice between fading into the background and being a significant contributor is one that we have to make for ourselves. No matter where or for whom we work, it is not a choice that our managers, colleagues or organisation can make on our behalf and it can’t be delegated. The personal nature of this decision also implies that we will be solely responsible for the consequences of this choice. 

If you are asked to look back on your career today and respond to this question, “When you started off as a PA, did you choose to make a significant contribution?” what would your answer be? It could be argued that every PA wants to matter in his or her organisation and it would be natural to choose significance above obscurity.  But, before you respond, let’s review some of the consequences of this choice.

The Consequences of Choosing Obscurity 
A consequence of fading into obscurity in an organisation is that you won’t need to deal with unrealistic expectations from yourself or others.  You won’t need to move out of your comfort zone or take risks. You’ll never be lonely because there are many like-minded colleagues who will value your commitment to the status quo. Opportunities to learn about new organisational systems or participate in activities, such as your organisation’s secretaries’ forum, will be seen as unnecessary irritations.  Regrettably, there will be those sad occasions, when change in your organisation may force you to move out of your comfort zone or the organisation. When this happens you will spend a huge amount of time mourning the loss of the ‘way things were’ and looking for a scapegoat (usually management). 

The Consequences of Choosing Significance
There will be resistance from colleagues who believe that you should know your place as ‘just’ a secretary. You will need to manage unrealistic expectations, especially your own. You will be burdened with an uncontrollable urge to develop your skills and finding challenging growth opportunities. You will be very uncomfortable in the so-called comfort zones and no matter how hard you try you won’t be able to settle for the status quo. Your sincere passion for your organisation and commitment to its success will be seen as an act and an attempt to earn ‘brownie points’. However, you will have the company of a few PAs who share your passion for the profession and find your enthusiasm contagious. Instead of spending time lamenting about the loss of yesterday’s systems, you and these PAs will be fighting for a spot to be part of the new system’s pilot study. Senior management will continuously ask you difficult questions about systems or processes they are thinking of implementing in the organisation. 

When we take a look at the outcomes of the choice between obscurity and significance we can see that they are worlds apart. 

Requirements for Significance

I think we all would like to say that we chose to be a significant PA.  However, true significance has a few requirements:

Vision
Studies have shown that when people have made a significant contribution in any way, they have had a dream or a vision. They had the ability to see the big picture. Because of this, they can see that even the smallest or most menial tasks are necessary stepping stones to reach the end goal.

Contrary to popular belief there aren’t many PAs who are thrilled by the thought of filing systems. However, when the significant PA is tasked with setting up a new filing system, she doesn’t see it as a simple filing system. For her it will be an organisational record management system which has a direct impact on the current and future operations of her office. To ensure that she puts the best system in place she will approach other PAs for their advice. Once she’s done the necessary homework and planning, she’ll set up the system. But it won’t stop there!  Her commitment to making a significant contribution to the success of her organisation will compel her to share her learning with other PAs. 

Learning is the Goal
There are a range of views regarding the appropriate tertiary qualifications for a senior PA. Depending on the organisation and particular position the requirements range from a Grade 12 qualification to a diploma or degree. A suitable formal qualification will come in very handy when applying for a position, but it is a PA’s passion for learning that will set her apart from similarly qualified PAs.

The significant PA’s goal is not getting a degree or getting a position in the organisation. Her goal is learning.  This means that, regardless of her qualifications or position, she will never sit back in a comfort zone.  The significant PA has a teachable attitude and a desire to keep growing.  Because of her attitude there will never be a lack of willing teachers.

Passion for People
There isn’t a sane person in this world that doesn’t want to be liked by others. To this, some PAs may say “You haven’t met my boss yet!”.  Just remember the qualifier for this statement is ‘sane’.

The most important aspect of a significant PA’s character is her ability to bring the best out of people.  She does this by truly caring about the individual, regardless of their rank or status within her organisation. 

Her focus and sincere belief in the potential of others, is why great things happen around her.  Managers, who are notoriously known for treating PAs and support staff badly, treat her with respect.  Colleagues who are known as lazy and negative become energetic and willing to go the extra mile when working with her.  Why?    Simply because the significant PA values people and expects them to succeed.  She knows that she can bring out the best in people by believing in them and creating a caring environment and this is her main strength.

Obscurity or Significance?
So again, we need to ask ourselves: ‘Based on where we are today in our careers, can we see what our choice was?’  Fortunately, it’s never too late to change our minds, our attitudes and our circumstances.  If we want our lives to have impact, now’s the time to make the choice and focus on it.

– Bianca Filmalter is the Executive Assistant to the President and the CEO of the Council for Scientific and Industrial Research (CSIR), South Africa.  In August 2006 she was awarded the title of the South Africa’s (PA) of the Year.

She has a secretarial diploma from Pietersburg Technical College, a BA degree in Social Sciences majoring in Psychological Counselling from UNISA and is currently busy with an Honours degree in Social Behaviour.

During her career as an office professional, Bianca has received various accolades and has also written and published articles regarding PA profession.

Bianca is passionate about the upliftment and development of people and is actively involved in mentoring newcomers to the secretarial profession.

Bianca’s favourite quote is “A positive attitude may not solve all your problems, but it will annoy enough people to make it worth the effort” – Herm Albright