Secretary still keeper of secrets

Executive assistants often get a unique insight into the business and how it runs.

Executive assistants are often trusted to handle confidential and sensitive issues across the business.

The term "secretary" comes from the Latin for secret. Back in the day, a secretarius was someone who worked for someone of great importance, like a king, and was in charge of confidential information.

Not much has changed in 600 years, except that the "king" is now known as an executive and the secretary as an executive assistant (EA), because among other key responsibilities, EAs are still the keepers of secrets.

Top EAs possess a unique DNA made up of discretion, decorum, confidentiality, professionalism and technical expertise. And yes, in many cases, a willingness to carry out the boss' personal errands to enable them to use their workday more productively.

"EAs are the trusted partner of their executive," says Jason Walker, NZ regional director of recruiting firm Hays. "They make their executive as efficient as possible and in turn, they become a collaborative assistant who has their executive's confidence."

Feedback from 536 top EAs interviewed face-to-face by Hays found that EAs work closely with their executives and get to know their working and leadership style.

"They also get close to top-level management and are privy to information that is not known outside the leadership circle, such as future strategic initiatives or operational decisions. They get a unique insight into the business," says Walker.

Jo*, an EA in an accounting practice, is the first point of contact for her executive team. The process of screening communications, shielding her executives from unwanted approaches, meeting visitors and dealing with minor matters "requires an image of a professional person who understands the needs of the clients as well as the executives themselves", she says.

Confidentiality is an "absolute must" in Jo's job. "I work with one partner who is heavily involved in the HR side of the business and I am privy to things that are of a confidential nature and cannot be passed on under any circumstances," she says.

Jo learns of staff promotions, salary increases and awards before they are revealed to the rest of the staff. "My lips are sealed," she smiles.

Jo feels lucky to have a great rapport with the three executives she works for. "They involve me directly with the business, enabling me to help make decisions. They are very reasonable and flexible with working hours and ensure that my day is not too overloaded." Jo is not required to carry out personal tasks for her team, but says she would be happy to do so if the need arose.

Robyn*, on the other hand, an executive assistant in a large corporation, has carried out "some personal tasks for my current executive and many, many more for my previous GM". She doesn't resent this.

"I feel that all the tasks I have been asked to do are 'part of my job' and enable me to support my boss and ensure that he is doing the work he gets paid to do - instead of running around the shops buying lollies for the sports team he coaches."

Robyn says personal errands add to the enjoyment of the job and the feeling of being trusted. She was once asked by her executive to find a pair of earrings for his wife.

"He is a Kiwi and she was about to become a New Zealand citizen. He was on his way to the citizenship ceremony when he realised he hadn't bought her a gift. It was difficult to choose something as I didn't know his wife very well, though he was quite specific about the requirements - kiwiana with diamonds.

"After many pictures sent from the jewellery store to his phone, we managed to find a pair and they were delivered to the house on time for the small gathering that evening. I thought it was very funny and enjoyed being part of the happy occasion!"

Along with her daily responsibilities of diary management, travel booking and document preparation, Robyn meets guests at reception and liaises with clients by email and phone, believing an EA "should always maintain a sense of decorum and an image which matches the company and the executive's image and reputation".

Robyn isn't directly involved in management decisions, saying she is more of "an ear" than anything else, as she is required to give information on the engagement of staff. "Very often, staff come and tell me their problems, and I advise my executive on how to deal with engagement levels in the office."

Robyn is regularly exposed to confidential information including salary reviews, the company's future strategy and, of course, those staff problems. She employs a strategy of her own to deal with viewing communications and documents that need to be kept secret.

"Often when I know there are confidential issues being dealt with via email and there are documents that need to be prepared for staff, I action them purposefully without looking at the details and 'fine print'. This means that when someone wants to know what's going on, I can honestly say, 'I don't know'."

While Robyn feels happy and fulfilled in her role, she admits she has been "very lucky" in that every executive she has worked for has allowed her to be involved in projects not necessarily related to her job as an EA. "This has meant that I have been involved in many projects across the business and my current boss often teases me that I know more people in the business than he does!"

Robyn says while her role is generally behind the scenes, it doesn't go unappreciated. She is regularly thanked by each member of the leadership team for a job well done.

* Not their real names.