SOURCING GLOSSARY

Administrative Professionals Day Wednesday, April 23
"Administrative Assistant" definition (from the Sourcing Glossary): That person who supports a person or persons in an organization. She is usually doing the majority of the work for the person or the persons, and nine times out of ten knows who everybody is. May be resentful because she is over-tasked in the organization. Must be approached carefully and never taken for granted. Must be spoken to with honesty and respect and never pushed beyond her usually long-suffering patience. Was once called a secretary but the higher-sounding Administrative Assistant title has replaced this old-fashioned nomer in lieu of a fair wage in most organizations. Sometimes referred to as an AA but it’s always safer to ASK for someone’s “Administrative Assistant” -those in rehab may become offended with the use of “AA”, as in “Please transfer me to the AA”. Always say “Administrative Assistant’ to avoid embarrassment.

Executive Assistant definition (from the Sourcing Glossary): A usually very bright, very highly paid secretary to one of the C levels or to one of the Senior VPs or Executive VPs in an organization. She is a true knowledge treasure trove. She knows where the pencils are kept, who everyone is (including her boss’s girlfriend), all the internal dirt going on – she knows all the secrets! (Why do you think they call them [secret]aries?) Because she does, her job is supremely secure - she has no worry over job security, doesn’t have to play politics with anyone and suffers no fools. When you approach her do so on your knees with the utmost courtesy – ask her directly what you want in as few words as possible. It’s not necessary (nor would she find it of the least bit interest) to tell her WHY you want what you want –she doesn’t care. She has bigger fish to fry. The likelihood is she’ll tell you what you want to know because she’s too busy to fool with you and wants to get rid of you. Many of them are middle aged, educated and know what’s going on in the world. Don’t insult her by lying to her. As in all sourcing, it isn’t necessary.

Gatekeeper definition (from the Sourcing Glossary): This one deserves a lot of press. She’s (there are more he’s of them nowadays and believe me they’re no slouches!) is the one who answers the phone. May also be known as the “Receptionist”, occasionally referred to as the “Office Manager” but not often. She’s the one whose voice you must be keenly tuned into - able to hear what’s in it – is she pleasant sounding or exasperated? Is she young? Inexperienced? Does she sound like she likes her job or is she resentful about something? Will she help you or do you need to get past her? In an instant you must be able to discern all of this from her voice. Have a few “names in” ready just in case she asks you, “Do you have a name?” Usually recognizes and remembers voices. Usually picks up on it if you’re lying – knows one when she hears one because it’s usually her first responsibility to lie – “No, he’s not in, who’s calling?”, etc. Usually best to by-pass if possible; though can be a real fount of information. If she doesn’t believe you will not tell you anything and can send an APB (All-Points-Bulletin) out through her organization in an instant. Is never to be treated rudely or brusquely – she can make your job easy or she can make it hell. Is never to be resisted, requires patient obedience to her direction until she’s vested enough of her time in your process to want to see you succeed. Every bit as valuable as the Executive Assistant or the Administrative Assistant. If she suspects what you’re after, will forewarn same in advance of transferring your call.

For a FREE COPY of the Sourcing Glossary email me at maureen at techtrak.com and I will email it to you - it's an attachment.
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