President John F. Kennedy referred to his secretary's desk as the "nerve center" of the White House, says Rick Stroud, Communications Director for the International Association of Administrative Professionals (IAAP).
Though their titles have changed, it's likely that the administrative assistants in your company are an information–hub for your staff, clients, and maybe even your family (when spouses or children just need to know where you are).
To recognize the contributions administrative workers make to office teams and to promote professional excellence, IAAP sets aside the last full week of April as Administrative Professionals Week. This year, Administrative Professionals Day, formerly know as Secretaries Day, falls on Wednesday, April 24th.
History
While you might think the greeting card industry created Administrative Professionals Day, the observance began in 1952, founded in part by the National Secretaries Association (now IAAP), "as an effort to honor secretaries and other office staff for their efforts and attract more people to office and administrative careers."1
Today the goals remain the same. "We want [Administrative Professionals Day] to be more [about] professional development than the flowers and candy. One of the reasons we changed the name of the observance was not only to recognize a lot of different titles, but also to evolve this observance along with what's happening in the profession," says Stroud.
Responsibilities of today's administrative staff
Gone are the days of secretaries typing, taking messages, and pouring coffee. Today, the more than four million administrative professionals in the United States, "handle a wide range of responsibilities including managing multiple projects, designing and producing documents and newsletters, scheduling meetings and travel, supervising and training others, maintaining computer databases and financial records, creating and giving presentations, facilitating work teams, using the Internet for research and as a tool to do e–business, and more."2
Following are the top ten skills administrative professionals say are most important in their day–to–day work.3| 1. Discretion | 6. Oral communication |
| 2. Diplomacy | 7. Flexibility |
| 3. Computer literacy | 8. Time management |
| 4. Initiative | 9. Writing |
| 5. Priority management | 10. Professional image |
Observance
If your company chooses to observe Administrative Professionals Day, IAAP recommends you ask your administrative staff how they would like to celebrate the day. By asking, you'll help prevent any feelings of awkwardness. "There is a segment that feels... uncomfortable about observing this week because they don't want to be singled out. They're trying to be part of the office team." says Stroud.
Gift suggestions
Administrative professionals suggest offering administrative assistants a day off, professional development workshops or seminars, a luncheon, or a trip to a day spa to combat work–related stress. You might also consider hosting an event that demonstrates to other staff members the amount of work administrative assistants accomplish each day.4
IAAP recommends that companies focus on the "professional and business–related" aspects of the week. IAAP gift suggestions include:
- Training classes (paid for by your company) "on the latest office technology, supervision of staff, project management, negotiation skills, interpersonal communications, or other business–related areas."4
- Subscriptions to business or professional publications.
- Paid membership to an appropriate professional or educational association.
- "Purchasing new computer hardware or software , or ergonomically correct furniture and accessories, to make the assistant's job more productive and satisfying."
- Business cards
- Desktop nameplates
- Gift certificate for business items
- Monetary bonuses
- A sincere note or card of gratitude
Everyday appreciation
Treating your administrative staff well should be a top priority for your company as IAAP says there is a shortage of good administrative professionals. Plus, the organization quotes U.S. Department of Labor statistics, predicting 376,000 administrative positions will be added to the workforce by 2008.
Administrative Professionals Week comes just once a year, but your administrative staff performs vital tasks everyday—and you can show your appreciation year round. Don't let the good ones get away.
1Administrative Professionals Week Celebrated Since 1952, International Association of Administrative Professionals.
2Facts about Administrative Professionals, International Association of Administrative Professionals.
3Ibid
4How Should You Celebrate Administrative Professionals Week, International Association of Administrative Professionals.
