10 of the biggest challenges for administrative assistants on the job

10 of the biggest challenges for administrative assistants on the job Administrative assistants are often the unsung heroes of the workplace. They are the ones who keep the office running smoothly or the boss happy and well prepared to do her or his job. They can multitask, possess multiple skills, and must face a variety of expected and unexpected challenges. The ability to face down any challenge and set it right is one of the things that really separate the great administrative assistant from the good.When taking on such a position (or considering if this is the field for you), it is vital to be aware of the kinds of challenges that lay ahead of you. Are you up to the task? You should know before you dive in.Keeping CalmA major part of being an administrative assistant is- you guessed it- assisting someone. It’s right there in the job title. If you’re lucky, you’ll be assisting someone who is courteous, understanding, and patient. But that’s often not the case. A superior can be rude, impatient, unreasonable, or downright explosive.It is totally natural for such behavior to make you want to explode too, but the seasoned administrative assistant takes a deep breath and figures out how to navigate difficult personalities. This can be even trickier when the person you are assisting explodes in front of sensitive clients, because you will not only have to defuse your ranting superior but also smooth things over with the client. Basically, youre expected to be cool, collected, and professional at  all times.Striving for PerfectionPeople who act cuckoo at work are more prone to make mistakes. That is a luxury an administrative assistant is never allowed. The best of the best remain organized and on top of the situation no matter what the situation or workplace environment may be. Everyone else can be running around like chickens without heads, but you must always remain in control of your work. Adaptable, dependable, and precise, all without breaking a sweat? Thats you!Never ForgettingOn a similar note, you are not allowed to ever forget anything. Ever. Keep a well-detailed calendar and make sure to check it constantly. Set yourself reminders on your phone. Jot down notes on Post-Its and stick them to your monitor. Do whatever it takes to make sure that everyone thinks you have a photographic memory- even if you don’t. They key is to come up with whatever weird systems works for you, and then to stick with it.Knowing Everyones Likes and DislikesAdministrative assistants most also get into the heads of the people they’re assisting, because not everyone in the office is the same. For example, some coworkers may love to gobble carbs during big meetings and expect a plate of croissants on the table. Others might need their vitamins and prefer a selection of fruit. It’s your job to know what everyone wants and make sure they get it.Staying CheerfulFinally, administrative assistants don’t get to wake up on the wrong side of the bed. Well, they do get to, but they can never let that show. No matter what is happening in the office or your personal life, a smile must always spread across your face, a skip must always be in your step, and pleasantness must radiate from your voice. You must exude happiness even when everyone else is down in the dumps. That can be one of the biggest challenges, since it is not always easy to get a handle on your emotions. People who can’t might not be cut out for a career as an administrative assistant.

How to Make Complaints for ESL Students

How to Make Complaints for ESL Students Politeness is universally appreciated, even when making complaints, no matter what language a person speaks, but in learning English as a Second Language (ESL), some students may struggle with formulas and functions of certain English phrases meant to politely start a conversation involving a complaint. There are a number of formulas used when complaining in English, but its important to remember that a direct complaint or criticism in English can sound rude or aggressive. For most  English speakers, its preferred that others express their dissatisfaction indirectly, and introduce the complaint with an amicable introductory clause such as Im sorry to have to say this but... or excuse me if Im out of line, but... It is important to note, however, that these phrases dont directly translate into Spanish so understanding the basic function of words like sorry go a long way to introducing ESL students to the polite way to go about making complaints in English. How to Start Complaints Amicably In Spanish, one might start a complaint with the phrase lo siento, or Im sorry in English. Similarly, English speakers typically start their complaints with an apology or indirect reference to propriety. This is largely because politeness is a major element of English rhetoric.   Some phrases that English speakers may use to start complaints politely: Im sorry to have to say this but...Im sorry to bother you, but...Maybe you forgot to...I think you might have forgotten to...Excuse me if Im out of line, but...There may have been a misunderstanding about...Dont get me wrong, but I think we should... In each of these phrases, the speaker begins the complaint with an admission of error on the speakers part, relieving some of the assumed tension between speaker and audience by letting the listener know that no one involved is blameless. Whether it be because of  contrasting ideas  or just because a speaker wants to say no nicely, these introductory phrases can be helpful to maintain respectful rhetoric in conversation. Forming a Polite Complaint After ESL students understand the concept of introductory phrases to complaints, the next important element of conversation is keeping the complaint itself polite. Although being  imprecise or vague  does have its benefits when complaining, clarity and good intentions go a lot further in maintaining the cordiality of conversation. Its also important not to come across as attacking while making a complaint, so the complaint itself should start with phrases like I think or I feel to indicate that the speaker isnt accusing the listener of something as much as he or she is starting a conversation about the disagreement. Take, for instance, an employee who is upset at another for not following the company policy while working at a restaurant together, that person might tell the other Excuse me if Im out of line, but I feel like you may have forgotten that closing waiters need to refill the salt shakers before leaving. By introducing the complaint with an apology, the speaker allows the listener to not feel threatened and opens up a conversation about company policy instead of scolding or demanding that person do their job better. Redirecting focus and calling for a solution at the end of a complaint is another good way to address the issue. For instance, one might say Dont get me wrong, but I think it might be better if we focus on this task before doing the one youre working on to a coworker who is not working on the right part of a project.