Administrative Assistant's Update

5 Administrative Assistant's UPDATE Successful admins are adding event planning to their roster of value-added contributions to an organization. But orga- nizing a workshop, conference or other activity for the boss takes skill and smarts. AAU asked Colleen Clarke, an experienced Toronto-based career counsellor and trainer who present- ed on effective "self-leadership" at this year's Administrative Profes- sionals Conference, to apply those skills to the world of event planning. She says that admin profession- als who are good communicators, emotionally self-aware, well-connected in a network and active participants in their career development are in a strong position to add event planning to their resume. "Express your vision for yourself, share your passion and do it," she urges. "Be realistic but be willing to stretch." Event planning demands creativity, time management and team work -- usually strong suits for admins. But pulling off a company event takes preparation and strong interpersonal skills. For admins unexpectedly handed an event-planning assignment, Clarke offers some tips (below, left), and for those seeking to add event planning to their administrative role, Clarke has some suggestions as well (below, right). Marshaling admin skills for event planning Colleen Clarke For admins seeking to add event planning to skill set 1. Consider taking professional development courses offered through the Project Management Institute or college and university continuing education pro- grams. "The more courses you take the better," she says. If you can't afford a course, considering sit- ting in a course even if it won't lead to a credential. 2. Sign up as a volunteer to gain first-hand experi- ence in organizing an event, such as stuffing swag bags for an association meeting or assisting at the registration table. 3. Ask your boss for professional development train- ing. "There is a lot of money that companies are willing to put out but people don't ask for it," says Clarke. "It never hurts to ask." 4. Speak up. Let your boss know you are eager to add event planning to your roster of duties. "It is all part of your career path," says Clarke. "If you have got skills that aren't being used you need to make sure your manager knows what those skills are." For the sudden – and unanticipated – event planner 1. "First and foremost Google" to identify best prac- tices. 2. Look for trusted sources, including industry as- sociations such as Meeting Professionals Interna- tional (https://www.mpiweb.org) and the Project Management Institute (https://www.pmi.org) that offer courses, networking and other assistance. 3. Check your network. "Ask 'who do you know that I could talk to?'" says Clarke, whether seeking advice from professional contacts on LinkedIn or a colleague in the next cubicle. 4. Identify in advance what questions to ask of a ho- tel, supplier or others, such as location and menu. List all the questions (and answers) on an Excel spreadsheet. Don't be afraid to negotiate with sup- pliers. 5. Go to the library and check out past issues of event-planning magazines for inspiration. 6. Ask questions early. Your boss and other relevant parties may have specific expectations that need to be addressed early, including budget and other topics. 7. Educate yourself. If there is time, visit a trade show or convention (if relevant to your project) to see what others have done to create a memorable event. "Ask the people at the registration desk 'can I take a look around?' and they would say 'sure, no problem,'" says Clarke. "Get some ideas to see how things really look." Sit or stand? A stand-up work position is not necessarily better than a sitting one, says Linda Miller, University of Alberta. The body needs movement, so she suggests taking a break every 30 to 45 minutes. "Having good support for the body is critical," she says, "and it's hard to do that standing."

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