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The Case for Executive Assistants

Melba J. Duncan

Among the most striking details of the corporate era depicted in the AMC series Mad Men, along with constant smoking and mid-day drinking, is the army of secretaries who populate Sterling Cooper, the 1960s ad agency featured in the show. The secretary of those days has gone the way of the carbon copy and been replaced by the executive assistant, now typically reserved for senior management. Technologies like e-mail, voice mail, mobile devices, and online calendars have allowed managers at all levels to operate with a greater degree of self-sufficiency. At the same time, companies have faced enormous pressure to cut costs, reduce head count, and flatten organizational structures. As a result, the numbers of assistants at lower corporate levels have dwindled in most corporations. That’s unfortunate, because effective assistants can make enormous contributions to productivity at all levels of the organization.

At very senior levels, the return on investment from a skilled assistant can be substantial. Consider a senior executive whose total compensation package is $1 million annually, who works with an assistant who earns $80,000. For the organization to break even, the assistant must make the executive 8% more productive than he or she would be working solo—for instance, the assistant needs to save the executive roughly five hours in a 60-hour workweek. In reality, good assistants save their bosses much more than that. They ensure that meetings begin on time with prep material delivered in advance. They optimize travel schedules and enable remote decision making, keeping projects on track. And they filter the distractions that can turn a manager into a reactive type who spends all day answering e-mail instead of a leader who proactively sets the organization’s agenda. As Robert Pozen writes in this issue: A top-notch assistant "is crucial to being productive."

That’s true not only for top executives. In their zeal to cut administrative expenses, many companies have gone too far, leaving countless highly paid middle and upper managers to arrange their own travel, file expense reports, and schedule meetings. Some companies may be drawn to the notion of egalitarianism they believe this assistant-less structure represents—when workers see the boss loading paper into the copy machine, the theory goes, a ―we’re all in this together‖ spirit is created. But as a management practice, the structure rarely makes economic sense. Generally speaking, work should be delegated to the lowest-cost employee who can do it well. (I)................. companies have embraced this logic by outsourcing work to vendors or to operations abroad, back at headquarters they ignore it, forcing top talent to misuse their time. As a longtime recruiter for executive assistants, I’ve worked with many organizations suffering from the same problem: There’s too much administrative work and too few assistants to whom it can be assigned.

Granting middle managers access to an assistant—or shared resources—can give a quick boost to productivity even at lean, well-run companies. Firms should also think about the broader developmental benefits of providing assistants for up-and-coming managers. The real payoff may come when the manager arrives in a job a few levels up better prepared and habitually more productive. An experienced assistant can be particularly helpful if the manager is a new hire. The assistant becomes a crucial on-boarding resource, helping the manager read and understand the organizational culture, guiding him or her through its different (and difficult) personalities, and serving as a sounding board during the crucial acclimation. In this way, knowledgeable assistants are more than a productivity asset: They’re reverse mentors, using their experience to teach new executives how people are expected to behave at that level in the organization.

(Extract taken from https://hbr.org/2011/05/the-case-for-executive-assistants, in 12/01/2017)

Read the text about a tribute to Franz Kafka for the question

Google Doodle celebrates Franz Kafka’s 130th birthday with ‘The Metamorphosis’ tribute Google has created a ‘doodle’ in tribute to Franz Kafka on the 130th anniversary of the Germanlanguage novelist’s birth.

The doodle is based on Kafka’s 1915 novella ‘The Metamorphosis’ – considered by many to be one of the most important works of fiction of the 20th Century – and shows the character Gregor Samsa walking into a room in the guise of a large insect.

In the much-celebrated work, Samsa is a travelling salesman who transforms into an insect overnight. The rest of novella focuses on his struggle to come to terms with his new existence and the burden it places on his family.

Kafka was born into an Ashkenazi Jewish family on 3 July 1883 in Prague, which was then part of the Austro-Hungarian Empire.

He originally trained as a lawyer but began writing short stories in his spare time - eventually coming to consider it his calling – despite only a handful of his works being published during his lifetime.

Regarded as one of the 20th Century’s most influential authors, Kafka’s works are dominated by unreliable narrators who often tell dark tales of existentialist difficulties.

Kafka’s notoriously difficult relationship with his father Hermann is believed to have strongly influenced his work – with The Metamorphosis itself thought to be based upon Kafka’s own fears of insignificance and repulsiveness to his own family.

From: HALL, John. Available at:<http://www.independent.co.uk/life-style/gadgets-and-tech/news/google-doodlecelebrates-franz-kafkas-130th-birthday-with-the-metamorphosis-tribute-8685557.html>.

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TEXT

CASE STUDY ON THE IMPLEMENTATION OF REVERSE LOGISTICS PRACTICES IN A COMPANY PRODUCING HYGIENE PRODUCTS

Currently, it is necessary for companies to understand both distribution logistics processes and those involving reverse logistics, which is characterized by the treatment and final destination of post-consumption and post-sale products. The implementation of the reverse logistics features propelling forces and restrictive forces that assist and inhibit, respectively, its implementation. The objective of this paper is to study the propelling and restrictive forces of reverse logistics and to identify through a case study of a company producing hygiene products whether reverse logistics practices are applied, and in what form. In addition, we sought to identify the existence of specific performance indicators. It was found that the company considers reverse logistics a strategic issue and that, despite the existence of few performance indicators related to this topic, waste generation was reduced from 10% to 7% on the production volume, indicating that materials were being reused.

(ANDRADE, R. P.; VIEIRA JR., M.; VANALLE, R. M. Estudo de caso sobre a implementação das práticas de logística reversa em uma empresa de produtos de higiene. Exacta – EP, São Paulo, v. 11, n. 2, p. 13-22, 2013. Disponível em: . Acesso: 20 out. 2016.) 

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Faced with the unprecedented stream of migrants fleeing war and trauma in the Middle East and North Africa, Europe needs to take clear-sighted action.

        For its part, the UK has agreed to take 20,000 refugees, a significant portion of whom will likely be children and orphans according to report. One key aspect in ensuring their smooth settlement in the UK will be providing these refugees with language training.

       Many Syrians are well-educated and many speak fluent English. Others, however, do not speak English well enough to function professionally within the UK. The issue of language is so fundamental to our lives that we often overlook it. Several multi-million pound training contracts have failed to be delivered on account of not addressing the language barrier. All the goodwill, financial backing, and technical expertise to deliver needed medical, economic, military,engineering, or navigational training may be present; but unless there is a shared language in which to impart that knowledge, little will be accomplished.

        One of the biggest misconceptions about language is that if you “just go to the country,” you’ll pick it up. Many people believe that immersion will guarantee fluency; yet you may well know several immigrants who have been in this country for years and still only speak broken English. You might also know dozens of expats in various countries across the world who have failed to pick up the local languages of their host countries. Training and effort are both necessary.

        Though not a guarantee of fluency, immersion is a wonderful opportunity. The first issue we need to address with respect to refugees is ensuring that those who come will actually be immersed. That is, that they will be welcomed as part of larger communities, and not simply join communities of other refugees. On the other hand, immersion is just an opportunity, and in order to take full advantage of it, training and education are required. In terms of refugees, we need to consider options for the provision of language training, whether by self-study, classroom instruction, private tuition, or some combination of the three.        

       The array of needs is staggering. In truth, every language learner has a different set of learning objectives, and will require different training to meet those objectives. Coordinating the actual needs with providers in different regions and accounting for different personal schedules and start dates is a significant challenge. It is, however, a challenge that must be addressed immediately, as proficiency in English will be a key enabler of success for refugees in this country.

(Adapted from Aaron Ralby http://www.blogs.jbs.cam.ac.uk/ socialinnovation/2015/11/16/)

Read the text to answer 33, 34 and 35. 

Reflective teaching: exploring your own classroom practice 

    What do you think should be the most important quality of a hotel manager? If someone were to ask me, I’d say it would be the capability to communicate effectively with the staff, colleagues and guests. In this new age of electronic communication, one should not forget that effective verbal and non-verbal communication skills should be emphasized and wellexecuted in the hospitality industry.

     Compelling communication skills are important in a hotel regardless of some staff members not being guest-facing. A few hotels spend considerable amount of money on training their staff to interact with the guests. Good communication skills are a learned art and not a natural skill so one should consider training to enhance staff skills. Excellent communication skills enhance guest experience as this conveys that you are listening to your guests, valuing their feedback and conveying clear messages. Apart from communicating with the guests, your staff ought to know how to write emails. Good communication skills will impress your guests which will further prove beneficial to your hotel business.

     Not only does the staff need to communicate successfully with the guests but also with other department employees. Few of the staff members might be able to speak in manageable English but those who don’t have English as their first language suffer due to their inability and fail to understand simple instructions and information […] Hotels should emphasize on providing communication skills training courses which cover everything from basic communication techniques to advanced empathy skills program.

(adapted from http://www.hotelogix.com/blog/2014/10/17/benefits-of-effectivecommunication-in-the-hotel-industry/)

Leia as instruções a seguir e responda a questão.

Instructions for making sandwiches

    First decide what type of filling you would like and check to see if there is some available. Next take two slices of bread and butter each of them on one side only. Put your filling on one slice of bread, butter side up. You may choose two fillings. Place the other piece of bread, butter side down, on top of the filling. Now cut your sandwich carefully with a knife. Now sit down and enjoy your sandwich. Finally, clear away the things you have been using.

(http://www.drapersmillsprimary.co.uk/ lead-learner-key-stage-one-blog/ – Adaptado)