À conversa com... Zimkitha Mbane, PA do ano 2013 (África do Sul)

Ms Zimkitha Mbane was awarded PAFSA’s prestigious title of South Africa’s PA of the Year 2013. She is PA to Dr Majid Mahomed, executive director at University of South Africa (UNISA). Ms Mbane’s peers recognize her as an excellent professional and Dr Mahomed stresses her humility and diligence.

Andreia Gonçalves (AG): How does it feel to be nationally recognized for your work and dedication?
Zimkitha Mbane (ZM): I am so humbled and honoured by the accolade and to be chosen as the ambassador for the profession. I also acknowledge the support of my boss and my colleagues, without whom I would not have developed and grown.

AG: “I am elated at the recognition given to Zimkitha. Her focused work ethic and desire to succeed at everything she does puts her in good stead to climb to greater heights in her career path.” These are your boss’s words. What do they mean to you? Are they a source of extra motivation?
ZM: Yes, it makes me believe that I can achieve more and work harder.

AG: You are currently working in a university. How different is it from a secretarial job in a corporation?
ZM: I am not sure what the difference is because I have never worked for a corporate company. But what I can say to be a Secretary or a PA in any company it requires the following attributes: 
Hardworking 
Brilliant Communication Skills
Good with problem solving
Pleasant personality
Good IT Skills
Discrete, honest and loyal
Highly organised
Innovative
Task driven

AG: Have you always known that the secretarial profession was the right choice for you?
ZM: Not at all, I did not even think that to be a Secretary/Personal Assistant was a profession. I always wanted to be doctor but because of financial constraints, I had to study Business Computing at Damelin but I also realised that our dreams are not always filled at once, but they do realise in pockets of incidents that shape a new and better dream and I came to love and respect my dream.

AG: What do you feel is the most rewarding part of a secretary’s job?
ZM: My job offers a lot of variety in term of projects and dealing with people. It continuously expands my world and it allows me to impact on people on different levels and I am also challenged to grow.

AG: What kind of advice would you give someone who is just beginning his/her secretarial career?
ZM: This industry requires passion, focus, a drive for excellence, love for people and respect for what you need to do. It is about self-branding, self-respect and service excellence. If young people understand these principles then they are surely suited for this kind humble profession.

Andreia Gonçalves (Finalista)

À conversa com ... Nina Aunula, Presidente da EUMA Finlândia

Nina Aunula got an International degree in tourism in 1991. She started her career as Communications Assistant at the Prime Minister's Office, where she stayed up to 1997. She then moved to Booz Allen Hamilton as an assistant and then, in 2000, to the Gillette Group Finland Oy as Office Manager/Executive Assistant. She is at Outokumpu Oyj since 2004, having worked there as Office Manager and Executive Assistant within several areas (e.g. Procurement, Legal Affairs, HR, Corporate Affairs, Compliance). She became National Chairman of EUMA Finland in 2012.

Nina Aunula (NA):  Please let me start by thanking my colleagues and EUMA Finland Corporate members from the Haaga Helia University of Applied Sciences. The school provides for educational programs and degrees for Management Assistants in both Finnish and English. We discussed your questions together in order to be able to provide you with the most up-to-date information available.

Maria Joao Borges (MJB): In Portugal, a higher education degree in this area has been offered since 1962. However it seems that less and less people choose this career as a 1st option, even though there are lots of employment opportunities. Is there a similar trend in Finland?

NA: In Finland this field is actually quite popular, especially as the educational programs cater for versatile employment possibilities. The amount of applicants has been quite consistent.  The employment prospects are good – hardly any unemployment among the assistants. The employers value the degree(s) and the trade association and the University itself have been working hard in achieving and maintaining this reputation.

MJB: Initially professions undertaken only by men, positions are now mostly filled by women. Can you estimate a distribution between men and women in Finland?

NA: Very much a female-dominated field still, only 1% men apply for the programs available.

MJB: Is this a well rated profession in terms of the employment outlook for the next, say, 10 years?

NA: The future outlook is very good (relaying on the trade association as well as statistics). The role and the job description itself changes somewhat – more towards coordination, communication, strategy etc.

MJB: Do recruiters and employers look for specific skills? Do they look for technical training or base their choice mostly in soft skills?

NA: Organizational - as well as language skills (preferably additional languages – not only English) are a must, ICT-skills, the right attitude, a proactive mind-set and generally very good interaction skills.

MJB: Do these professionals have to have a specific license or to be part of a trade union in Finland?

NA: No, but the graduates from Haaga-Helia have the right to belong to the Trade Association Aito-HSO and add “HSO” after their BBA title (Bachelor of Business Administration).


MJB: In Portugal, as in some other countries, there is a wide range of names for this profession, which often do not translate into levels of responsibility or autonomy. What is the situation in Finland?

NA: There are some 300 titles in use as we speak, so very broad spectrum indeed. The title reflects the level of responsibility as well as the degree of independency within your role. Quite often, however, the title does not give full justice to your field of expertise and your job description.

MJB: In some countries there is a (somewhat) vigorous debate about the name secretary vs assistant. Is that the case in Finland? Why?

NA:  We don’t believe that the title Secretary is making a come-back, it is far more likely an  title along the lines of ”Management Co-coordinator” would be depicting the role of the assistant in the future.

MJB: How is the virtual dimension of the profession evolving in Finland? Do companies look for virtual assistants?

NA: This is not yet an apparent trend but it is predicted that virtual work is on the rise in the coming years. Some companies are indeed utilizing assistants that work more on a franchising basis.


Maria João Borges
Docente das UC de Práticas de Secretariado e Assessoria

À conversa com... Glòria Gratacòs, Vice-Presidente da EUMA Espanha

Glòria Gratacòs estudió 5 años de formación profesional en la  especialidad de  Administrativa y Secretariado de Dirección y obtuvo un  Master Degree en  “Assistant Business Administration” por la Universitat  Oberta de Catalunya). Entre otras empresas, ha trabajado para la Generalitat de Catalunya (Gobierno  Autonómico de Catalunya),  un bufete de abogados y desde hace 12 años para Almirall, S.A., una multinacional farmacéutica  española, dónde actualmente trabaja como Executive Assistant para el Departamento  de Global Alliance Management. De 2009 a 2013 ha sido la  National Chairman de  EUMA Spain y en la actualidad ocupa el cargo  de Deputy National Chairman. Ha publicado distintos artículos en publicaciones  de EUMA y para otras revistas profesionales del  sector.
 

Maria João Borges (MJB): En Portugal existe formación superior en esta área desde 1962. Sin embargo, parece que cada vez menos personas escogen esta carrera y profesión, a pesar de haber muchas oportunidades de empleo. ¿Ocurre lo mismo en España?

Glòria Gratacòs (GG): Sí, en los últimos años se ha notado una tendencia a la baja. De hecho muchas escuelas de Secretariado de Dirección han ido desapareciendo en los últimos años y ahora  mismo hay poca formación de calidad para nuestra profesión. Es un problema con el que nos encontramos a diario cuando nos piden alguna recomendación al respecto.

 

MJB: Hasta principios del siglo XX, esta profesión la ocupaban solamente hombres. Sin embargo, hoy el 95% de quienes la ejercen son mujeres. ¿Ocurre lo mismo en España?

GG: Efectivamente, los hombres son aún una minoría en esta profesión. Pero creo que es una tendencia global, pues de hecho en EUMA a nivel europeo de 1.400 asociados solamente 4-5 son hombres.  En España este porcentaje de 5% viene dado por el hecho de que también se cuentan a los administrativos que trabajan en el sector público. De otra manera sería mucho menor.
 

MJB: ¿En España esta profesión tiene buenas perspectivas de crecimiento en los próximos 10 años?

GG: Desgraciadamente en general el rol de secretariado en España no sigue siendo lo suficientemente valorado. Aunque es verdad que la tendencia ha cambiado en los últimos años, estamos aún lejos de obtener el reconocimiento que merece.  Sin embargo, es cierto que debido a que en muchas empresas la figura del mando intermedio va desapareciendo, el papel de la secretaria se va ampliando y se dan nuevas oportunidades, con lo cual opino que la tendencia en los próximos años será de clara mejora.
 

MJB: ¿En España los captadores y empleadores buscan competencias específicas? ¿Dan más importancia a las capacidades técnicas o personales?

GG: Yo diría que a ambas. Obviamente las capacidades técnicas han sido y siguen siendo primordiales y muy valoradas, pero a su vez las capacidades personales se valoran mucho más que antes. Se pueden tener muchas capacidades técnicas pero hoy en día una secretaria que no muestre también un alto nivel de proactividad, liderazgo, resiliencia, capacidad de trabajo en equipo, integridad ética, solo por citar algunas cualidades, no podrá ser considerada una profesional en global.
 

MJB: ¿Se necesita título profesional o estar sindicalizado para ejercer la profesión en España?

GG: Es cierto que se valora mucho el título profesional en Secretariado de Dirección, sin embargo ésta ha sido y muchas veces sigue siendo una profesión que ha servido también de “coladero” para otro tipo de profesionales, en el sentido de que hay quien piensa que cualquiera puede ejercer la profesión y cuando han llegado momentos de crisis y falta de trabajo mucha gente sin ninguna cualificación específica ha optado a puestos de secretariado.
 

MJB: En Portugal, como en varios otros países, la profesión/función asume diversas designaciones, que no siempre traducen el grado de progresión en la carrera, de autonomía o responsabilidad. ¿Ocurre lo mismo en España?

GG: Sí, ocurre por igual. Hay mucha confusión a la hora de utilizar los distintos términos como Administrativa, Secretaria, Secretaria de Dirección o los anglicismos Assistant, Personal Assistant, Management Assistant o Executive Assistant.
 

MJB: En algunos países, el término Secretaria(o) se considera despreciativo, a veces incluso humillante. ¿Ocurre lo mismo en España?

GG: Como comentaba anteriormente, nuestro rol sigue sin estar lo suficientemente valorado. Hoy día te puedes aún encontrar con quienes utilizan el término de manera despreciativa, asumiendo que tu único trabajo es servir cafés y estar a las órdenes de los directivos. En el otro extremo te encuentras con profesionales y empresas que valoran muchísimo nuestra profesión, hasta el punto que no conciben el buen desarrollo del trabajo de un/una directivo o directiva sin un profesional del secretariado a su lado.
 

MJB: ¿Cómo se está desarrollando la dimensión virtual de la profesión en España? ¿Las empresas buscan asistentes virtuales?

GG: Diría que esta tendencia no es aún tan clara como lo es, por ejemplo, en los Estados Unidos. Precisamente porqué el “teleworking” no está aún muy extendido en España, las empresas siguen queriendo que los profesionales del secretariado tengan una presencia física en la empresa.

Maria João Borges
Docente das UC de Práticas de Secretariado e Assessoria

À conversa com...Sabrina Franchini, Presidente da EUMA Bélgica

Sabrina Franchini is the National Chairman of EUMA Belgium. After taking a languages course at ISTI in 1987, she took Secretariat at ECSEDI. She began her career in 1988 in European Expedite as Assistant Sales Department and then, in 1989, took a position as P.A. to the CEO BeNeLux & France at DHL GLOBAL FORWARDING, where she still is. She is in charge of Fleet Management, Travel & Transportation and Events Organisation. She became National Chairman of EUMA Belgium in January 2013 after a 2-year mandate as Deputy PR Officer.

Maria Joao Borges (MJB): In Portugal, a higher education degree in this area has been offered since 1962. However, it seems that less and less people choose this career as a 1st option, even though there are lots of employment opportunities.  Is there a similar trend in Belgium?
Sabrina Franchini (SF):  It is very mixed in Belgium.  We have always had members in EUMA Belgium who rolled into the job via other studies.  We have had members with a diploma as laboratory assistant, or script girl/production assistant Film & Television or interpreter or historian or economist.  I would say about half really studied office management.
 

MJB: Initially a profession undertaken only by men, positions are now mostly filled by women. Can you estimate a distribution between men and women in Belgium?
SF:  We do not have exact figures for Belgium but my sources at Belgian Office Management Schools tell me it reflects the student population:  95% female and 5 % male, other sources speak of 90% women.
Within EUMA we have had very few male management assistants  as members. Out of the top of my head I can think of 5 male management assistants at European level who have been at some point a member of EUMA.   One of them was a Belgian but he moved into another job (complaints handling at a multinational consumer company).

The required competences for a management assistant anno 2014 have changed. The schools put a lot of effort into attracting young people to the new competences via testimonials, pictures of male students in office management on Facebook, etc.   For the male students it is rarely the first study of choice.   

Even though, Management Assistant still stays a predominantly female profession, we do tend to evolve away from the classical ‘support role’. The modern business support team organizes events, reviews business processes, implements lean management projects, creates the right setting in which the correct stakeholders gather, specializes in communication and cross media, works as facility manager or project manager,…  This evolution will create more options for men as well, as the classic interpretation of the ‘assistant’ element will become less relevant.
 

MJB: Is this a well-rated profession in terms of the employment outlook for the next, say, 10 years?
SF: Even if managers do more things themselves, are more technology-savvy, a highly skilled management assistant is still an asset.  In crisis-times there are of course lay-offs, but that is true for any position.  The skilled management assistant may even find him/herself doing a lot more because of his/her ability to multitask and because he/she is generally up to date in a lot of fields.
 

MJB: Do recruiters and employers look for specific skills? Do they look for technical training or base their choice mostly in soft skills?
SF: A good knowledge of current office-programs + a dynamic personality who gets things done + good interpersonal skills + the ability to keep confidential information are key elements in the recruitment of a management assistant.  Most recruiters are looking for an allround profile with specific expertise depending on the vacancy: relevant experience at C-suite level, or in HR Management, or in marketing, etc.
 

MJB: Do these professionals have to have a specific license or to be part of a trade union in Belgium?
SF:  No.
 

MJB: In Portugal, as in some other countries, there is a wide range of names for this profession, which often do not translate into levels of responsibility or autonomy. What is the situation in Belgium?
SF:  Management Assistant is certainly the most common job title used in current job ads.  Executive Assistant implies a more senior role.  Personal Assistant implies a much broader and more confidential role. Furthermore, some job titles are linked to the corresponding business unit, such as Sales & Marketing Assistant, Purchasing Assistant, or evolve into other admin profiles like customer service officer, facility manager, …
The new competences in the educational programmes of Bachelor in Office Management prove that the MA anno 2014 is a co-manager. Students are prepared to reflect, to take initiative, and to work autonomously.  This should prepare them well for the actual job as we know it today.
 

MJB: In some countries there is a (somewhat) vigorous debate about the name secretary vs assistant. Is that the case in Belgium? Why?
SF:  We held this debate at the end of the 90s.  As the role expanded more to a proactive role including project management, the term ‘secretary’ is considered to be too restrictive and associated with somebody who only executes, performs strictly clerical tasks and does not take initiatives.
Unlike a secretary, a management assistant has the liberty to make independent decisions, works proactively to help make her/his boss make better use of his/her time, and can have a broad range of responsibilities and tasks.  These can entail negotiations with suppliers, supervising staff, HR & finance management tasks, etc.

MJB: How is the virtual dimension of the profession evolving in Belgium? Do companies look for virtual assistants?
SF:  Not so much.  Smaller companies may use external independent management assistants.  Sometimes these external MAs work from home, often they come in a few hours or days per week and do the job at the office.  Purely ‘virtual assistants’ do not seem to occur frequently.
However, many companies are implementing certain aspects of the NWOW (new world of work) and assistants are required to work with a wide variety of digital and virtual tools.

With thanks to Hogeschool Gent, Thomas More Hogeschool Mechelen and VIVES Campus Kortrijk for the input.

Maria João Borges

Docente das UC de Práticas de Secretariado e Assessoria

À conversa com... Nancy Sánchez, Presidente da COASAPE (Peru)

Nancy Sánchez estudió  Business Administration and Management en la Universidad Inca Garcilaso de la Vega. Es Presidenta, desde 2012, de la Confederación de Asociaciones de Secretarias y Asistentes del Perú (COASAPE) y una de sus fundadoras. Fue además fundadora de otras asociaciones profesionales como ASEGEL e CONAPSE. Entre otros cargos, fue Secretaria Ejecutiva y Asistente en distintas empresas.

Maria João Borges (MJB): En Portugal existe formación superior en esta área desde 1962. Sin embargo, parece que cada vez menos personas escogen esta carrera y profesión, a pesar de haber muchas oportunidades de empleo. ¿Ocurre lo mismo en Perú?

Nancy Sánchez (NS): En el Perú la formación superior en secretariado existe aproximadamente desde 1960, es donde aparecieron las Academias de Secretariado que eran netamente privadas y los estudios eran de 12 meses o 18 meses, luego se crean los CEOS (Centro Educativo Ocupacional) entidades del estado donde los estudios eran de 24 meses y luego los IST (Instituto Superior Tecnológico) de 6 semestres o 3 años.  En el Perú las jóvenes siguen escogiendo la carrera de secretariado, lo que ocurre es que para estar más acorde con el avance tecnológico se ha diversificado y existen carreras como Secretariado Ejecutivo, Secretariado Computarizado Español-Bilingüe, Asistente de Gerencia, Experto en Office, Secretariado Ejecutivo Bilingüe, etc.

MJB: Hasta principios del siglo XX, esta profesión la ocupaban solamente hombres. Sin embargo, hoy el 95% de quienes la ejercen son mujeres. ¿Ocurre lo mismo en Perú?

NS: En el Perú la carrera siempre la ejercieron mayormente las damas, el porcentaje podría ser el 95% de damas y esto no se ha alterado.

MJB: ¿En Perú esta profesión tiene buenas perspectivas de crecimiento en los próximos 10 años?

NS: Yo creyera que no, que tal vez se mantenga igual o podría disminuir, porque el Estado Peruano incentiva a los jóvenes para que sigan carreras técnicas como lo es en los IST, porque cuando culminan sus estudios que son 6 semestres (3 años) pueden optar por convalidar cursos y seguir una carrera universitaria afín estudiando solo 2 años más, entonces muchas secretarias que después de haber culminado sus estudios en un IST, consiguen trabajo y después de un tiempo cuando tienen familia, continúan estudios universitarios para poder trabajar en otra carrera como contabilidad, administración de empresas, relaciones públicas etc, para que puedan tener horarios más flexibles y poder estar más cerca de su familia.

MJB: ¿En Perú los captadores y empleadores buscan competencias específicas? ¿Dan más importancia a las capacidades técnicas o personales?

NS: Lo ideal sería que tomen en cuenta los  conocimientos y las capacidades de las postulantes a los empleos, como lo hacen efectivamente muchas empresas serias y grupos empresariales grandes, pero también hay empresas donde prefieren a las profesionales capaces pero con muy buena presencia, porque están convencidos que la secretaria es la imagen de la empresa.

MJB: ¿Se necesita título profesional o estar sindicalizado para ejercer la profesión en Perú?

NS: Para trabajar en la profesión se requiere de un título profesional.

MJB: En Portugal, como en varios otros países, la profesión/función asume diversas designaciones, que no siempre traducen el grado de progresión en la carrera, de autonomía o responsabilidad. ¿Ocurre lo mismo en Perú?

NS: En el Perú también se dan casos así, dependiendo del tipo de empresas si son del estado o privadas.

MJB: En algunos países, el término Secretaria(o) se considera despreciativo, a veces incluso humillante. ¿Ocurre lo mismo en Perú?

NS: No, en nuestro país las Secretarias están bien consideradas sobre todo en la empresa privada y nadie se siente despreciada por el término.  Tal vez algunas jóvenes que les gusta más que les digan Asistentes y es por eso que estudian para ser Asistentes de Gerencia.

MJB: ¿Cómo se está desarrollando la dimensión virtual de la profesión en Perú? ¿Las empresas buscan asistentes virtuales?

NS: Si, en algunos casos pero tal vez un porcentaje mínimo. Lo que requieren como asistentes virtuales son para trabajar con las páginas web o diseño gráfico.

Maria João Borges

Docente das UC de Práticas de Secretariado e Assessoria

À conversa com... ANSE (Costa Rica)

La Asociación Nacional de Secretarias (os) Ejecutivas (os) y Asistentes Empresariales (ANSE) es una organización apolítica sin fines de lucro, dedicada a promover y elevar el nivel cultural y profesional de sus Secretarias (os) Asociadas (os). Costa Rica se convirtió en el primer país de América Latina en fundar un Colegio de Secretariado Profesional creado por Ley (número 5005, 15/06/1972), integrado por profesionales en secretariado autorizados para ejercer la profesión. ANSE fue miembro fundador de FIAS (Federación Interamericana de Asociaciones de Secretarias).

Maria João Borges (MJB): En Portugal existe formación superior en esta área desde 1962. Sin embargo, parece que cada vez menos personas escogen esta carrera y profesión, a pesar de haber muchas oportunidades de empleo. ¿Ocurre lo mismo en Costa Rica?

ANSE: Desgraciadamente en Costa Rica ocurre lo mismo, solo una universidad da la carrera formal donde se estudia bachiller y licenciatura, los demás lugares donde se puede estudiar son instituciones parauniversitarias donde solo se sacan técnicos o diplomados.

MJB: Hasta principios del siglo XX, esta profesión la ocupaban solamente hombres. Sin embargo, hoy el 95% de quienes la ejercen son mujeres. ¿Ocurre lo mismo en Costa Rica?

ANSE: Actualmente la mayoría de estos puestos están ocupados por mujeres.

MJB: ¿En Costa Rica esta profesión tiene buenas perspectivas de crecimiento en los próximos 10 años?

ANSE: La profesión como tal va en decadencia, en este país las mujeres estudian Secretariado como un puente para conseguir empleo y poder pagarse los estudios universitarios en otras carreras.

MJB: ¿En Costa Rica los captadores y empleadores buscan competencias específicas? ¿Dan más importancia a las capacidades técnicas o personales?

ANSE: Los empleadores solicitan conocimientos pero más que eso experiencia en los puestos.

MJB: ¿Se necesita título profesional o estar sindicalizado para ejercer la profesión en Costa Rica?

ANSE: En Costa Rica con solo un titulo de un Colegio Técnico o una institución parauniversitaria se puede ejercer.

MJB: En Portugal, como en varios otros países, la profesión/función asume diversas designaciones, que no siempre traducen el grado de progresión en la carrera, de autonomía o responsabilidad. ¿Ocurre lo mismo en Costa Rica?

ANSE: En muchas empresas la secretaria es la que hace todo desde los mandados, servir el café y encargarse de las tareas de la oficina.

MJB: En algunos países, el término Secretaria(o) se considera despreciativo, a veces incluso humillante. ¿Ocurre lo mismo en Costa Rica?

ANSE: Si, actualmente a muchas personas el término secretaria es muy poco por lo que han iniciado a cambiarle el nombre a Asistente Administrativa.

MJB: ¿Cómo se está desarrollando la dimensión virtual de la profesión en Costa Rica? ¿Las empresas buscan asistentes virtuales?

ANSE: En Costa Rica no se buscan asistentes virtuales en este campo no se han incursionado.

Maria João Borges

Docente das UC de Práticas de Secretariado e Assessoria

À conversa com... Manuela Spießberger, Presidente da EUMA Áustria

Ms Spießberger is the National Chairman of EUMA Austria. She has been working as an assistant to the manager in a conference hotel in Salzburg for the past 11 years, being responsible for the PR and marketing areas and, since 2013, also for HR and book keeping.

Maria João Borges (MJB): In Portugal, a higher education degree in this area has been offered since 1962. However it seems that less and less people choose this career as a 1st option, even though there are lots of employment opportunities. Is there a similar trend in Austria?

Manuela Spießberger (MS): As far as I know, we have no courses or seminars in Secretarial Techniques offered by universities.  But we have advanced educational centers which offer seminars for office management or for economic  assistants. Duration: 6 month on average. The centers offer this courses  for years – so I think they are fully booked.

MJB: Initially a profession undertaken only by men, positions are now mostly filled by women. Can you estimate a distribution between men and women in Austria? 

MS: It is not very “masculine” working as an assistant. I would say the distribution in Austria is 80 : 20 (women : men). Exception: In the Austrian political parties the position of a secretary is still undertaken by men! 

MJB: Is this a well rated profession in terms of the employment outlook for the next, say, 10 years?

MS: There was and still is a change in the perception of secretarial work – from the side of the companies and from the side of the secretaries as well. A secretary like it was in former times, doesn’t exist anymore.  We moved from just an executing position to a “self-thinking” one! We are the “right and the left hand” of our boss and we overtook many application areas from him or her.  So the profession of an assistant is well rated in Austria – except the salary! This has nothing to do with the profession itself but rather with the issue, that this position is mainly manned by women! – Equal Pay Day!

MJB: Do recruiters and employers look for specific skills? Do they look for technical training or base their choice mostly in soft skills?

MS: If you have a lack of technique skills you can attend different courses and seminars to come up to the needs. So I think employers and recruiters look especially for soft skills: good behaviors & diction, excellent in orthographie!!, well dressed, intercultural competences, aso.

MJB: Do these professionals have to have a specific license or to be part of a trade union in Austria?

MS: No specific license or membership of a trade union is necessary. To be part of a trade union is absolutely  voluntary in Austria.

MJB: In Portugal, as in some other countries, there is a wide range of names for this profession, which often do not translate into levels of responsibility or autonomy. What is the situation in Austria?

MS: In Austria we still have the appellation of SECRETARY. But it is more and more replaced by ASSISTANT.  No more names.

MJB: In some countries there is a (somewhat) vigorous debate about the name secretary vs assistant. Is that the case in Austria? Why?

MS: As I mentioned in the last answer, the name SECRETARY is going to disappear in the economic world. Not in the politic parities – there, the secretary is mainly a man and he is still a “secret carrier”, like the word “secretary” comes from. As you certainly know, Austria is a very high developed country but on the other hand we still have the bureaucracy and some names coming from the old “Habsburg-Empire” ! The secretary of the Prime Minister is still a secretary and not an assistant to the Prime Minister, f.e.

MJB: How is the virtual dimension of the profession evolving in Austria? Do companies look for virtual assistants?

MS: Yes, they do. They are searching for assistants to the manager, assistants to the CEO, aso. 

Maria João Borges

Docente das UC de Práticas de Secretariado e Assessoria

À conversa com... Gina Theofilidou, Presidente da EUMA Grécia

Gina Theofilidou is the National Chairman of European Management Assistants Greece. She got a diploma in Secretarial Studies at Saint George Commercial College in 1992 and started working at VIEXAL in 1993 as Assistant to the Client Service and to Account Department. In 1995 she began working at GfK as Assistant to the Client Service Department, where she now is Senior Administrative Assistant / Marketing Communications, Travel Management.

Maria João Borges (MJB): In Portugal, a higher education degree in this area has been offered since 1962. However it seems that less and less people choose this career as a 1st option, even though there are lots of employment opportunities. Is there a similar trend in Greece?
Gina Theofilidou (GT): In Greece there are only vocational training institutes (private or public) and seminars (30-50 hours duration) for the profession.  As it happens in many countries in northern Europe, our profession operates as an “open door” from graduates from Marketing, Economics and Human Resource Management to the labor market. This has been a significant impact to our profession with many dimensions. Increases the trend of companies asking university degrees on those sectors for appointing Executive and Management Assistant positions, but offering a significantly lower salary than they would offer to another position in the same company with the same studies. This situation has as a result that older management assistants, at the age of 40-50 with no university degree lose their jobs.

The second factor increases the unemployment rate since companies have the opportunity to select from a great variety of candidates, younger and higher educated.

MJB: Initially a profession undertaken only by men, positions are now mostly filled by women. Can you estimate a distribution between men and women in Greece?
GT: In Greece, the profession is not undertaken by men, so there is no difference in percentage. There are positions that a man could start as an Assistant but the job description of the role has nothing to do with our profession. Men preferred for leadership and management positions. For example they could work as Assistants to the General Manager but what they actually mean is Deputy General Manager.

MJB: Is this a well rated profession in terms of the employment outlook for the next, say, 10 years?
GT: The profession still remains in the top ten hardest jobs to fill in according to surveys conducted among employers. What affects not only our profession, but all the working place in Greece, is the current Generation Y – given birth round 1980, called “Millennials”. The new managers that shape the future workplace.  The technology is their sixth consciousness.  It is the way they know the world.  This generation has a considerable influence in shaping the future workplace because they transform specifications of the ideal company, relationships and behaviors through communication and technology. For them the ideal company is one that provides good work and ability to undertake multiple roles resulting in elimination of some roles as this of a secretary to the concept that existed until now because they do it all by themselves.

Personally, I see that change as an opportunity for secretaries that pursuing the development and their career evolution to find the path that will help them to stand next to these young managers giving new dimensions to their role.

MJB: Do recruiters and employers look for specific skills? Do they look for technical training or base their choice mostly in soft skills?
GT:  The evolution of our profession requires management assistants to managing company’s web presence and social media, coordinating senior leadership of diverse nationalities in multiple locations, coordinating online webinars and conferences with multiple nationalities and regions and liaising with numerous stakeholders and suppliers, internally and externally.
So the job successful profile of a candidate is:

• Knowledge:  Business Acumen
• Skills: Flexibility,  Adaptability, Problem Solving, Multi tasking, IT Skills, Internet savvy, ability to act as an “ambassador”, quick Learner.
• Values & Mindset (Attitudes that people bring to jobs and jobs need in people): Critical Thinking, Professional Attitude, Organizational Awareness, Trustworthiness, Credibility, Loyalty, Integrity in an era of transparency.
• Personality & Intelligence (Basic character & moral traits): Intellectual Curiosity, Proactive, Self-confidence, Stress Tolerance. 

MJB: Do these professionals have to have a specific license or to be part of a trade union in Greece?
GT:  As I mentioned before there is no university degree for our profession, so there was never a real need for a specific license that people need to have to work as secretaries, executive assistants etc. Although, when you study in public vocational training institutes you give examinations for your diploma to the Organization for Vocational Education and Training, a Public Entity established, it has administrative and financial autonomy and it is supervised by the Ministry of Education, Life lifelong Learning and Religious Affairs.  One of its services is the recognition and vesting professions relevant to the education and training provided by the Vocational Training Institute, according to the data and the needs of the Greek market, but also that apply in the EU.

There is no any official trade union to represent our profession since our profession is not legally established in our country.  In Greece, EUMA association aims to represent our profession in the business world by specialized training and networking among professionals.

MJB: In Portugal, as in some other countries, there is a wide range of names for this profession, which often do not translate into levels of responsibility or autonomy. What is the situation in Greece?
GT: The situation in Greece is almost the same. The titles differ from company to company and especially between national and multinational companies.  Although there are samples of job descriptions among level and title, the percentage of companies using them to describe and most important evaluate our jobs is very small.  In Greece the phenomenon of a management assistant having a huge range of responsibilities and capabilities but not the title and the salary is very common.

MJB: In some countries there is a (somewhat) vigorous debate about the name secretary vs assistant. Is that the case in Greece? Why?
GT: The same debate existing also in Greece and it is related to the phenomenon I have mentioned before. If you name a person as your assistant, this could automatically mean that this person has could have same authorities, skills, education as a manager or a CEO etc, but has just started his/her career and needs guidance and a final approval –decision to initiatives and proposals.  From the other hand, when you name a person as secretary, you could have the same skills, education, doing most of your work, operating as your right hand, but with less money. So the title in our career totally depends to the manager you have, his age, his beliefs and his business culture.  In my opinion our profession and its evolution depends on specific characteristics of leadership that our supervisor has or not.

MJB: How is the virtual dimension of the profession evolving in Greece? Do companies look for virtual assistants?
GT: For a country such ours that suffers from economic crisis, you would expect a significant increase of virtual assistant profession. However, the percentage of companies using virtual assistant services is a single digit. That occurs from the fact that those companies offering such services are focus to operate as call centers mostly. Other services offered are transcripts, translations, creation of PowerPoint presentations, typing. However, even in that difficult economic period, that companies struggle to cut their budgets, they do not work with outsourcing secretarial services easily.  It is more possible to give a job to another person in the organization if a secretary cannot do it or decide to cut this position, than to give it outside.

VA’s profession could be a great opportunity for people of 40-50 year old that lost their jobs, to develop their abilities, uses their experience and being the CEO of their career.  

Maria João Borges
Docente das UC de Práticas de Secretariado e Assessoria

À conversa com...Dr Halina Füchsel, membro fundador honorario da EUMA Polónia

 

Dr Halina Füchsel is a teacher in Ogrodowa College and lecturer in Warsaw Graduate and Postgraduate Management School. She is the author of several books and manuals for assistants, and she has been leading numerous workshops and training sessions at various management levels for secretaries and assistants. She is an honorary member of EUMA as she led the establishment of this association in Poland.

Maria Joao Borges (MJB): In Portugal, a higher education course in this area has been offered since 1962. However it seems that less and less people choose this career as a 1st option, even though there are lots of employment opportunities. Is there a similar trend in Poland?

EUMA: In Poland the first College for secretaries was organized in 1959.  Assistants have appeared much later, in the 1990s.

Although College “Ogrodowa” hasn’t offered higher education, it has offered very high competences in foreign languages (German, Spanish, Russian) and other areas of business knowledge: law, administration, organization and office technology, accountancy. In the 1970s it had two thousand students. Later (particularly after 2000) we observed similar trend in Poland as in Portugal. Not only the number of young people is systematically decreasing, but they are choosing other areas of education. Ten years ago, a new direction of knowledge – Office Management was created in Warsaw Management School Graduate and Postgraduate School, but we have not had much success.  This year we tried opening postgraduate studies for “European Assistant”, but for now it has only acquired attention of only few persons.

MJB: Initially a profession undertaken only by men, positions are now mostly filled by women. Can you estimate a distribution between men and women in Poland?

EUMA: Estimating gender distribution for this profession can be quite difficult. In Poland, men undertake work as secretary/assistant only in places traditionally connected with power and management, such as parliament, central and local government, the army, police. Mining industry is probably the sole business example. Women dominate in education, health service, culture and most of business firms.  I believe, given the current proportions of these sectors, the proportion might be close to 20% of men and 80% of women.

MJB: Is this a well rated profession in terms of the employment outlook for the next, say, 10 years?

EUMA: I think the future might be brighter than many expect. Employment in government and administration has been growing ever since Poland joined the EU in 2004. The business sector is also keen on getting professionals to assist a growing number of management positions. Many assistants and secretaries are promoted to management positions. I am convinced that this is a good career opportunity in the foreseeable future.

MJB: Do recruiters and employers look for specific skills? Do they look for technical training or base their choice mostly in soft skills?

EUMA: I think that employer will look for technical training, but also put a very high emphasis on soft skills.

 
MJB: Do these professionals have to have a specific license or to be part of a trade union in Poland?

EUMA: Currently, there are no license or trade union requirements. EUMA has started work on professional examination and licensing program in cooperation with Warsaw Management School Graduate and Postgraduate School. Keep your fingers crossed for its success!

MJB: In Portugal, as in some other countries, there is a wide range of names for this profession, which often do not translate into levels of responsibility or autonomy. What is the situation in Poland?

EUMA: Yes, the same is true in Poland. The name of the position usually does not tell you much about the scope responsibilities or job description. It is usually historical and culture based in different organizations.

MJB: In some countries there is a (somewhat) vigorous debate about the name secretary vs assistant. Is that the case in Poland? Why?

EUMA: Yes, in Poland it is trendy to be called “assistant”. The name secretary is well established only in major law firms and maybe some other big brand companies with tradition. This debate has been on for the last twenty years. Although most debaters credit “assistants” with more management and independence than “secretaries”, I don’t think that is true in reality.

MJB: How is the virtual dimension of the profession evolving in Poland? Do companies look for virtual assistants?

EUMA: That is surely not the case in Poland. Secretary / assistant is probably one of the last jobs on the list of virtual professions.

Maria João Borges
Docente das UC de Práticas de Secretariado e Assessoria

À conversa com...Maria Bernadete Lieuthier, Presidente da Federação Nacional das Secretárias e Secretários – FENASSEC (Brasil).

Maria Bernadete Lieuthier é Especialista em Secretariado Executivo pela ESUR, bacharel em Letras - Habilitação em Português e Inglês pela UNICAP e graduada em Direito pela AESO. É Presidente da Federação Nacional das Secretárias e Secretários (FENASSEC) desde 2010 e do Conselho Editorial da Revista Excelência, bem como, desde 2012, Diretora de Assuntos Internacionais da Confederação Nacional dos Trabalhadores no Comércio (CNTC).

Maria João Borges (MJB): segundo um artigo publicado na revista Veja em 03/07/2013, foi identificado que, no âmbito do trabalho do estudo Radar – Tecnologia, Produção e Comércio Exterior, o Secretariado Executivo ocupa o 4.º lugar nas dez carreiras de nível superior com maior expansão de vagas no Brasil (2009-12). É essa a perceção da FENASSEC?

Maria Bernadete Lieuthier (MBL): Sim. O competitivo mundo dos negócios tem gerado mudanças significativas nas profissões, exigindo, cada vez mais dos profissionais, competências, comprometimento, profissionalismo, capacidade de agregar valor, de fazer com que as coisas ganhem qualidade com a sua participação. E a profissão de Secretariado no Brasil, com mais de 28 anos de regulamentação, vem, ao longo desses anos, conquistando mercados, ganhando prestígio e respeito devido aos conhecimentos adquiridos durante sua formação. As suas funções foram transformadas e ampliadas exigindo-se novas posturas na atuação desse profissional: espírito de liderança e atuação gerencial; foco em resultados, sem perder de vista a qualidade dos processos; ética e discrição para tratamento dos assuntos confidenciais; habilidade de relacionamento para tratamento com pessoas em todos os níveis; habilidade de planejamento e organização, associada à gestão adequada do tempo, para atingir suas metas dentro de prazo e qualidade solicitados; pensamento estratégico, alinhado aos negócios da empresa, além do domínio das técnicas secretariais, faz com que o Secretariado Executivo esteja sempre em expansão.

MJB: Quantos associados tem a FENASSEC atualmente?

MBL: Dentro da estrutura sindical brasileira a Fenassec é uma entidade sindical de segundo grau, que representa a categoria em nível nacional e tem como associados os sindicatos representativos da categoria (técnicos em secretariado, tecnólogos em secretariado e secretários executivos). A Federação é composta de 23 sindicatos, trabalhando em conjunto dentro de uma mesma linha de ação e com os mesmos objetivos.
 

MJB: Aproximadamente, quantos cursos superiores são oferecidos no Brasil nesta área profissional e de que nível (bacharelato/licenciatura)? Há cursos a fechar apesar do aumento do número de vagas nos últimos 3 anos?

MBL: Existe cêrca de 180 cursos de bacharelado. Sim, há cursos de graduação (bacharelado) a fechar, entretanto, quando ocorre um fechamento outro curso de gradução (tecnólogo) abre e forma turmas. O curso de bacharelado tem carga horária mínima de 2.400 horas enquanto que o curso tecnológico tem carga horária de 1.600 horas (são mais rápidos).

MJB: Muitos jovens procuram formação superior nesta área? Ou preferem cursos médios/profissionais?
 

MBL: A demanda depende da região, ou seja: há procura tanto para técnicos (nível médio) quanto para executivos (nível superior), sendo que no Sul do País o nº de registros profissionais como técnicos é superior ao número de registros como executivos.

MJB: Que competências procuram os gestores brasileiros no Secretariado Executivo?

MBL: Assessoria, sempre disponibilizando informações e ações, viabilizando as tomadas de decisões;
Gestão, intermediando ações para a construção e composição de processos administrativos e relações comportamentais (micro, meso e macro-organizacionais). Empreendedorismo, assimilando a visão estratégica e maximizando recursos para que os centros decisórios atuem com eficácia nos diversos sistemas e subsistemas organizacionais. Consultoria, analisando os sistemas e subsistemas organizacionais, entendendo as inter-relações internas e externas aos ambientes organizacionais e, a partir dos dados, fatos e informações obtidas, filtrando e disponibilizando informações gerenciais para as tomadas de decisões organizacionais.

MJB: No Brasil pode um Secretário(a) Executivo(a) exercer a profissão sem carteira profissional?

 
MBL: As Leis Trabalhistas Brasileira não permitem que os profissionais atuem sem a assinatura da carteira profissional. No caso do Secretariado também é exigido, por força da Lei de Regulamentação da Profissão nº 7.377/1985, o registro profissional.

MJB: Apesar de ter começado como uma profissão exercida por homens, hoje é assegurada maioritariamente por mulheres – quantos homens exercem esta profissão no Brasil?

MBL: Acreditamos que do universo de cerca de dois milhões de profissionais de secretariado apenas 15% é do sexo masculino.

MJB: Em que mudou o exercício desta profissão no Brasil desde a publicação da Lei de Regulamentação da Profissão?

MBL: o papel do profissional secretário mudou muito. De anotação de recados, atendimento telefônico, manutenção de arquivos, datilografia entre outros, passou a assessorar executivos, ocupando posições estratégicas nas organizações. Hoje ele é um agente de resultados.

MJB: O que é o projeto do Conselho Federal de Secretariado?

MBL: O Conselho Federal de Secretariado será responsável pela normatização, regulação, fiscalização e disciplina do exercício profissional e, diferente da importante atuação sindical que representa a categoria profissional nas relações entre patrões e empregados, a atuação dos Conselhos se dá em relação ao exercício da profissão como um todo, ao estabelecer prerrogativas profissionais, fiscalizando o exercício regular da profissão e aplicar o código de ética.

Com a criação dos Conselhos de Secretariado, o profissional terá mais oportunidades no mercado de trabalho, uma vez que a confiança do setor patronal em um profissional titular dessas prerrogativas aumentará além de ser possível e efetiva fiscalização dos desvios de função, além disso, o seu exercício irregular passaria a ser ilícito.

Os Conselhos de Secretariado são viáveis e necessários como mecanismo de se assegurar o sigilo profissional e a fidelidade das informações, requisitos indispensáveis para o bom exercício profissional e para garantir à que as informações, tão valiosas atualmente, sejam confiadas a profissionais capacitados, possuidores de prerrogativas como a do sigilo profissional e que obedeçam a um código de ética sob fiscalização e poder disciplinar do Conselho Profissional.

MJB: A Universidade Europeia tem recebido vários estudantes brasileiros nos seus cursos – como deverá fazer esse estudante para ver reconhecido o seu diploma quando voltar ao Brasil? E que terão de fazer os diplomados de nacionalidade portuguesa se quiserem trabalhar no Brasil?

MBL: A própria Lei de Regulamentação da Profissão permite que o profissional diplomado no exterior por curso de Secretariado, cujo diploma seja revalidado no Brasil, na forma de Lei (o diploma seja chancelado, reconhecido por uma instituição de ensino federal) possa exercer a profissão.

À conversa com... Rita Kotsapa, Presidente da EUMA Chipre

Ms Kotsapa is the National Chairman of EUMA Cyprus. In recognition of her work coordinating the Corporate Social Responsibility Programme of ExxonMobil Cyprus and its implementation, her boss nominated her for the I Made a Difference Award which she won in 2007. She was also the winner of the European Smart Secretary/PA & HP Original Thinking Award in 2008.

Maria João Borges (MJB): In Portugal, a higher education degree in this area has been offered since 1962. However it seems that less and less people choose this career as a 1st option, even though there are lots of employment opportunities. Is there a similar trend in Cyprus?

Rita Kotsapa (RK): In Cyprus we have one of the highest percentages of university graduates in the world. Most professional and academic qualifications are gained either at the local University or Colleges, but mostly at EU and American universities.

Therefore most young people opt for Law, Engineering, Medicine, Accounting, Economics, Business Administration, Management.  I would agree that like in Portugal the Office Administration Degree is not chosen as a first option although there are employment opportunities in this area.  However, we are hoping that the trend will change, as currently, more and more foreign organizations seeking for a PA are looking for holders of University Degrees such as Business Administration or Management.  Those who eventually opt to follow the MA profession they discover that, if they are focused in life-long learning, willing to exhibit initiative and undertake added tasks then they are in the right path of following a fulfilling career.

P.S. Currently the environment in Cyprus is very volatile due to the economic crisis which has hit our country.

MJB: Initially a profession undertaken only by men, positions are now mostly filled by women. Can you estimate a distribution between men and women in Cyprus?

RK: I personally do not know of any men in the profession so I would say 99.9% to be on the safe side.

MJB: Is this a well rated profession in terms of the employment outlook for the next, say, 10 years?

RK: My opinion is that the role has evolved mainly due to the rapid technological  advancement and the assignment of added tasks to the Assistant rendering her a “Manager” of the office of the Manager.  Therefore if we manage to convey to the business world that the “Secretary” role is obsolete and the new position is a Managerial one, then we will be able to attract the University degree holders in Business Administration, Management, Marketing, H.R.  Management etc. 

MJB: Do recruiters and employers look for specific skills? Do they look for technical training or base their choice mostly in soft skills?

RK: Employers and recruiters definitely seek technical skills as well as soft skills.

MJB: Do these professionals have to have a specific license or to be part of a trade union in Cyprus?

RK: Employers are looking for professionals with a diploma in office administration and also to be well versed in computer skills.

MJB: In Portugal, as in some other countries, there is a wide range of names for this profession, which often do not translate into levels of responsibility or autonomy. What is the situation in Cyprus?

RK: The most common names in Cyprus is Personal Assistant, Executive Secretary, Management Assistant, Administration Manager, Office Manager

MJB: In some countries there is a (somewhat) vigorous debate about the name secretary vs assistant. Is that the case in Cyprus? Why?

RK: As I mentioned above, the role of secretary has evolved, however, we still see ladies performing the tasks of Secretary in numerous small companies.   It is up to the professional to demonstrate her potential, convince that she is career-oriented by investing in Life-Long Learning and thereby move up the ladder to Personal Assistant/ Office Manager.  

One of the hallmarks of a successful career is to push into new territory and expose yourself to new challenges.  You have to establish yourself before you are in a position to be qualified for promotion.  As  EUMA Cyprus we strive to convey the message to our members the need to advocate with their Manager their multi-task job and the importance of the position.   “That they are true leaders and are  the blood and oxygen that pumps through the heart of every successful organization.”

So in other words whether Secretary or Assistant the path to a successful career is hard work.  And as a quotation from Abraham Lincoln says: “Give me six hours to chop down a tree and I will spend the first four sharpening the axe”

MJB: How is the virtual dimension of the profession evolving in Cyprus? Do companies look for virtual assistants?

RK: I am not aware of companies looking for virtual assistants but there is a number of Assistants who work as part-time or on contract.

Maria João Borges

Docente das UC de Práticas de Secretariado e Assessoria

À conversa com... Marjeta Peternel, Presidente da EUMA Eslovénia

Marjeta Peternel is the National Chairman of European Management Assistants (EUMA) Slovenia. She speaks five languages and has been working as a personal assistant to three CEOs for 15 years. She enjoys fast paced environments and for the last five years has been working as HR Officer, dealing with staff training, recruitment, benefits, data management and Health & Safety issues.


Maria João Borges (MJB): In Portugal, a higher education degree in this area has been offered since 1962. However it seems that less and less people choose this career as a 1st option, even though there are lots of employment opportunities. Is there a similar trend in Slovenia?

Marjeta Peternel (MP): Also in Slovenia, the trend of education for this profession is lower in the last years and is often option No. 2. The reason is lack of employment opportunities. 

MJB: Initially a profession undertaken only by men, positions are now mostly filled by women. Can you estimate a distribution between men and women in Slovenia?

MP: Men occupy 11% of administrative professions, what means that we have 3.504 men on these places.  Comparing to the fact that men represent 56 % of active working population, we can talk about strong feminization of administrative professions. 

MJB: Is this a well rated profession in terms of the employment outlook for the next, say, 10 years? 

MP: I am afraid it is difficult to make prognoses but I believe this also depends on employer.  

MJB: Do recruiters and employers look for specific skills? Do they look for technical training or base their choice mostly in soft skills?

MP:  Technical skills are very important (computers, accounting). These skills are of more importance as BA are dealing a lot organizational work. 

MJB: Do these professionals have to have a specific license or to be part of a trade union in Slovenia?

MP: They should have proper education, certificates like EDCL or similar are welcome. Trade union is not obligatory (many people aren’t members).

MJB: In Portugal, as in some other countries, there is a wide range of names for this profession, which often do not translate into levels of responsibility or autonomy. What is the situation in Slovenia?

MP:  The role of BA is sometimes hidden under 21 different working titles that describe administrative worker, what is also connected with salaries. 

MJB: In some countries there is a (somewhat) vigorous debate about the name secretary vs assistant. Is that the case in Slovenia? Why?

MP: We have no problem with it as we have standardization of the profession. Person with high school can be secretary; person with higher education is Business Secretary or Business Assistant.

MJB: How is the virtual dimension of the profession evolving in Slovenia? Do companies look for virtual assistants?

MP: Some smaller companies do look for outsource services in accounting or HRM, but virtual assistant is not usual practice.

Maria João Borges

Docente das UC de Práticas de Secretariado e Assessoria