CHANGES IN THE PROFESSION OF SECRETARY FOR THE LAST

5 YEARS – RESULTS FROM PROFESSIONAL ASSOCIATIONS

ANABELA MESQUITAELENA ANGELICA VLAD

ANCA COJUCARU

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INTRODUCTION

• Person whose work consists of supporting management, including executives, using a variety of project management, communication or organizational skills (wikipedia, 2015)

• Top job for women in USA in 2010 (CNN Money, 2014)• The contente of this profession has changed in the last 20

years (USNews Money, 2014)

• Has it changed in general? And what about in Portugal? If yes, what are / will be the changes?

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EVOLUTION OF THE PROFESSION OF SECRETARY

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EARLY STAGES• 400 a.d. – Presence of secretaries dating back to ancient Egypt scribes. These were men entrusted with

private and confidential matters (Latin word secretum meaning “secret”).• Ancient Rome - secretaries existed in Rome prior to the establishment of the empire. They were usually

educated men who took dictation as "scribes," and oftentimes acted as trusted advisors.• Middle ages - secretarial work was mostly carried out by clergymen. • Renaissance - clerical roles move away from the church, though men continue to dominate the profession.• Early modern times - members of the nobility had secretaries, who functioned quite similarly to those of

the present day. • Civil War in USA - 1500 women are hired to fill clerical positions in the U.S. Treasury.• Sholes invents the first typewriter in 1867, which creates more opportunities for women in secretarial

roles because their fingers are considered more dexterous.• 1930 - women make up 95-percent of employed clerical workers due to their exceptional typing skills, high

literacy rates, and willingness to work for lower wages• Wars – opened up more opportunities to replace men in this kind of work. After war, men didn’t want to

take their jobs back but instead wanted to become the managers and bosses of secretaries.

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ADVANCES IN INFORMATION AGE

• Today, about 96% of administrative professionals are women, although as office roles and business departments expand more men are entering the field.

• Occupations include general office support roles like office assistant or office clerk, specific roles such as receptionist or customer service representative, and leadership roles including office manager and first-line supervisor.

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Trends identified by IAAP, 2000• Administrative professionals are becoming researchers and interpreters, not just

disseminators of information. • Work teams are becoming more prevalent. • Job descriptions are expanding and new titles are being created, such as administrative

coordinator, office administrator, administrative specialist and information manager.• Employers are paying more for specialized skills such as desktop publishing and database

management. In addition, many companies are providing performance-based bonuses to outstanding administrative support professionals to help acknowledge their contributions.

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WHAT ABOUT TRENDS / CHANGES FOR THE FUTURE? IN GENERAL AND IN

PORTUGAL IN PARTICULAR?THESE WERE THE MOTIVATIONS TO DESIGN A RESEARCH TO ANSWER TO

THESE QUESTIONS

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RESEARCH DESIGN

• Research question:• Is it possible to identify trends or changes in this profession in the last 5 years?

• Selected professional associations related to this professions from diferente countries since if there is a need for change probably it will be felt first here.

• Then we selected and examined 3 channels of communication between secretaries professional associations and their members: conferences, training offered and articles in magazines.

• Associations selected: EUMA for Europe; IAAP for USA, ASP and CPS for Portugal, ASAPAP for Asia and AIOP for Australia. These are the biggest and more importante associations in the World.

• All available data from 2010 to 2014 (5 years).

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PRESENTATION AND DISCUSSION OF RESULTS

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MATERIAL AVAILABLE IN THE WEBSITES OF THE ASSOCIATIONS SELECTED

  Training

Conferences

Magazines

2010 2 8 62011 1 7 42012 7 4 122013 4 8 242014 35 8 7

2010 2011 2012 1013 201405

10152025303540

TrainingsConferencesMagayines

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RESULTS OF 2010  Trainings Conferences/Congresses MagazinesEurope European Training Day :

Emotional IntelligenceHelsinky: EUMA Spring Council and Training Day  

-“A Brave New World” “Top Ten Tips for Personal and Executive Assistants”-“How to make choices in your career”-“Presenting with confidence”-“Visibility of our profession”“CSR-PR-gag or company philosophy?” “EUMA meets ‘powerful business people”

USA   “XVIIITH IAAP CONGRESS- Insights about the Inside of the Body”

“Ask IAAP: What type of degree is most valuable to administrative professionals?”

Portugal

  Tempos de Grandes Desafios – queremos viver hoje ou estar vivos daqui a 5 anos?VI Congresso de Formação para Assistentes de Direção Campanha de Angariação de Associados Tempos de Grandes Desafios Formação e Integração Cultural  

 

Asia   “Taiwan ROC - Leaping Forward in the Changing Workplace“

 Dominated by a certain fear related with changes and challenges. Wolrd was facing a crisis with hundred people losing their jobs and other hundred fighting to keep theirs.

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RESULTS OF 2011  Trainings Conferences/Congresses MagazinesEurope -Effective Techniques in

Improving Verbal CommunicationEuropean Training Day : Master your Emotions to Master your life

  -“The European Comission (EC) and EUMA – a forum for networking”-“Minute taking – what PA’s really want to know”-“Protocol”

Portugal

  -Internacionalização - Inovar para Criar - Motivar para vencer-II Jornadas de Secretariado e Assessoria “INTERNACIONALIZAÇÃO – Inovar para Criar, Motivar para Vencer”   -VIII Congresso de Formação para Assistentes de Direção-A Língua Portuguesa e o Acordo Ortográfico -Congresso Internacional de Profissionais de Secretariado 

 

Australia

    -“The pros and cons of online learning”“Knowledge sharing creating and sustaining competitive advantages”

Concerns are about technical skills (improving verbal communication) but also about soft skills (mastering emotions, networking) (Europe), internationalization and innovation (Portugal), online learning, knowledge sharing and competitive advantage (Australia).

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RESULTS OF 2012  Trainings Conferences/Congresses MagazinesEurope -Management Assistants: More challenges in the 3rd

Millennium: The change in Management;Career Planning- Project Management;Social Media in one Tweet;Dealing with a diversity of culturesEuropean Training Day : Use of Social Media-The use of social media -Carrefour des Assistantes 12 - 13 September   -ECDL project - Development of an ICT Skills Framework and Certification for Management Assistants  

-“Culture and Values.Software of the mind”

“Value and Sustainability Leadership”“How to set up a brainstorm meeting” “Use of Social Media, Interview with trainer Adrian Swinscoe” “10 lessons learned(Making the 5th domino fall“How to optimize your performance by using Emotional Intelligence” “Clear Self-Confident – Go for Excellence”

USA     -“Admins Make "Best Jobs" List”;-“Avoid Working Yourself Out Of A Job”;-“Don't Let Fear Foil Your Career”;-“The Not-So-Secret Powers of an Administrative Assistant”.

Portugal   Repensar o Secretariado para o século XXI - semear valores para colher sucesso-I Encontro de Secretários e Assessores 

 

Asia   -“Striving with Excellence: In League with Technology”(

 

Australia     -“The latest innovation is you”;“Management, Leadership and innovation: the indispensable role of executive support”.

Social media and the diversity of cultures; concerns about being more sustainable, diverse and productive using brainstorm meetings, social media and emotional intelligence in order to go for excellence.

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RESULTS OF 2013  Trainings Conferences/Congresses MagazinesEurope -European Training Day : Successful

Negotiating by Diana Vanbrabant, ETACC -“Lie to me if you can”  -Efective presentation skills-EUMA Spring Council & Training Day 2013 - Madrid, Spai 

-“Managing today- Leading tomorrow” -EUMA Autumn Council and Annual Conference  -EUMA UK 39th Conference 2013 London -2013 Autumn Council and AGM: Agendas  -Annual Conference 2013: London 3 - 5 October   

-“Discover the secrets of leadership and go from good to great” -“Building resilience - vital to leadership success” -“The language of leadership “ -“Rules in business life” -“Make yourself seen via Linkedin” “Gamification within EUMA Sweeden” -“Get a clear overview of your events by using Lyyti” -“Successful Negotiating within an intercultural aspect  

USA   -“The XIXth International Congress for Analytical Psychology- “Russian soul in English and German interpretation”  

“Why Mentors Are Vital For Your Career”;“Building A Firm Foundation For Your Digital Job Search”;“Personal Branding: Marketing Yourself in the Workplace”;“4 Ways To Prepare For Your Best Performance Review Yet”;“4 Skills Needed To Succeed As A Virtual Administrative Assistant”;“Land A Dream Job with Preschool Skills (Part 1)”;“Land a Dream Job with Preschool Skills (Part 2)”;“Developing your career takes a carefully chosen path”;“The Big 5 Personality Traits of Leaders”;“Key Leadership Qualities For Every Administrative Professional”;“3 Steps To Great Leadership Qualities” ;“7 Must-Have Leadership Skills For Administrative Professionals;”“From CEO to Assistant: Leadership Begins with You”.

Portugal   “Uma nova era para o secretariado - o poder do valor profissional” – (http://www.asp-secretarias.pt/default.htm)

 

Australia   -“National Conference 2013” “Getting Serious About Soft Skills”;“Creating effective administrative procedures”;“Driving forces of the Future: Economic Uncertainty, Technology Transformation, Demographics, Globalization, Sustainability”; 

Resilience appears. (Europe) importance of managing in order to lead, successful negotiation within an intercultural environment and the importance of building resilience.

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RESULTS OF 2014  Trainings Conferences/Congresses MagazinesEurope European Training Day: Effective Presentation Skills

“Lie to me if you can”“Maximizing your Potential to reach Professional Excellence;” Main topics: Neuroscience: Maximizing your brain for excellence; Building a powerful brand; “Tag up" for talents; Mastering your Email box; Mastering the way you look; Skills to position the Assistant as an influential Leader; Excellence in Action through : "Building a powerful brand";

“Prezi- the zooming presentation software”“The Role of the Management Assistant in Future Organizations”  

USA   “Synchronicity and other Mind-Matter Conjectures”“Filiation et Affiliation”“A Joint Jung/Lacan Conference”“ISPDI - International Conference”“"The Theory of C.G.Jung – Interdisciplinary Research")

“Assert Yourself at EFAM 2014”;“Become an Influential Administrative Professional”;“Three Common Playground Behaviors to Increase Professional Resiliency”; “How to Lead Teams to Innovation and Success”;“What Motivates Teams?10 Smart Best Practices for the New (and seasoned)Administrative Professional”; 

Portugal “Formação Pedagógica Inicial de Formadores”; “Secretariado e Assessoria”; “Secretariado Executivo”; “Secretariado Clínico”; “Secretariado Jurídico”; “Secretariado Comercial”; “Ética e Deontologia Profissional”; “Técnico Administrativo Comercial”; “Secretariado Bilingue”; “Francês Empresarial”; “Secretariado Trilingue”; “Atendimento E Gestão De Reclamações”; “Técnico Administrativo Financeiro”; “Comunicação Escrita”; “Protocolo E Organização De Eventos”; “Gestão Documental E Arquivo”; “Gestão Do Tempo”; “Secretariado Comercial”; “Técnico Administrativo De Recursos Humanos”; “Secretariado e As Novas Tic”; “Segurança E Saúde No Trabalho”; “Liderança E Gestão De Equipas”; “Liderança E Coaching”; “Inteligência Emocional”; “Gestão Do Stress”; “Técnicas De Apresentação”; “Código Do Trabalho”; “Negociação Comercial”; “Marketing Digital”“Gestão De Projetos”; “Finanças Para Não Financeiros”; “Gestão Do Crédito E Cobrança”; “Contabilidade Geral”

Exigencias da Sociedade do conhecimento para enfrentar a era da incerteza

 

Asia   “Standing High In Challenging Times”  

(Europe) - conferences whose main topics were the way to reach professional excellence, how to master abilities and personal image, how to become a leader and to build a powerful brand. How to master brain for excellence.

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2015 – PARTIAL RESULTS  Trainings Conferences/Congresses MagazinesEurope " Unlocking the Immunity to Change"

(URL: http://www.euma.org/european-training )

New Realities, Transform & Thrive 

 

USA   Technology Education Conference 2015 (TEC15)“Civilization in Transition 5*“Art and Psyche in Sicily” “3rd European Congress of Analytical Psychology”“23rd International Society for Sandplay Therapy Congress”“4th Joint Conference of the IAAP and the IAJS” “The Japan Association of Jungian Psychology4th Annual Congress” “VII LATIN AMERICAN CONGRESS OF JUNGIAN PSYCHOLOGY” “10th Jungian Odyssey Conference and Retreat” “The Psychology of Types: Then and Now”

 

Topics for the conferences in 2015 will cover aspects such as New Realities (Europe), Technology and Education, Civilization in Transition, Analytical Psychology (USA) and the role of Secretariat in Modern Times – the challenges (Portugal).

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WORD CLOUD MADE WITH THE RESULTS

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WORD CLOUD MADE WITH THE RESULTS

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SECRETARIAL SKILLS NEEDED IN THE PROFESSION

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CONCLUSION• In the past the world of secretary was performed by men and resumed at handling

correspondence on private or confidential matters and performing stenographic duties.• Nowadays we can say that the secretarial world is lead by women in the age of information and

technology. • In the last few years appeared more and more facilities due to the evolution of technology,

information and accessibility. • Emotional competence is twice more important than technical or intellectual abilities. The

development of emotional intelligence represents the understanding and the management of emotions for creating harmonious relationships with the others.

• The benefits of the emotional intelligence are: increased performances, improved motivation, increased innovation, confidence, leadership and efficient management, and excellent teamwork.