Job Responsibles?

Hi I work for an investment bank as an Administrative Assistant. Now, as of this moment, I work for 10 bankers, out of the 10, 6 bankers are self sufficient the other 4 aren't.

As this time, the other Administrative Assistant will be going out on maternity leave within two weeks and this group is not planning on hiring a temp while she's out. She works for a heavy hitter in the group. I need help on how to organize myself and stay on top of things. This heavy hitter does a lot of meetings, there's a lot of calendering invovlved. Also, the admin that will be leaving is not very organized. She's leaving her desk a mess.

Please help!

Make the outlook calander reminder your best friend.

1.) Shadow the other Admin for 1 week and take HEAVY notes on what she does on an hourly basis. Write 8 am 8:30 9 am etc. You must look at this situation as if you are starting a new job. Take names down, phone numbers, account number etc.

2.) Make an excel spreadsheet: you should have a worksheet for each block of time no matter how insignificant. If at 8 am she does nothing but make coffee and check e-mail go ahead and type make coffee and check e-mail. then go on to the 8:30 am worksheet. If you are unfamiliar with excel feel free to e-mail me personally and I will help you.

3.) log, log, log when her heavey hitters call at 11:43am to get information regarding a specific topic log a short summary of the call And their phone number after each note. reason. If an emergencey happens you don't want to have to grapple with your paper notes to find that number.

4.) Take as much work home as you can. that will somply be the nature of the beast.

5.) take this opportunity to shine in front of your higher-ups this is an opportunity not a prison sentance. Believe me her worry will be "what id I come back from maternity leave and They find they don't need me?

Remember Outlook and Excel.

you just have to work through it

i know that's not much help/advice but as a Admin, that should be a skill that you naturally possess.

Take time to sit with her before she leaves on mat leave to get an idea of what she has to do. Once she is gone then organize things the way that works for you. It shouldn't take long to figure out how to prioritize your work once you know what is involved with this additional person...it will be an adjustment though.

"Job Responsibles?"

"invovlved?"

Grammar and spellling?!

Excuse me but I cannot see you fulfilling this position adequately.

Hi,

I feel your pain! I've never worked for one single boss at a time in my life!

Someone, however, must sign your annual review - in other words, I think you probably direct-report to someone (unless you're part of a 1940's typing pool, in which case, the other answers are more helpful). Go to that person when in doubt about conflicting responsibilities and ask for help. It is NOT up to you to decide which "boss" to please first - it is up to the bosses to figure out how to allocate their resources (i.e., YOU). If they're not up to it, then you truly need to figure out who has the greatest influence on your career and serve that person first.

One thing I've found helpful is to look at the person most recently dropping off stuff on my desk and say, "gee, I'd like to help you. Jim gave me this to do, Margie gave me this. Which do you think I should tackle first?" They're the bosses. That's their job. Good luck, Hun.

You must tell your organization that minimum man power must be provided !!
A little bit of planning will suffice to overcome this ordeal , but it involves more stress !