Changes in The profession of Secretary for the last 5 years – results from professional associations - paper presented @ Constantin Brancoveanu University - http://www.univcb.ro/news-176-international.conference.-knowledge.economy...challenges.of.the.21st.century-.html

1. CHANGES IN THE PROFESSION
OF SECRETARY FOR THE LAST 5
YEARS – RESULTS FROM
PROFESSIONAL ASSOCIATIONS
ANABELA MESQUITA
ELENA ANGELICA VLAD
ANCA COJUCARU

2. 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? 2

3. EVOLUTION OF THE PROFESSION OF
SECRETARY
3

4. 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
4

5. 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.
5

6. 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. 6

7. 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
7

8. 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). 8

9. PRESENTATION AND DISCUSSION OF
RESULTS
9

10. MATERIAL AVAILABLE IN THE WEBSITES OF
THE ASSOCIATIONS SELECTED
Trainin
g
Conference
s
Magazine
s
2010 2 8 6
2011 1 7 4
2012 7 4 12
2013 4 8 24
2014 35 8 7
0
10
20
30
40
2010 2011 2012 1013 2014
Trainings
Conferences
Magayines
10

11. RESULTS OF 2010
Trainings Conferences/Congresses Magazines
Europe European Training Day :
Emotional Intelligence
Helsinky: 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.
11

12. RESULTS OF 2011
Trainings Conferences/Congresses Magazines
Europe -Effective Techniques in
Improving Verbal
Communication
European 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).
12

13. RESULTS OF 2012
Trainings Conferences/Congresses Magazines
Europe -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 cultures
European 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.
13

14. RESULTS OF 2013
Trainings Conferences/Congresses Magazines
Europe -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.
14

15. RESULTS OF 2014
Trainings Conferences/Congresses Magazines
Europe 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.
15

16. 2015 – PARTIAL RESULTS
Trainings Conferences/Congresses Magazines
Europe " 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 Psychology
4th 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). 16

17. WORD CLOUD MADE WITH THE RESULTS
17

18. WORD CLOUD MADE WITH THE RESULTS
18

19. SECRETARIAL SKILLS NEEDED IN THE
PROFESSION
19

20. 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.
20