Secretaries are the people behind successful executives

Secretaries are the people behind successful executives

By I. Christianto

Secretaries are vital to the performance of top executives, a
fact that could lead to a negative perception, overshadowing
their professional roles. More on Page 9.

JAKARTA (JP): A business mover and shaker jokes that his
secretary is actually his boss because she is more powerful than
he. An assertive woman, she is the one who often gives him
"orders" about what must be done to keep up with his daily
schedules.

As a matter of fact, without the assistance of a secretary,
many executives might have a big headache.

"My secretary is very important. A valuable opportunity could
be lost if I forget to attend a business meeting because she was
absent. She reminds me of all of my meetings," says Michael
Stahayeff, head of corporate finance of PT Jardine Fleming
Nusantara.

An executive secretary has a wide range of important
responsibilities, from organizing schedules, preparing
correspondence to public relations and giving suggestions to the
employers. They screen phone calls and protect their boss from
unwanted visitors. Sometimes, they also help the boss with their
personal matters like arranging air tickets for vacation.

All in one, that is usually the jobs of secretaries. More
importantly, many secretarial duties are of a personal,
interactive nature and, therefore, not easily automated. Duties
such as planning conferences, working with customers or
associates, and transmitting instructions demand tact and
communication skills.

According to Vinsensia, a manager of a private company who
used to be a secretary, many executives depend so much on their
secretary that some might joke that they are the boss' second
wife.

Unfortunately, not all people are aware of the important role
of secretaries. Shining fingernails, sweet perfume and high heel
shoes, make-up and tight skirts are the stereotype.

Such an image, which is also portrayed in local media, has
upset director of Tarakanita Secretarial Academy, Sister Milburga
CB. She says that she is sometimes disappointed to see local
television series, displaying secretaries as bitches who
disrupted their bosses' personal lives.

"If they have affairs, it will humiliate themselves, the
secretarial profession and the institute where they studied," she
says.

It can't be denied, however, that most bosses prefer to have a
good-looking secretary.

"It's true that physical appearance is one of the unwritten
considerations for secretaries, as they are the spearheads of the
companies, representing their bosses," she says. "But personality
is more important."

Teddy, a human resources manager of a leading life insurance
firm, agrees that appearance is not really a main point in
recruiting executive secretaries, but they must have nice
attitudes.

"The main points are that they be fluent in English, have
extensive relations with other companies and top executives,
experienced, between 25 and 35 years, and well-educated."

"Being single is preferable as they often must work late.
Having children sometimes becomes a problem when they have to
work until late."

Teddy's company never does not require that a secretary be
female, but so far, no man has ever applied for the position.

In his view, secretaries are responsible for a variety of
administrative and clerical duties necessary to run and maintain
organizations efficiently. Some of the jobs need a personal,
interactive approach.

"This is about patience," commented Tedja, a man who has been
working as a secretary since 1954 for a private can manufacturer.
"And women are known to be more patient than men, that's why
women are suited for the profession of secretary."

He says that some bosses prefer to have female secretaries
because they voluntarily prepare coffee, regarding it as the
nature of women to serve." They also like to have female
secretaries to greet guests and so on, things reflecting tender
aspects."

Promotion

Working with an executive is actually a major opportunity that
secretaries can use to become bosses themselves. There is much to
learn, from managerial skills to the art of decision making.

Secretaries generally advance to a more responsible
secretarial position by promotion. Qualified secretaries who
broaden their knowledge of the company's operations and enhance
their skills may be promoted to other positions such as senior or
executive secretary, supervisor, manager, or seek to become a
businessperson. A former Citibank top executive, Enny Hardjanto,
who now runs her own businesses, was once a secretary.

Vinsensia, 34, is another example. After working as an
executive secretary for a (now ailing) leading business group for
nine years, she is now a manager for a flavor maker.

"It was a privilege to be an executive secretary, to work with
my boss and sometimes accompany him on business trips abroad,"
she said.

Graduating from high school, she enrolled in Tarakanita
Secretarial College "because I wanted to work and earn my own
money."

The average annual salary for senior secretaries today ranges
between Rp 30 million and Rp 60 million (some US$4,200 and
$8,400), depending on their qualifications, experience, and
responsibilities, also the type business and the size of the
hiring company or organization.

Christine, 27, who has been a secretary at a security company
for four and a half years, believes that being a secretary is not
the end of her career.

"I love this job because it's interesting. But I plan to
pursue a higher study in business or economy for my future
career," she said.

The profession of secretary involves learning the new office
automation and organizational restructuring. The major job,
however, stays about the same.

"Secretaries will always be needed to support the activities
of executives and the operations of the companies," Sr. Milburga
said.

Some 5,000 people enroll each year to study at Tarakanita, but
only 600 are accepted to undertake the three-year program and 200
others for the one-year program, according to Sr. Milburga.

The privilege to cooperate with and be trusted by top
executives and earn a good salary, has attracted many people to
work as secretary. This responsibilities of the job allows
secretaries to be regarded as important employees in a company.
Qualified secretaries also have the chance to improve their
career with ambition, ability and effort. Numerous job openings
are seen everyday in newspapers, waiting to be filled.