The Differences between a Paycheck Admin and a Career Admin

When I began to compose this list, it was for a co-worker who was transitioning from a lower level admin position to a C-level support position. It began as a list of the differences between an admin and an executive assistant. When I made the decision to post it to my blog, I discussed it with several of my admin colleagues. In those discussions I realized there are many admins doing EA duties and EAs that are honestly doing the bare minimum. Ultimately, I decided upon the terms “paycheck admin” and “career admin” for this post.  

There are literally thousands of examples I could give, but I’d rather hear from some of my “career admin” colleagues. Please share some examples you’ve run across. If you don’t feel comfortable posting them in this forum, you could always private message me. I am not able to take credit for the entire list, my fabulous colleagues shared some of these examples with me :) 

Here we go …

The Differences between a Paycheck Admin and a Career Admin 

• A paycheck admin sends the dates/locations of their executive’s upcoming trip to the travel department
• A career admin researches fares, seat availability, upgrade possibilities and then determines flights and sends info to travel

 

• A paycheck admin will depend on the travel department to book tickets for travel to a foreign country
• A career admin will check passport/visa requirements in advance, and compile business etiquette, dress codes, points of interest and gifting customs for the travel packet, as well as create "please return to" labels in the local language with their boss' hotel info (especially if s/he has a habit of leaving their laptop in odd places)
  
  
• A paycheck admin prints the itinerary sent by the travel department
• A career admin prepares a detailed travel dossier to include the travel itinerary, boarding pass, travel directions, bios for meeting participants, etc. Then they track flights to make adjustments to arrangements as needed 
  
  
• A paycheck admin does not adjust their 9 a.m. arrival at work due to a 7 a.m. meeting
• A career admin arrives at 6:30 to brew coffee, make sure IT is working, handouts are distributed and meeting participants can access the building. 
  
  
• A paycheck admin departs at 5 p.m. although a meeting is still in progress
• A career admin remains until the meeting concludes to handle any requests, break down the room and set up for the early meeting the next day
  
  
• A paycheck admin clears the catering and helps themselves to lunch (or worse, helps themselves to lunch PRIOR to the meeting so there is not enough for the meeting participants)
• A career admin will let people who have been in other back-to-back meetings know there is leftover food before packing it up
  
  
• A paycheck admin will order catering based on their likes/dislikes
• A career admin will make sure that her team's dietary restrictions and food quirks are routinely taken into consideration, so everyone can eat
  
  
• A paycheck admin will send an invite to dinner for 30 people
• A career admin will suggest attendees the boss may have overlooked, track RSVPs, chase those who do not respond, adjust the reservation with the restaurant, determine if there are any special food requirements or allergies, suggest a seating chart, prepare name cards and send detailed directions to the venue to each attendee 
  
  
• A paycheck admin schedules meetings
• A career admin crafts events, whether internal or external meetings, dinners, feedback sessions or reprimands, and finds the correct timing/location/flow for each one to transition seamlessly into the other. They confirm all requirements: room, technology, catering, etc. 
  
  
• A paycheck admin puts an incoming call into voicemail if a staff member is unavailable
• A career admin asks additional questions to determine if another staff member would be able to address the question 
  
  
• A paycheck admin leaves no notes or updates when out of the office (planned or unplanned)
• A career admin has a detailed procedure manual so that anyone can pick up and go for the day 
  
  
• A paycheck admin will request information from their executive on a case to case basis (CC#, SSN, DOB, DL#, Passport #, etc.)
• A career admin maintains a dossier on each executive they support so this information is at their fingertips 
  
  
• A paycheck admin will be an intermediary between boss and team
• A career admin will work with their boss so they are aware of some of the less-known inner workings and goings-on of the team, and also be able to act on the boss' behalf
  
  
• A paycheck admin waits for the boss to come to them
• A career admin schedules sync meetings and makes them stick 
  
  
• A paycheck admin avoids the tough conversations
• A career admin knows when they need to happen and follows through 
  
  
• A paycheck admin calls out at the first sign of inclement weather
• A career admin is in the office (or working from home if necessary) restructuring calendars to compensate for weather cancellations
  
  
• A paycheck admin says, "Why aren't they doing this?"
• A career admin says, "I have an idea that could save us time and money we should implement!" 
  
  
• A paycheck admin walks around asking questions
• A career admin will jump through hoops to find the information if they don’t have it. They will Google it, find a book or webinar, or just figure it out
  
  
• A paycheck admin will listen to complaints
• A career admin will listen and help find a solution 
  
  
• A paycheck admin follows policy
• A career admin creates policy if needed 
  
  
• A paycheck admin reacts
• A career admin anticipates