Exploring the Role and Influence of Executive Assistants: Fairness, Competence, and Authority?

Dear members,

On one of the HR WhatsApp groups, the group administrator, Mr. Rajaram Thorve, has raised a topic for discussion. Today's topic for discussion is the Role Vs Powers of an Executive Assistant or Executive Secretary. He has asked the following questions:

1. Is it professionally fair for Senior Management Executives to report to the Secretary or the Executive Assistant of the Chairman or the Director/CEO?

2. Is the Secretary or the Executive Assistant competent enough to advise the Chairman or the Director/CEO on organizational issues?

3. If the Secretary or the Executive Assistant is second in command, how would you handle them regarding employees or organizational issues?

4. Is there any truth to the claim that he or she tries to dominate Senior Management Executives by taking undue advantage of their designation just because they report directly to the highest authorities of the organization?

Please share your thoughts and insights on these questions. Thank you for your participation.

Best regards

Introduction:

Before addressing the questions raised by Mr. Rajaram Thorve, it is essential to differentiate between the roles of an Executive Secretary and an Executive Assistant. While an Executive Secretary typically handles routine tasks like correspondence, scheduling, and office management, an Executive Assistant to the Managing Director (MD) takes on a more strategic and value-added role. This position demands a deep understanding of the organization, industry knowledge, and involvement in various management functions such as HR, Marketing, and Finance. The Executive Assistant acts as a close confidant of the MD, gaining valuable insights into organizational operations and management styles.

Q. 1 Is it professionally fair to report to the Secretary or the Executive Assistant of the Chairman or the director/CEO by the Senior Management Executives?
The standard reporting structure dictates that Heads of Departments report directly to the Director or CEO. However, due to the busy schedules of top executives, Senior Management Executives may interact more closely with the Executive Assistant or Executive Secretary. This informal relationship can lead to the Executive Assistant or Secretary wielding influence, necessitating a delicate balance to maintain professionalism.

Q. 2 Is the Secretary or the Executive Assistant competent enough to advise the Chairman or the Director/CEO on organizational issues?
While an Executive Secretary typically does not have an advisory role, an Executive Assistant may provide strategic advice to the Chairman or Director/CEO based on their competence and the executive’s evaluation of their capabilities.

Q. 3 Suppose the Secretary or the Executive Assistant is second in command, how should one handle them regarding employees and organizational issues?
Elevating the Executive Assistant or Secretary to a position above Heads of Departments can create organizational challenges. This scenario risks undermining the authority of HODs, potentially leading to demotivation and discontent within the management structure. Maintaining a clear hierarchy is crucial to organizational stability and employee morale.

Q. 4 Is there truth to the notion that the Executive Assistant or Secretary may attempt to dominate Senior Management Executives due to their proximity to top leadership?
While some Executive Assistants or Secretaries may exert influence, it is imperative for the CEO or MD to set boundaries and ensure that the authority remains balanced. Allowing unchecked dominance can create a culture of sycophancy, potentially harming organizational dynamics and effectiveness.

In summary, the role and influence of an Executive Assistant or Secretary should be carefully managed to maintain a healthy organizational structure and promote transparent communication channels.