Recruiting in Motion - Ottawa’s Post

Secretary or Receptionist or Administrator? Talking about roles in a company, we often hear “I am a secretary” or “I am a receptionist” or “I am an administrator”. For some, it is clear what duties in the company these people are performing, while others say, “but it's the same, just a different word”. All three positions are vital in the company and all are related to administrative functions. However, those functions differ in how they are performed. The skills and knowledge required to fulfil the roles also differ, often located in different areas of the company's organisational structure. Receptionist or secretary? It is important to mention that secretary and receptionist in some businesses can perform the same duties, while in others, they can be very different. It depends on both the business type and company size. In some articles you can find that a receptionist is mostly common in a healthcare sector and professional service offices, where they handle a customer-focused environment of an office’s front desk, while a secretary performs tasks such as answering phones, responding to emails, scheduling meetings, and organising documents. The main difference is that a receptionist works directly with people while a secretary is more a manager's personal assistant. A receptionist and secretary may have overlapping duties, but it is not the same. Both assist with overall operations of the office, but the secretary focuses on the operations within an office, while receptionist performs customer facing responsibilities. Based on this comparison, we face another dilemma – secretary or administrator? Without deep analysis, both perform the same or similar administrative tasks. However, this is incorrect. A secretary is clerical, involving tasks such as as document transcription, phone calls and emails, scheduling and organising meetings. An administrator focuses on decision making and works independently, while supervising other team members. An administrator can cover some of secretary’s responsibilities, but is an independent player, with more of a leadership role. The secretary mostly works to assist the manager with the coordination of work, communication, while the administrator can perform a wide list of tasks in different departments like accounts, sales, purchasing, human resources etc. The administrator works independently, must have problem solving and decision-making skills, be able to work in a team, have specific skills and knowledge in a particular area of business. Each company has its own way of doing business. Based on how that business is run, specific operations and procedures are created. So, in each company the administrator has to be familiarised with those procedures, trained to perform them, allowed to detect the deficiency of them and offer a plan for improvement. In order to do that, administrator must have skills and knowledge, even experience, in specific areas to perform those duties at the highest standard.

✨Presenting a dynamic professional with 15 years of expertise in office management, customer service, legal administration, and sales strategies. Ready to elevate your team's performance and contribute to your organization's success! #TalentTuesday ✨ 🌟 Tech-Savvy! Proficient in utilizing a diverse range of software tools and platforms, demonstrating adaptability in learning new technologies to enhance productivity and efficiency 🌟 Proven ability to efficiently manage office operations, including procurement, event coordination, IT troubleshooting, and human resources functions. 🌟 Strong customer service orientation with the capability to build and maintain positive relationships with clients, addressing their needs and concerns with professionalism and care. 🌟 Adept at providing legal administrative support, managing client relationships, scheduling appointments, and handling various administrative tasks for legal professionals 🌟 Demonstrated proficiency in executing sales strategies, negotiating deals, and providing comprehensive assistance to clients in property transactions. Want to learn more about how this candidate's unique skillset can enhance your team? Please feel free to reach out to me! #TechnicalProficiency #CustomerService #LegalSupport #Sales 🌟💼🚀

Never disrespect anybody's staff. The receptionist. The legal assistant. The executive assistant. The scheduling coordinator. The intake person. Never disrespect these folks and never attempt an end-run around them. Because you'll just humiliate yourself and it will not work out in your favor. This seems pretty basic, right? Common sense. But it's not so common. Every week, a whole bunch of folks contact our firm, think too highly of themselves, mistreat one of my colleagues, and basically demand to speak with me. And when they are politely told no, that's not the process-- they get mad and attempt the notorious end run. Ahh, the end run around some established business person's staff. A classic. I don't care if it's a doctor, a lawyer, a plumber, whoever. A person whose services are in high demand. A person whose business gets tons of emails and phone calls. A person who employs other people whose job specifically entails talking with potential clients, gathering information, screening them, and weeding out the baddies. Any business person who has that sort of set up does it for a reason. And the people working in those front-line roles? Please understand this: Those people know what they are doing. Those people are often trusted insiders. They have a direct line to the person in charge. And in well-run organizations, they also have the authority to reject anyone who gets out of line. So against this backdrop, the end run "Your office wouldn't let me talk to you and they don't understand how important I am and I demand to speak with you personally right now" --- That's just not how this works. Front-line people frequently call more shots than you realize. Treat them accordingly. JP

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Real Estate Agents 🏡 Do you have administrative assistants or need some?! We've put together a blog on why they are so important. Here's what we cover: 1. What is a Real Estate Administrative Assistant? 2. What tasks does a Real Estate Admin Assistant perform? 3. How does an Administration Assistant help your Real Estate Agency? 4. How much does an on-site Real Estate Admin Assistant cost? 5. Can you outsource a Real Estate Administrative Assistant? 6. Are there any cost savings to outsourcing? Read the full blog here: https://lnkd.in/dxMi9t2g #administration #Administrator #realestate #administrativeassistant #admintasks #businessgrowth #businesssuccess #businessstrategy #outsourcing

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BIG DIFFERENCE ➡️ The Office Manager ➡️ Keeps workflows going.   ➡️ Keeps admin tasks organized and off your plate.  ➡️ If you're lucky, they'll build out some workflows, dig into technology, have a systematic approach. The Chief Operating Officer (COO) ✅ Full Time or Part Time (Fractional) Professional Law Firm Administrator ✅ Executive sidekick who keeps the business momentum going according to your goals and brand values ✅ Structures the entire law firm holistically = People + Process + Purpose ✅ Manages projects, vendors, and processes, taps into the best-fit-for-you tech solutions, ensures whole team is trained and held accountable to best practices. For most small law firms, you'll start by hiring an admin or office manager. And that's okay. What's NOT okay is assuming that person will do the job of structuring and organizing your business to as a functioning independent ecosystem. Their skillset is not to make things more scalable.  That's still YOUR job. If you'd rather be working on the higher level legal work... Earning profit... Taking vacations... If you want scalability, not threats to your sanity...  You'll eventually want the strategic skillsets of a COO or PLA in your business Even if this isn't where you're at yet, hit FOLLOW to get recommendations to make your law firm more scalable NOW.

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Are you struggling with finding the right person to support your law firm and lighten your workload? You're already at max capacity which is why you're looking for help in the first place, and now you have to find time in your jam-packed schedule to figure out. Running a business can be hard...recruiting and hiring an assistant doesn’t have to be. Our meticulous VA pairing and onboarding process is designed to seamlessly integrate skilled virtual legal assistants with the unique needs of each client, ensuring a hassle-free transition. With our commitment to efficiency, clients can focus on their core operations, trusting that our virtual legal assistants are adept at handling various administrative tasks. Partner with us to experience the ease and peace of mind from a well-organized and client-centric US-based virtual assistant service. Contact us today to get started 👉 https://zurl.co/kpwR #LegalAssistant #Paralegal #VirtualLegalAssistant #VirtualParalegal #VirtualAssistant #VA #TeamEVA

This is 💯 When I was out of job for few months, trying to find one, most often than not, after going rounds of tedious interviews, have confidence that I have the edge to be hired, and when decision were made, was told am not cut out to be in a different sector because I may not be able to adapt. So this ⬇️ explains: “Here’s the thing: being an administrative professional is a specialisation in itself. It’s not about the industry you work in; it’s about the skills you bring to the table—skills that are transferable across any sector. Communication, organisation, emotional intelligence, problem-solving, and strategic thinking are just a few of the core strengths that great EAs possess. These are the skills that make a difference, regardless of whether you’re supporting executives in banking, tech, healthcare, or any other field.”