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Thursday Feb 9 th 11.30-12.30

Good morning ladies and gentlemen and welcome to our panel discussion

“What does it take to turn an Executive and EA relationship into a true partnership?”

I’m Debra Bishop and I’ll be moderating this morning’s panel – and we have a fabulous lineup to take us through what I know will be a fascinating insight into exactly what it does take to develop that partnership.

We have with us 4 prominent panelists – and let me tell – they are all very grateful execs whose workloads and responsibilities could not possibly be fulfilled without the professional and at times personal support of their EA’s.

So, introducing our panelists … firstly Professor Alan Robson. (applause)

Professor Alan Robson:

Alan is the former Vice Chancellor of the University of Western Australia. He recently completed 8 years as Vice Chancellor and Provost of UWA.

He has held prestigious positions on many boards including deputy Chair of the Council of the National Library and the CSIRO.

He’s the worthy recipient of the Australian Medal of Agricultural Science and in 2003 was made a Member of the Order of Australia. He is currently the Hackett Professor of Agriculture.

But perhaps his biggest claim to fame – in one small corner of the world – is a photo of Alan, stuck to the kitchen fridge of our Conference and Marketing Manager– Helen Ainsworth… there’s got to be a story in that .. watch out Alan!!!

Thanks for your time with us today Alan… (applause)


Reece Waldock

Our next pin-up - rather panelist – Reece Waldock…

Reece is indeed a man of many talents… he was my former boss not so long ago!

Right now he’s the Director General of Transport – the culmination of a long and distinguished career in both public and private sectors including Senior Executive roles with BHP and in the Departments of Commerce and Trade, as well as Transport. He’s been the commissioner of Railways and the CEO of our Public Transport Authority – during which time he oversaw the construction of the Mandurah railway.

He did a pretty good job of that so the Government thought they’d give him a bit more to do – so he now heads the State’s Transport portfolio – which has brought together the 3 key components of transport in this State- the PTA, Main Roads and the Department of Transport.

But to be honest – when you’re talking about Reece - it’s so much easier to say – “Reece works for the Dept of Everything!” And doesn’t Carmel Critchley- his very long term EA – 12 years I understand - know all about that!! Welcome Reece… (applause)

Steve Murdoch

So, to industry that relies on reliable transport – road, rail and port - the mining industry … ask Steve Murdoch – and he will tell you there are never enough roads or railway lines to move the spoils of a very robust industry around the State right now.

(I’m also glad to see a bit of separation between the Reece and Steve – there’s a bit of professional rivalry over just who has the brightest engineers in their ranks) … I’ll let you 2 argue that one out later.

One thing for sure though- Steve tells me his EA – Liz Sheavyn – often hears “The World According to Steve” – but he admits – if he’s ever struggling – he’ll go Liz because he knows Liz will fix it. Sound familiar???!!


Steve is the Chief Executive Officer of Karara Mining – he’s a metallurgical Engineer with an extensive managerial background from Mount Isa to Austal Ships.

Ladies and gents – Steve Murdoch. (applause)

Marion Fulker

And to a woman of vision now – whose job it is to reshape, reform and revitalize the metropolitan region… - is that all? ! … Marion Fulker.

Marion was appointed the inaugural Chief Executive Officer of the Committee For Perth in 2007.

The committee is a leading ‘think tank’ focused on the Perth of the future and represents some pretty high flying member organisations such as Rio Tinto, BHP Billiton, Ernst and Young and Alcoa.

Marion’s also the Chair of the Heritage Council in WA, and she was a State finalist in the Telstra Businesswoman of the Year Awards in 2010.

Marion’s a former EA – so I’m looking forward to hearing your perspective in our discussions today.

Ladies and gentlemen – Marion Fulker. (applause)


This year’s Congress theme is ‘Partnering with your Executive to achieve greater synergy” – and our panel subject this morning hits right at the heart of that.

“What does it take to turn an EA relationship into a true partnership?”

Why are Executives looking for EAs who they can work with as trusted partners in their business lives? Reece- let’s begin with you – over the years and you’re

progression through various transport roles – you’ve worked with the same EA … tell us about that partnership and how it’s endured your career evolution –and the challenges that it’s presented in securing Carmel as a trusted partner in your business life.

Reece says - Carmel is ‘the real boss” Behaves better at work with EA than with wife… Reece wants Carmel to enforce the ‘culture’ that Reece wants.

Steve Murdoch says – “Liz (Sheavyn) needs to know what keeps him awake at night..

The eyes and ears of the organisation – an EA gets more insight socially and professionally – identifies the “quiet achievers…”

An EA has her eyes out to ‘reward’

What are the challenges facing Executives and EAs trying to achieve this level of working relationship?

Steve M - Spends more time with EA than wife.. “Dobbing” – all about performance management – provide

candid feedback – to have the personal and business maturity to keep that on track.


Marion: “I ask how can they (an EA) do things as well as I can myself?” .. so is there’s an issue of delegation there – which comes down to the challenges of trust doesn’t it?

Marion says research shows trust takes 6-9 months for a human to trust another…

Can this relationship be taken to the next level where it delivers true Synergy?

Definition - Synergy at times means one+one = 3.

Discuss unique personal strengths and attributes that a good EA must display if they’re to thrive in this somewhat privileged and at times highly volatile and stressful environment.

Steve mostly promotes from within – observed Liz for a couple of months and gave her the job – was that because you sensed an opportunity for Synergy - is that what were you looking for and is that what you saw?

Marion: workload management – very important – need to be very intuitive –of broad issues in the organisation – to be privy to those issues in order to make that work? (trust)

Marion talks to Perth Lord Mayor everyday- so needs to have an EA who understands the ‘landscape’ – to know the genuine issues/ people each day.

Marion: But – issues can arise if the EA becomes obstructive – in order to protect the Exec – that’s why VIP for EA to realize the power she holds in an organisation – an EA is your public face and so Execs need to give EA’s boundaries to work within.


Are there any limits to the extent to which this partnership can grow?

PA’s and EA’s – must be multi-faceted – possess knowledge and skills around many technical and business relationship concepts in order to support the Exec in the 21st century… but what are the limits to the growth of the EA exec partnership and can they be conquered?

At what stage of the journey – as it is definitely is with an EA and Exec- does an EA release that dependence on the exec for guidance or support – acknowledgement even, and shift to a more self-motivating, self-guiding and self-starting role?

Reece says - It’s good to walk away from your EA feeling like you’ve spoken to an executive.

QUESTIONS_______________________________________________

Conclusion: Reece said to me ‘ an EA is one of the most important relationships Execs can have in business –**! and remember Feb 18th … (Carmel’s birthday)…

Undoubtedly the EA and Exec relationship is a partnership in which Execs look to EA’s to help them achieve their goals.. for their business.

The synergy it seems is a necessity – rather than a bonus – for both the Exec and the EA… but certainly one that adds a sought after quality in the role of EA today.

Thankyou to our panelists – Prof Alan Robson, Reece Waldock, Marion Fulker and Steve Murdoch.

Friday Feb 10th: 9.50-10.40

Good morning ladies and gentlemen and welcome to our panel discussion this morning:

“What can your EA do to add real strategic value to your partnership?”

I’m Debra Bishop and I’ll be moderating this morning’s panel – and we have a fabulous lineup…

They’ll be taking us through exactly what it does take to add strategic value – for all involved.

We have with us 5 prominent senior corporate executives on our panel– representing a diverse range of industries and organisations – from a soldier, to a heavy metal rock band member – and if you don’t already know what is – I challenge you to tell me ….

But they all draw the same conclusion when it comes to the value of their EA … invaluable!

So, introducing our panelists … 3 of them with a strong health leaning .. firstly Dr Penny Flett (applause)

Dr Penny Flett

Dr Penny Flett is Chief Executive Officer Brightwater Care Group.

Early on Penny was with the RAAF – making her mark early – as the first female doctor to serve in the Royal Australian Air Force as well as the first woman to be president of the Chamber of Commerce and Industry in WA.

Her lifelong dedication has been to health – and her natural nurturing skills led her to involvement in the care of people with acquired disability.

For many years now, Penny has been the shining light in the lives of so many people whose paths she has crossed.

Thanks to her tireless efforts and unerring belief that all is never lost, Brightwater is now a vibrant organisation providing significant and indeed groundbreaking rehabilitation as well as residential services across 23 sites around Perth.

Friday Feb 10 th 9.50-10.40

In 1998 Penny won the Telstra Business Woman of the Year award and has been inducted into the WA Women’s Hall of Fame – and rightly so!

And to top it off – Penny won the 2009 WA Australian of the Year award.We are very grateful for your presence with us here today… Dr Penny Flett. (applause)

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Catherine Stoddart

A fellow health worker and tireless also in her efforts to improve the state of health and well being among some of our most vulnerable is Adjunct Professor Catherine Stoddart – Chief Nurse and Midwifery officer for the Dept of Health.

Catherine has held numerous executive and managerial positions in the WA Health Dept – including executive Director of Nursing across WA Country health Service, and Regional Director for the Kimberley.

Currently doing her PhD Catherine and last September, she was awarded the 2011 Telstra WA Business Woman of the Year Award in recognition – among other things, for her passion for nursing and establishing WA as a leader in contemporary nursing and midwifery along with a strong interest in indigenous health in remote and regional areas.

Ladies and gents –Catherine Stoddart.

Steve Joske.

And remaining with our health theme … someone who has no problem in keeping the troops in line – I’m told .. the WA Executive Director of the Red Cross- Steve Joske.

Steve joined the Red Cross in 2003 after 30 years in the Australian Army – including a distinguished – and decorated stint in Bougainville including being awarded the Conspicuous Service Cross in the 1988 for his services in that region.


In 1988 he in charge of planning and for the conduct of the Defence Force’s security operations at the Sydney Olympic Games.

He’s had many years now with the Red Cross in various roles – and now leads the West Australian office with like a trooper!

Ladies and gents – Steve Joske..

Dr Karl O’Callaghan

And to man with a familiar face to many of us I’m sure – hopefully for the right reasons … WA Police Commissioner Dr Karl O’Callaghan.

Appointed Police Commissioner in 2004 he’s responsible for returning our police to a ‘back to basics’ reassurance style of policing.

He was also WA’s first police officer to complete a PhD – in 1998.

The holder of the Australian Police Medal – he also plays a mean guitar – with his own band “The Filth.” Which raises money for various charities.

He can sing too – although he reckons not very well – careful – we might put you to the test later …

Ladies and gents – Dr Karl O’Callaghan..

Keith

And a late inclusion to our panel – as Dan Tenardi from Ngarda Civil and Mining – unfortunately had to pull out at late notice – but Keith XXXXX has kindly offered to take his place … Keith JewittNgarda Civil and Mining Manager: Support Services.

Keith has worked in the private sector for 30 years predominately in the field of finance. In 2002 he started his own company, providing print services to the personal care and pharmaceutical industry. Items that his company printed included Tresemme, as well as the initial 4 million containers for the Australian launch of the product, Brylcreem, King of Shaves and Savlon.

Since coming to Australia he’s worked for Bunnings, Worley Parsons as their Shared Services Manager and recently commenced with Ngarda as Manager. Support Services. Thanks for stepping into the shoes of Dan for us today.


At this year’s Congress we’re working on the theme ‘Partnering with your Executive to achieve greater synergy”.

Today’s panel subject: “What can your EA do to add real strategic value to your partnership?”

One of our panelists has already revealed to me that she lives and dies by her EA …such is the significance of the EA Exec relationship…

In this session today - our panel of senior corporate Executives will discuss:

1) 3 key things their EA has done to help extend their company, their profits, their processes, their relationships with clients or to introduce new business

2) 3 key things their EA has done to protect their position and to warn them of issues or even major hazards both internally and externally (one panelist on this point describes his EA’s ability to protect him- with enormous endearment - as a Rottweiler!)

3) In a utopian business world, what 3 key things an EA of the future would be able to achieve in the ideal Executive / EA relationship that, at this point, has never occurred to them?

One of the most telling comments made to me this week –– has been that “An EA follows in my footsteps – but in fact they are one step ahead.” …

97% of workers in health are women – similar I believe to the ratio of women to men working as EA’s …. Catherine would like to see more men- EA’s nurses etc involved.. Catherine at times would like a ‘male’ perspective – careful what you wish for!!!!!!

1) 3 key things their EA has done to help extend their company, their profits, their processes, their relationships with clients or to introduce new business

Steve - if I can start with you – because you have enjoyed obviously a very successful working relationship with your EA – Sheila Rod, for 7 years – obviously something is working very well there – so for you –


I understand Sheila played a pivotal role in your ability to tackle a deeply imbedded culture that needed changing – and I think we’re talking 100’s of workers and 1000’s of volunteers .. and Sheila – you tell me was your ‘devil’s advocate” – so on point one – how did that work with you and Sheila?

(1) Steve says : “Sheila and I work very closely together – and “Sheila speaks with the authority of me” – Now that’s a big statement …

Possess a ‘can do’ attitude …

Catherine: Had ‘revolving EA’s- not long term – therefore no time for the relationship to develop strategically – what’s impact on your business.. and the way you do your job..

Catherine/ Penny -But perhaps- it’s not all bad? – because in a female dominated organisation of health – actually a sign that women are taking something from the role of EA and moving to the next step????? One of your EA- left to do her Master of Nursing??

2) 3 key things their EA has done to protect their position and to warn them of issues or even major hazards both internally and externally (one panelist on this point describes his EA’s ability to protect him- with enormous endearment - as a Rottweiler!)

KARL - Many describe “EA = filter for difficult customers….” in your duty of office – is that the case? How does your EA - protect you from issues/hazards –internally and externally..


Media protection … big issue – how can an EA help protect at those times – given there are public as well as for many – ministerial – or for Keith commercially sensitive, considerations to take into account.

Intuition : - a must … Steve –says even if wrong – he would support Sheila for using intuition –

Catherine – TRUST sometimes in an organisation – or during an issue that’s come up – your EA is the only person you can trust 100% - to give over your trust – it’s fundamental for both sides…”

Steve: Re Communicating: says he needed help and advice on communicating “subtlety” (had to learn to speak ‘woman’!?) Needed a more human way – and Sheila provided a ‘unified’ approach for the whole organisation that enabled you to achieve what you needed to…”

(2) Steve: There’s a fighting part in you –Steve – that soldier of 30 years – but you’re in an organisation – female dominated?? You had to find a more ‘human’ and combined approach – how did Sheila support you doing that?


3) In a utopian business world, what 3 key things an EA of the future would be able to achieve in the ideal Executive / EA relationship that, at this point, has never occurred to them?

Steve’s wish list: – A technically savvy EA …who is patient with the CEO …

Catherine – in future – more work from home – with responsibilities of family – elderly, kids – so the EA of the future – perhaps even more the face of the CEO in the office…

I.T. intense roles may attract more men in the future into health-

Catherine: Would like to see EA role as a recognised career path – development and opportunity for on-going education for EA’s – a long term wish?

QUESTIONS>>>>>>>>>>>>>>>>

Conclusion: “ quote one of our panelists – no names – no pack drill!!!

…”I am surrounded by very talented women – all working to ensure the boss does not have a big head – make sure conversations are held at the right time – right place and that I’m focused and grounded – after all – it’s not about the boss – it’s about the people – and my EA is the key to it all.”

Thanks everyone – and thank you to our panelists – Keith, Dr Penny Flett, Catherine Stoddart, Dr Karl O’Callaghan and Steve Joske.

Friday Feb 10th – 11,10-12.00

Good morning ladies and gentlemen and welcome to our panel discussion this morning:

“Can a good EA become an alternative to the Chief of Staff role seen in many US corporations and if so how can this be done?”

I’m Debra Bishop and I’ll be moderating this morning’s panel – and who better to put that question to, than experienced and highly respected EA’s themselves. We have an illustrious line up here …

Nicky Nickolakis

Firstly Nicky Nickolakis – Currently working as Manager, Member Relations with the Committee for Perth where Nicky wears 3 hats... 1. Member Engagement and Retention, 2. Event Manager and 3. Exec Assistant to CEO Marion Fulker –who joined us on a panel discussion yesterday.

Nicky spent 5 years overseas working in London, Spain & Portugal in tourism/online marketing, as well as Executive Recruitment, Hospitality/Tourism and Event/Conference arena in various capacities including Business Development Manager/Account Manager and Conference Coordinator.

Previously Nicky worked with Ambassadors and Embassies for Federation Square Pty Ltd in Melbourne where she was EA to the CEO.

She was formally trained and still utilises Pitman 2000 (Shorthand… don’t ask me how I remember it as I trained in 1980!!!

Ladies and gents – Nicky Nockolakis… (Applause)

Friday Feb 10th – 11,10-12.00

Jan Horsman

Now to a lady who knows all about an industry that’s often described as driving the Australian economy – right now - Jan Horsman.

Jan’s been a Senior Executive Assistant for over 15 years working predominantly within the mining industry. In August 2010 Jan commenced with Gindalbie Metals where she’s the Executive Assistant to both the Chairman and the Managing Director – including Steve Murdoch who we heard from yesterday.

Gotta be some good stories out of that one Jan ..

Jan commenced her career as a Junior Secretary with BHP Iron Ore in WA’s Pilbara before relocating to head office in Perth.

After 8 years with BHP she sought new challenges and roles with organisations such as Bond Gold, RFC Corporate Finance and Australasian Resources.

The exposure to these organisations enabled Jan to master a broad range of skills, in particular board arrangements, company secretarial, investor and corporate relations, event management, travel and diary management.

And I’m sure the list goes on …. Ladies and gents – Jan Horsman..

Debbie Simmonds

Debbie Simmonds has over 20 years’ experience in both the public and private sectors. From humble beginnings in the retail sector as a pay clerk, Debbie stumbled into the public service, as a receptionist in a Ministerial office – all of this to avoid working on Saturdays!

After 20 years in a newsroom - I now that feeling well! …

Friday Feb 10th – 11,10-12.00

Promoted to Appointment Secretary for a WA Government Minister as well as clocking up an impressive list of cross bench Ministerial job roles with the likes of Ron Davies, Barry Hodge, Ian Taylor, Yvonne Henderson and Graham Kierath (interesting times there I’m sure Debbie…)

Despite a few detours into areas such as marketing and communications over the years, Debbie has always gravitated back to the EA role.

Lured to the “dark side” Debbie has spent the last 10 years in the private sector, the last five years with the same “work husband” and thoroughly enjoys working for him and QR National.

Debbie was also a panellist at last year’s Congress – she’s come back for me so it must be good! . Please welcome - Debbie Simmonds (Applause)

Racheal Binney (always had female bosses)

And our 4th panelist Racheal Binney – was also on the stage this time last year.

Racheal is PA to Dr Penny Flett - the CEO of Brightwater Care Group – and Penny offered us a fabulous EA insight on an earlier panel this morning.

Racheal has 12 years’ experience working as an Executive & Personal Assistant. She has worked in the not for profit, community service sector throughout her career.

She is presently Personal Assistant to the Chief Executive Officer of Brightwater Care Group. Brightwater is a large and vibrant organisation, providing rehabilitation and residential services at 23 sites across Perth and its surrounds, and to hundreds of people in their own homes. A strong commitment to education, training and research underpins Brightwater’s resolute focus on the future - an evolving scenario in our changing world.

Her experience ranges from office management and general secretarial skills, Board & Governance matters to event planning and coordination and everything in between.

Please make welcome – Racheal Binney….

Friday Feb 10th – 11,10-12.00

Our Congress theme ‘Partnering with your Executive to achieve greater synergy” – is certainly shedding a lot of light on just what it takes from the EA and the execs to achieve a workable – and successful business relationship.

At this stage I think Debbie has summed it up pretty well – with her ‘reference to Ken –, her CEO, describing him as her ‘work husband’!

We’re now going to examine the notion of the EA’s ever-expanding role and responsibilities – posing the question:

“Can a good EA become an alternative to the Chief of Staff role seen in many US corporations and if so how can this be done?”

The following are roles typically identified as often being those of the COS in the US. Can and should a good EA be functioning to an extent like this or do more EA’s already function like this? Our panel will discuss:

Working to ensure that the Executive’s time is planned and expanded with maximum efficiency and effectiveness,

Tracking strategic initiatives and progress towards goals and benchmarks. Analyzing data and ensuring follow through on the part of key players to ensure

projects momentum is maintained Liaising with project or initiative members to collect data and keep the executive

informed of the progress and developing priorotisation plans for review if necessary, Operate a system that ensures the flow of relevant and timely information through

to the executive, Assisting the Exec with the preparation of communications that need to go out to all

internal and external stakeholders including writing first drafts where possible. Keeping the executive aware of unanticipated problems,. Acting as the Ambassador for the Executive and acting as a buffer for information

flow to keep internal clients or stakeholders where issues are sensitive.

Friday Feb 10th – 11,10-12.00

Now before we go on – let me tell you I was the Chief of Staff of Channel 7 news in Perth for several years – and let me tell you it was the world’s worst job.

So ladies – I would be careful about what you aspire to under the umbrella of Chief of Staff! (which led me to consider the job of chicken pre-processor – true story-)

Having said that – let’s not get hooked up into the title of Chief of Staff – it’s actually about recognising the things that you already do within the context of the chief of staff role – ie crisis management for your boss, issues management, organisational awareness and by extension internal political awareness, ,

In fact as Helen Ainsworth says - a good Chief of Staff is hardly seen to be doing a job at all, things run smoothly because they make it so and don’t take the credit for it either…and doesn’t that sound familiar!

As Debbie said to me on our conference call – a good PA or EA has to know a little bit about everything.. and at times quite a lot about a lot…

Some of the COS points we’ve identified here include: planning Exec’s time, Acting as the Ambassador for the Executive, acting as a buffer for information flow where issues are sensitive, tracking strategic initiatives and progress towards goals and benchmarks and operate a system that ensures the flow of relevant and timely information through to the executive,

What we’re asking here today is:

Can and should a good EA be functioning to this extent or indeed, do more EA’s already function like this….

Debbie do you, in your role with QR National - Australia’s largest rail freight operator – see yourself as holding THE most important relationship in the organisation with your Executive – given that is the role of a COS…

Friday Feb 10th – 11,10-12.00

I might ask Racheal this question – as Racheal has worked always for female executives … You are responsible for showing initiative in your own career .. which is critical to a COS role - recognising areas where you can add value and find the opportunities you can be involved in… Is that what you do – as an EA or is there a line in the sand there?

As I’ve heard over the past 2 days - your responsibilities can take you outside your EA role – and perhaps into the COS territory - but is it you – the EA, who gets to the point to decide whether you want to do that or not?

Is though, the bottom line, self worth and self esteem.Is it that an EA needs leverage off this – recognising your worth to the organisation- and to yourself – in order to take risks and use your intuition to scan the horizon in ways your Exec may not be able to … ?

A good EA looks at what else has to be done- before getting to that point … surely the role of a COS – which is about bringing yourself to the table and to the management….

How hard is it – or why is it so hard, for EAs to recognise the value they add, to see the importance for their role and the importance of their support for their executive?

COS needs to ‘ keep their finger on the pulse”, know, the business, know exactly who to turn to when an issue arises, know exactly who to trust and conversely - not to trust and using judgement and intuition. Who does this sound like?? Every EA in this room – likely – is that a hard job description if you like for EA’s to accept?? Personally and professionally?

Friday Feb 10th – 11,10-12.00

Notes to support:

Refer to list of roles of a COS in the US….

Debbie former Ministerial employee

Racheal – working with a former Telstra Business woman of the year (Penny)

Jan – QR national; -

Questions_________________________

Conclusion: EA’s already doing these tasks – whatever title you put to it - EA’s are already taking on these responsibilities.

Key to ultimate success – is for EA’s to realize – and accept they are not just capable of these roles – they are actively undertaking these roles – and more every day of their professional lives.

Please than our panelists today – Nicky Nickolakis, Jan Horsman, Racheal Binney and Debbie Simmonds.

Fri Feb 10th – 2.35-3.25

Good afternoon ladies and gentlemen and welcome to our panel discussion .. “Pushing the boundaries – what are the areas where you believe EA’s and P.A’s can work more closely and add more value.”“

I’m Debra Bishop and I’ll be moderating today’s panel – let’s introduce them because I know they’re keen to get cracking on this question…

Liz Sheavyn

Liz Sheavyn is EA to CEO, CFO and Company Secretary at Karara Mining since October 2008. And we heard from Liz’s CEO – Steve Murdoch yesterday.

Prior to Karara, Liz worked in a diverse range of companies, mostly within the mining or financial sector, primarily as an EA, also as a Receptionist/Project Secretary.

Liz has also worked as a Fly In/Fly Out EA for a year with BHP Billiton and sheworked in London for 3 years with PwC and other financial institutions.

Her main role now is to assist the CEO, CFO and Company Secretary with Board and Director Management Meeting papers, monthly reports, diary management and generally trying to make their lives a little easier.

She is also a mentor to other EA’s and provides assistance in their development.

Please welcome Liz Sheavyn …

Jenni Lumsden

Our next panelist is Jenni Lumsden – from South Metro Area Health Services. Project Officer / Bentley Health Service I Executive Services

Jenni is an award winning office professional and has many years’ experience in managerial, secretarial and administrative positions within both the public, private and tertiary sectors.

Fri Feb 10th – 2.35-3.25

For the last 22 years, Jenni has worked in Wesr Australian State Government agencies where she has provided support to senior executives, boards and committees of management.

Jenni has been a member of the Australian Institute of Office Professionals (AIOP), formerly known as IPSA**, since December 1996 and currently holds the position of Western Region Director on the National Board of the Institute with governance responsibility for WA and SA Divisions.

As AIOP WA Division President from 2006-2009 Jennie brings a wealth of experience to her current role and was deservedly named AIOP WA Office Professional of the Year in 2002.

Jenni – a privilege to have you join us today… (applause)

Sheila Rod.

And please welcome to our panel – Sheila Rod.

Sheila is the very long term EA to Executive Director and Chairman, Australian Red Cross WA – since August 2004…

Steve Joske provided us with a colourful insight into “The world according to Steve” yesterday … with which I’m quite sure Sheila is very familiar!

In 2003 Sheila was a Part-time Lecturer, Sydney Institute of TAFE,– teaching Certificate IV in Business Administration and for 4 years, from 2000 she worked as EA to the Executive Director and Director of Medical Services, St Vincent’s Private Hospital in Sydney.

For a short while in 2000 Sheila worked as a Library Technician to Federal Court Library, Sydney – telling me “I had undertaken library studies and thought I wanted to work in a library but I found the position very boring”..

And so she found her way to the office of the Red Cross where she’s been bossing Steve Joske around since 2004.

Please welcome Sheila Rod..

Fri Feb 10th – 2.35-3.25

This afternoon we’re looking at “Pushing the boundaries – areas where you believe EA’s and PA’s can work more closely and add more value.”

In this session, we’ll look at specific issues where you believe you could take on major or minor responsibilities for your executive in the future.

Each panelist will identify 3 areas where they believe they can start doing this within the next year. Such as:

Identifying new opportunities for the business to save costs through the implementation of new systems - Networking with EA’s and /or Execs from key clients or potential clients to help facilitate new business opportunities,

Taking over monitoring the development of key projects and initiatives within business and managing the reporting and implantation of these on behalf of the Executive

Developing systems for enabling the EA to more readily spot internal or external risks

Enhancing relationships with internal clients or stakeholders to enable the EA to more readily influence the outcome of projects or strategic initiatives.

Jenni I’d like to start with Jenni Lumsden … because Jenni - you chose this panel discussion based on your changing roles over the years in the health sector .. Can you tell us why you feel every EA or in your case project officer would need to network with people from all areas in order to build the business …..

Fri Feb 10th – 2.35-3.25

(jenni’s speil)

1. Networking - every EA or in my case project officer would need to network with people from all areas in order to build the business. I would like to talk about the need to develop relationships with other EAs both in the organisation and externally for a variety of reasons.

As a government employee I don't need to build business however it is important to build relationships to facilitate the flow of information across areas.

Sheila – I’d imagine an organisation as vast as the Red Cross – wouldn’t be what it is without networking – but is that at an EA or PA level?

(Sheila’s notes): Steve always includes me in any Senior Management meetings (although I am there to take the notes), which means that I know the Senior Managers and what is happening around the organization. I am also included in any senior management social events, briefings, seminars, etc, that they attend. There is a fairly informal communication between management and staff at Red Cross and I think this bodes well for communication and influencing outcomes.

Sheila As a Not for Profit – how can you reduce costs but not service delivery?

(Sheila’s notes) A point in fact is the AGM and World Red Cross Day. These events are seen as opportunities to inform and educate members, volunteers and stakeholders on what Red Cross is doing and why. By researching venues and caterers, I’ve reduced costs without looking amateur. Building relationships with external suppliers has helped. Working with the audio visual company and building a relationship has worked from a cost saving perspective and ensuring the company will go beyond what is required.

Fri Feb 10th – 2.35-3.25

Liz: is there a place for EA and PA networking in the private sector – where commercial sensitivities are a huge factor – especially in the robust business of mining right now …

Liz – Talking about Identifying new opportunities for the business to save costs through the implementation of new systems – at any level – and you - took the initiative to do some research - better coffee machines – saved business a lot of money tell us about that…

2) Taking over monitoring the development of key projects and initiatives within business and managing the reporting and implantation of these on behalf of the Executive.

How practical is this proposal … Jenni … Because of the nature of government, project work is generally undertaken by someone other than the PA to a CE. The latter role is simply too busy and is constantly interrupted with phone calls, visitors etc. Therefore dedicated project officers are generally appointed to take responsibility for delivery

Liz – you are required to travel a lot in your role … tell us about that .. and in that role is project monitoring a required part given your involvement?

Sheila you have a lot of offer here – professionally and personally…

In order for the EA role to develop, and for personal development, Steve and I spoke and agreed that the role should be expanded to include Privacy Officer. This role ensures that all staff are trained in Privacy, delivering training on the National Privacy Principles and our obligations. As it is compulsory for every staff member to be trained in this area, the risk of inappropriate use of personal information is decreased. I am currently rewriting the training package to make it more relevant to Red Cross and the various services.

I also took on the role of training on a new Human Resources computerized system, which I first had to learn.

Fri Feb 10th – 2.35-3.25

Have also taken on the role of managing the receptionists, of which there are two. I am now involved at the other side of Performance Reviews and people management.

I have also taken the five day OH&S Training course (compulsory for all SHRs in the workplace) and sit on the OH&S Committee.

Steve encouraged me to become involved in emergency services, thereby being a volunteer, sometimes in work time, other times in my own time. I have taken part in many activations, for example, personal support during the Toodyay fires, taking calls for NRIS (National Registration and Inquiry System) during the Victorian Fires, supporting families at the airport when they arrived back from Lebanon during the crisis. During the Queensland floods I was sent to Queensland to work in the Brisbane Office as the Safety Officer for the activation.

Is the message there is don’t hold back …. Don’t be restricted by your ‘role’ as it’s set out … show initiative and accept new challenges that come your way.. yes?

Risk – building relationships with staff is important. When speaking to staff they often highlight concerns that they would not necessarily take to the ED. If I think appropriate, I will take these concerns to the ED. This can be simple issues or personal issue.

This year we have a new set of Divisional Regulations, which is the governance document for our Divisional Advisory Board. This meant interpreting the rules and regulations and organizing the Board and voting process in accordance.

Taking these changes to the ED, working out the timelines. Ii now write all the speeches for the meeting.

Jenni So retrning yto ourbtheme here today - Pushing the boundaries – what are the areas where you believe EA’s and P.A’s can work more closely and add more value.”“

new skills?

, I believe this could also incorporate the need for EAs and PAs to take control of their own professional development. Throughout the course of my career I have always taken advantage of opportunities for learning new skills myself. If there are any courses relevant to my work (or my perceived career direction) then I would arrange to attend. I used these as a way of obtaining recognition of prior learning for various modules in my Diploma of Business Management completed in 2002. There were a total of 33 modules to complete (each would take 10 weeks if attending weekly classes) - I managed to obtain RPL for 16 of them. Some of this was for knowledge gained on the job, eg. meetings management, competency in Microsoft packages etc, writing for the workplace and so on. When I decided to undertake a Graduate Certificate of Business (Executive Administration) which I completed in 2008 I drew on the knowledge acquired over a lifetime of working and learning and applied it to my course work. The results were far superior to those I would have achieved if I'd done something similar straight out of school or before I'd had the opportunity to develop life skills. Another way of developing networks is to join a professional association, such as Australian Institute of Office Professionals, Executive Assistants Network or other groups such as Siroptomists International who have many branches in WA and allow women to band together to develop relationships and to work for various charities.

Sheila – opportunities abound for you – inside and outside of the organisation …

QUESTIONS_______________________________

Conclusion: Like many New year resolutions – hope these ideas not just shelved to gather dust.Some wonderful insights from women who have tried and tested their own theories in this regard – and come up trumps with tangible results – for their businesses and most importantly for themselves.

Please thank our panelists for their fabulous insights today – not an easy job sitting here in front of your peers – but today – your participation has been very deeply appreciated. .. Liz Sheavyn, Sheila Rod and Jenni Lumsden.

Documents

€¦ · Web viewThis year’s Congress theme is ‘Partnering with your Executive to achieve greater synergy” ... A point in fact is the AGM and World Red Cross Day