In the dynamic world of office environments, roles may seem interchangeable at first glance, but a closer inspection reveals distinct differences between an assistant and an office manager. Let’s delve into the nuances, and explore the transferable skills that can seamlessly bridge these roles.
It should be noted that in some, smaller businesses in particular these roles quite literally overlap and have an EA/PA and Office Manager in situ to handle the traditional assistant side of things for the executive(s) and look after the office. There is a point, however, likely around 50+ staff that they will become stretched and over-worked, and so without the support of a junior in the role on the office management side, or segregating the roles and responsibilities into two very separate posts, they can become burnt out or let a lot on the office management side slip (we’ve seen it, particularly with health & safety!)
So, what are the roles and key differences?
Assistant Role: The Supportive Backbone
An assistant is the unsung hero of the office, providing crucial support to ensure the smooth functioning of daily tasks for executives, team members or departments as a whole, depending on the size, industry and structure of the business. Whether it’s managing schedules and diaries, handling correspondence, or organising meetings, the assistant is the backbone that keeps the stakeholders who need that support focussed on their day job.
They will also likely look after travel planning and booking, including complex trips, visas, cars, cabs, trains, planes and boats on occasion! They may also be minute-takers, lunch and coffee grabbers (I always was for my Director at RBS as if I didn’t do it, well he simply didn’t eat most days!), gatekeepers who ensure their time is prioritised, they may deputise them in meetings at a more senior, strategic level – moving more closely into a Chief of Staff role, look after personal matters such as estate management, even birthday parties and gifts, arrange private dining and event bookings, manage inboxes and much more that really does take the administrative weight and organisational finesse to another level.
In typical workplaces, an assistant often embodies adaptability, resourcefulness, and excellent communication skills. The ability to multitask and prioritise is paramount, as they navigate through a myriad of responsibilities, ensuring that the team can operate efficiently.
Office Manager Role: Orchestrating the Symphony
On the other hand, the office manager assumes a more strategic role in orchestrating the entire office ecosystem. They are very often responsible for overseeing administrative functions, including managing assistants in some workplaces, reception, facilities and cleaning or housekeeping teams. Implementing policies, procedures, strategies and procuring various goods and services that really ensures the office environment is conducive to productivity for all. This will include contractors and visitors too.
In most roles I’ve come across, an office manager is expected to possess strong leadership qualities, even if they don’t have direct reports as autonomy and decision making in these roles is key, excellent organisational skills, and a keen eye for detail. Effective problem-solving and decision-making are crucial as they address challenges that may arise in the office dynamics, finally being super-proactive is essential as firefighting becomes a major, natural part of the role, tuning into things you can turn on their head and take better control of will do the professional and the business a favour.
The issue is that most people still seem to be able to grasp an assistant, or an admin role more than they can an office management one. Perhaps that’s because the role itself is still routing down, progressing and evolving. Growing in demand and popularity so as yet, people struggle to identify what it is professionals in this role actually do and so “ah, you’re an assistant” seems to be their go to. (We’ve also heard, and been tired of “ah, you’re HR then!” – wrong again).
Both are certainly considered in the newly referred to ‘business support’ roles with a number of awards and training programmes bolting both into this. They are indeed both operational, administrative to a degree, and can absolutely both have strategic thinking involved. But, at the core they are extremely different when the roles are split. One is looking after an individual or group of people in an assistant capacity, helping them to clear the decks and focus on their roles. The other, is more en-mass providing an environment for all individuals (employees) to work in and be productive through the services, supplies and facilities that enable that to happen. Both have a big impact on culture, and can lean on wellbeing too, more obvious and impactful, I believe in the office management role given the typical health and safety duties. So, there are some overlaps.
Probably given the above, and unsurprisingly, many skills are transferable between these roles, allowing professionals to seamlessly transition from an assistant to an office manager or vice versa, or if you’re up for the challenge, take on that hybrid role of having both! These typically are:
Organisational prowess: Both roles demand a meticulous approach to organisation, from managing calendars to coordinating events.
Communication finesse: Clear communication is key in any professional setting. Whether conveying information to team members or liaising with external parties, effective communication is a skill that transcends roles.
Adaptability: The ability to adapt to evolving situations is a shared trait. Whether handling unexpected challenges as an assistant or steering the office ship through changes as a manager, adaptability is a prized skill.
Time management: Juggling multiple tasks and deadlines is a universal challenge. The knack for efficient time management is a valuable asset in either role.
While the assistant and office manager roles may differ in scope and responsibility, the shared skills create a bridge, allowing professionals to navigate the dynamic landscape of office roles with ease. Whether you find yourself supporting the team as an assistant or steering the ship as an office manager, these roles are interconnected, forming the tapestry of a well-functioning workplace. And both roles are worthy of recognition, support and development to keep the business in ship-shape!