7 Key Traits of an Effective Administrative Leader

The word "admin" can mean many things, depending on your industry. In the financial sector, admins have evolved from secretaries answering phones and filing paperwork to multi-faceted, client-focused leaders. Every day, we face situations that challenge our leadership skills, even if we don't always see ourselves in that capacity.

Over the years, we've seen that the best leaders aren't just defined by their formal skills but by the everyday qualities they bring to the table. Some might call these "soft skills." We think they are the skills that actually make you stand out and excel in your role and relationships.

Let's dive into what we believe are the key traits that set a remarkable admin leader apart!

1. Respect

Respect as a leader means respecting others' time, opinions, and personal space, communicating clearly, and setting expectations. Respect is a fundamental component of trust and helps build a positive work environment with your colleagues and clients. Be on time. Honor agendas. Give space for others' opinions. These simple acts show respect and build trust. When individuals feel respected, they are more likely to approach disagreements constructively and seek solutions that are beneficial for all parties involved, minimizing conflicts and misunderstandings. Respect earns you trust. Trust earns you loyalty.

2. Honesty

Honesty means acting with integrity in all situations. Integrity builds trust, which is the foundation of any good relationship. The financial advisors we support rely on us to act ethically and honestly to keep their reputation in good standing and ensure continued business. Reputation is a powerful asset that can set a company apart from its competitors, and if its spoiled, the advisor's business could be affected forever. Additionally, honesty with your clients creates confidence that you will not only get the job done but will communicate any issues with them that arise along the way. Getting ahead of any problem is crucial to modeling honesty and integrity. Clients, and our teammates, always appreciate being alerted to any issue and hearing that we are on top of it. Honesty isn't just the best policy—it's the only policy.

3. Consideration

Practice consideration in the workplace by thinking about how your actions will impact others. Considering how others might perceive our actions is an opportunity to grow that relationship, rather than tear it down and diminish the trust and confidence you are trying to build. Pause to think about how a decision or action will affect your team or clients. Consider other's needs and feelings by using active listening, empathy, and imagining the potential impact of your actions. Put simply, think before you act. Colleagues and clients are more likely to view you as reliable and thoughtful, which fosters a more collaborative and supportive work environment.

4. Communication

“Clear is kind. Unclear is unkind.”

— Brene Brown

Many people avoid honest and clear communication because they are concerned about hurting others' feelings. But by failing to be honest and fully transparent, you risk confusing the situation and making others feel like you do not respect them enough to take the extra time to ensure they fully understand. Unclear communication leads to a microculture of passive-aggressiveness and decreased productivity due to unclear expectations. Take the time to slow down and communicate clearly and honestly. You will show people that you have the confidence in them to handle your message, understand your expectations, and then deliver on them! Effective communication also involves active listening. Ensuring that the other party feels heard and understood is just as important as conveying your message.

5. Accuracy

Accuracy is paramount to the success as an admin leader in the financial industry. Even minor errors can have significant repercussions. Ensuring you have correct information, precise documentation, and thorough record-keeping protects the advisor's reputation and the client's best interests. By focusing on accuracy, admins enable financial advisors to trust the information they rely on, allowing them to make informed decisions and provide sound advice. How do we ensure accuracy? We all know to take ample notes, repeat back information, and triple-check our work. Where you will stand out is making sure you are asking the right questions to receive the correct information.

When helping a client or trying to determine the correct process with a third party, use this framework to ensure you are providing all of the relevant information:

Slow down, be thorough, and do things right the first time. Your reputation depends on it!

6. Resourcefulness

Resourcefulness is what will put you one step above being a "standard" admin. Resourcefulness is the ability to find creative solutions and make the most of available resources. It's about thinking on your feet and overcoming obstacles efficiently. Being resourceful often requires adaptability—pivoting when things don't go as planned and finding ways to keep your tasks and the business moving smoothly. Admins in the financial industry run into obstacles and unexpected challenges every day - but roadblocks are not an option! You must be able to handle these situations without derailing progress. Embrace change, stay open to learning, and think outside the box to find solutions. When faced with challenges, consider alternative approaches, reach out to your network for help, and stay flexible in how you tackle each issue.

7. Anticipation

Anticipation is about staying one step ahead. It's the knack for foreseeing potential issues, opportunities, or needs before they become apparent. Admins should anticipate both client and advisor needs: the future dictates the present. What follow-up questions could the client potentially have if your advisor presents them with a new financial plan? Would your client, who tends to forget about their Required Minimum Distribution every year, appreciate setting up an automatic draft so they don't have to think about it? Being proactive rather than reactive helps in planning effectively and ensuring that the team is prepared for whatever comes next. It also delivers stellar client service!

So there you have it—a roundup of the key traits that can transform you from a standard admin into a true leader on your team! The admin role is what we make it. Too often, admins find themselves stuck in a routine. But there's so much more power in this position than many realize. By embracing these qualities, you can break out of that box, go above and beyond, and lead with integrity and empathy. Choose to own your role and make a lasting impact!

Which of these traits will you focus on this week? Start with one, and watch how it transforms your work and relationships.