From Behind the Scenes to Boardroom Power: How Technology Has Revolutionised the Secretary's Role in NZ Businesses
2025-07-25
Telefónica
For years, the secretary's office was often seen as a behind-the-scenes function, quietly supporting the operations of a business. But times have changed. Thanks to technological advancements, the role of the secretary – now more accurately described as an Executive Assistant, Office Manager, or similar – has undergone a dramatic transformation. This isn't just about faster typing or better filing; it's about a shift in responsibilities, a rise in strategic importance, and a newfound visibility within organisations across New Zealand.
The Evolution: From Typewriter to Tech Savvy
Think back a few decades. The secretary's primary duties revolved around typing letters, managing physical files, answering phones, and scheduling appointments. While these tasks were crucial, they were largely administrative and reactive. The arrival of computers, word processing software, and email marked the first wave of change. Suddenly, documents could be created and shared more efficiently, communication became instant, and calendars could be managed digitally. But this was just the beginning.The Digital Age and the Rise of Strategic Support
Today’s technology has taken things to a whole new level. Cloud-based platforms like Google Workspace and Microsoft 365 have enabled seamless collaboration and information sharing, regardless of location. Project management software like Asana or Trello allows EAs to track progress, manage deadlines, and coordinate teams. Customer Relationship Management (CRM) systems put vital client data at their fingertips. Data analytics tools are even empowering them to identify trends and provide valuable insights to management.Beyond Administration: The New Responsibilities
This technological empowerment has led to a significant expansion of responsibilities. Modern EAs are often involved in:- Event Planning & Coordination: From corporate conferences to team-building activities, EAs are responsible for logistics, budgeting, and ensuring everything runs smoothly.
- Financial Administration: Managing expenses, processing invoices, and assisting with budgeting tasks.
- Communication & Public Relations: Drafting emails, managing correspondence, and acting as a point of contact for internal and external stakeholders.
- Project Management: Assisting with project planning, tracking progress, and ensuring deadlines are met.
- Data Analysis & Reporting: Using data to identify trends and provide insights to management.
The Strategic Value: A Trusted Advisor
As a result, the role has evolved from a purely administrative function to a strategic one. EAs are now often trusted advisors to senior management, providing valuable support and insights to help businesses thrive. They are gatekeepers of information, facilitators of communication, and key players in ensuring the smooth running of the organisation. In New Zealand’s dynamic business environment, this strategic support is more valuable than ever. The ability to anticipate needs, solve problems proactively, and manage complex tasks efficiently is highly sought after.Looking Ahead: The Future of the EA
The technological landscape continues to evolve, and the role of the EA will undoubtedly continue to adapt. Artificial intelligence (AI) and automation are already beginning to streamline some administrative tasks, freeing up EAs to focus on higher-level responsibilities. Skills like critical thinking, problem-solving, and emotional intelligence will become even more crucial. Those who embrace technology and continuously develop their skillset will be well-positioned to thrive in the future.The secretary's office may be a thing of the past, but the need for skilled and adaptable administrative professionals remains stronger than ever. In fact, it's become a strategic asset for businesses across New Zealand.
