Transitioning From Administrative Personnel To Communications Superstar

2

This week on Ask Victoria: Transitioning from an administrative role when you want more responsibility. Tell us what you think of Victoria’s response in the comments or on Twitter @_askvictoria. Send us your career questions at askvictoria@idealist.org.

Hello Victoria,

I’ve been working in Washington, DC since 2010 in a multitude of administrative and operations roles at nonprofits and I need a change! I’ve really want to get into marketing/communications but I am unsure how to make the transition. My resume is ALL administrative experience so when I apply for communication roles I get ignored. Since, I am a mid-level professional and have real bills, I can’t afford (or stomach)  taking an unpaid marketing/communications internship. Can you give me some tips on how I can transfer from administrative support personnel to communications superstar?

I work in Administration so I end up helping out on a lot on Development/ Communication projects. What I find the most impressive about people who work in communications, is their ability to synthesize complex policy debates into bite size morsels that are accessible to everyone. My mind was blown when I watched a colleague of mine create an infographic, in that moment I realized that I wanted in on the action. I also want to walk away from Administration because I don’t feel like my work is as valued as programs, communications and development.

I know that Administration/Operations departments are the bones of every nonprofit organization and that if the people who work in HR, Facilities and Administration decided to stay home for a week NGO’s could not function. Unfortunately, upper management and the rest of the staff at most nonprofits don’t realize this and I am sick of constantly trying to prove my value.

Belinda

—-

Dear Belinda,

Several years ago, I was working with a friend on her resume and she expressed the very same frustration—she was not being considered for roles other than those with the title “administrative assistant.” Meanwhile, the bulk of her experience told quite a different story: She managed interns, coordinated both the creative and logistical aspects of event planning and execution, and developed and maintained relationships with key high-end clients.

How did we revamp her resume? We really got to the “meat” of her work, particularly the responsibilities that fueled her and got her excited about her job. We also switched the focus on her resume to her accomplishments outside the “typical” realm of admin work—her transferable skills and experience related to the job she wanted, not the job she had.

Next, we took a look at the format. Why, for example, was she putting her job titles in bold when it was drawing attention to the very things she felt was holding her back? (That would be the accursed “Admin Assistant Stigma,” eeeeekkk!!)

If your job titles are in bold, stop doing that. Plain text is fine. Think about adding some other descriptor next to your “real” job title to help illustrate what you really do. For example:

  • Administrative Assistant- Communications Department
  • Administrative Assistant- Newsletter Coordinator
  • Administrative Assistant/ Assistant to Communications and Operations Departments

See if any “add-on” titles like these will work for you. You don’t have to omit your “real” job title if that feels untruthful to you, but add to it so that your resume better tells your story.

That’s some practical advice, but…I’m not going to let you off the hook without doing a little more digging! I know you can practice bumping up your confidence and gaining recognition as the communications superstar you really want to be! In fact, you may already have a lot more related experience than you realize. So let me ask: How confident do you feel in seeing yourself as a communications professional? How natural does it feel to “wear” that title, or is it going to take some getting used to? There’s no shame if your answer is “yes.” Understand that your transition will be a lot easier once you start viewing your abilities in the same light you want want your potential employer to view them.

A good way to start enhancing your confidence is by taking a good look at what you do in your role. You mention that you help out with several development and communications projects. Is your involvement (and accomplishments) included on your resume? Is it part of your dialogue when you interview? If not, start writing a list of all your interactions and the results you’ve had. Get yourself used to talking about these things.

Also, decide if “help out” is the right term, or if in reality, you’ve been taking the lead on some arm of these projects. Whenever that’s the case, flesh that out on your resume.

Now sit back and do some constructive daydreaming: If you were a hiring manager, what would you think about the accomplishments you see on the page? Where would you place yourself- as an administrative assistant or a communications professional? Ask a friend to read your resume and tell you what they see.

Recognize your value and construct ways to articulate it by reviewing an actual job description for a role in a communications department. If you have access to one from your organization, use that, or simply find a few online. Go back to your list of communications-related responsibilities and accomplishments. Highlight all those that match the job descriptions. Focus on the responsibilities, not the job titles.

When you are face-to-face with upper management and feel your ability to transition to communications is being undermined again, pull out your list of responsibilities and accomplishments alongside job description. Show that if you just cover the job title “administrative assistant” the descriptions look quite similar! Start seeing yourself as a communications professional. Recognize the difference your work makes to the communications department.

Speaking of working with the team, take it as a time to start scoping out opportunities for learning and growth. Who might be able to mentor you, even informally? Think back to that moment when you were first impressed by the work that people in communications do. Go to the colleague who made the infographic and tell them about the impression they made. Ask what they would advise you to do to make your transition. The next time you are working on a project and they recognize your work’s value, reiterate your interest in a permanent role on the comms team. Be assertive about having the skills and the know-how to get the job done. When a position opens up, ask for it. Remember that whatever your job title is, your accomplishments and work ethic say more.

Lastly, I wanted to make sure my last suggestion was actually realistic, so I asked around my networks for stories of successful administrative transitions. I got one! In fact, someone from the organization was promoted from an admin role to a position on the communications team because people recognized how great she was and wanted her to have a more valuable role. So, it can be done!

Please keep me posted, Miss Communications Superstar!

To your success!

What would you write to Belinda? Share your insights in the comments!

Like what you just read?
Sign up to get more articles like this sent straight to your inbox.
Photo Credit:

About Author

I became acquainted with Idealist in late 2000 while working in the career development office at a private liberal arts college in NYC. I used it almost daily to help students and alumni find meaningful careers. After a 12-year stint in higher education, I worked as a career coach for professionals in various industries (and still used Idealist). During one of those many searches, a listing really caught my eye- the one for the newly-created position, Careers Program Coordinator. So... I jumped at the opportunity. Since then, I took on the role of Manager of Career Content for Idealist Careers, creating career content for job seekers, leaders, and other nonprofit professionals. Understanding the roles that a positive outlook and holistic self-care play in career success, I've shared with our readers time-honored methods for improving confidence and productivity. Now, as Manager of College and Professional Development, my focus is on lifting the advice from Idealist Careers "off the page". Drawing from my experience in career development, I propel job seekers and career changers towards taking control of their searches with confidence and removing fear, uncertainty, and other blocks to success via in-person workshops and seminars, webinars, and conference programming. My great loves are cooking (preferably without a recipe, otherwise I doctor it up), dancing, live cultural performances, identifying the tasting notes in a good cup of coffee, exploring neighborhoods for hidden gems, and anything else that sparks the senses and allows me to experience all the beauty, dynamism, and intrigue that vivaciously living in a remarkable world offers.

2 Comments

  1. I am so glad I found this article! I am currently in this same situation – I have been an administrative assistant for 3 1/2 years, trying to transition to a marketing communications role and am finding it somewhat of a frustrating challenge. I have gained the necessary experience as I often assist our marketing communications dept. on various projects and I have had at least 2 mar com co-workers recognize that I am overqualified in my current administrative assistant position and that I have great potential to be in a mar com role. The only problem is getting upper management to realize this as well and essentially promoting me to a mar com role. This article is just the motivation and encouragement I needed to give me hope that it is possible to get out of an admin. position. Thank you for these great tips!

Like what you're reading? Never miss a post.

Join 14,000 people who receive free daily tips on how to: