GUSTINE – Administrative professionals are often the unsung heroes of the business world, juggling duties that range from answering phones and making appointments to dealing with the public and  handling whatever situation each day may bring.

They are the people who keep the wheels of business, professional and public agencies turning smoothly; those who the boss counts on to get things done on a deadline, often the first contact for clients or the general public, masters of what in today’s working world is known as “multi-tasking.”

This week is National Administrative Professionals Week in honor of those dedicated, hard-working individuals who can be found from corporate offices to Main Street America.

Those who love it, do it well, just as Cynthia Martin of Gustine has been doing for 10 years as the superintendent’s administrative assistant at the Gustine Unified School District.

“She is so much more than a secretary,” acknowledged Superintendent Gail McWilliams.

McWilliams noted that Martin possesses excellent office skills, and in addition her strong communication and inter-personal skills are key components of her work.

The job is one of multiple levels, she described, extending beyond being a filter and organizing McWilliams’ schedule, to working with confidential issues and or materials which need to be handled with proper diligence and confidentiality.

Trust is a major factor between the superintendent and her secretary, an essential component to a strong partnership in the job. “I trust her implicitly,” McWilliams  stated,  adding that, “she is also a friend.” 

“The best part of  my job is working with people,” Martin commented. “I am a people person.

“A good portion of my time is spent with public relations,” Martin continued. Fielding phone calls, arranging appointments and greeting visitors to the office are all part of her day.

She values the connection she is able to make between students, parents, the district staff, the board members and the public.

She also enjoys the organizational aspects of her job, keeping the piles of paperwork and binders in an orderly fashion and coming up with systems to streamline efficiency.

No two days are alike at the district office.

“My calendar, second only to the wireless headset, is one of my most valuable tools,” Martin shared. “It changes daily, usually with additional appointments more than deletions.”

Her job includes mountains of paperwork, forms to process or fill out and send off, agendas to create, assemble and deliver, binders of information to update and keep track of, faxes to send, letters to draft, notifications to mail and many many deadlines to reach. There are facility use forms, student discipline issues, weekly administrator meetings, monthly board meetings and special meetings to prepare materials for and deliver to the appropriate people.

Evenings and long afternoons are often required.

And, she loves it...she loves the work she does and all that it entails. The dedication and respect she has for her job and the office shows in the way she treats the people who come into the office or call on the phone.

Sometimes the interactions can be challenging but that is where a good ear and an understanding personality play a huge role in keeping the office running smoothly. Keeping a calm demeanor even when situations are intense is a valuable attribute in a superintendent’s administrative assistant.

Martin is skilled at keeping cool and providing a sense of calm in a sometimes-intense environment, but some situations bring strong emotions and bring to light the most difficult part of her job...situations involving personnel issues.

“They are our friends, our co-workers, we’re all in this together, and it’s difficult to be on this end at those times,” she expressed.

The difficult situations are part of the job just as the more enjoyable responsibilities are.

A good relationship with other members of the district office staff team also makes coming to work each day enjoyable.

“We have a great office staff here,” she noted. “We enjoy working together.”