6.9. What’s my Role?
The Administrative Professional’s Role
In any project or special event, things don’t always go as planned—and that’s where risk management and contingency planning come in. As an administrative professional, you may not be making the big decisions about risks, but you often play a key part in helping the team prepare for the unexpected. You might assist in gathering information about possible risks, keeping track of backup plans, or ensuring that important contact information and documents are easy to find in case something goes wrong.
Your role also includes staying calm and organized when things shift. You may be asked to help communicate changes quickly, reschedule meetings, or coordinate new arrangements if a plan needs to change. In special event planning, you might even be the one keeping track of weather forecasts, double-checking supplier confirmations, or helping create alternate timelines, all while communicating these updates to the most affected stakeholders.
By supporting the team’s planning and staying ready to adapt, you help reduce stress and keep the project or event running smoothly—even when surprises come up.
Practical Tips
-
Keep an Up-to-Date Emergency Contact List – Create and maintain a list of key contacts (vendors, venues, team members, emergency services) that can be accessed quickly if plans change or issues arise.
-
Prepare Backup Documents and Copies – Always have digital and/or printed copies of essential documents like schedules, contracts, and vendor agreements. If technology fails or changes are needed on the fly, you’ll be ready. While we’d love to believe that technology will always work – that is not always the case- having analog versions as backup is a great idea.
-
Build in Buffer Time – When helping schedule timelines, add a little extra time between key tasks or events. These buffers can help reduce stress if delays happen and make the overall plan more flexible.
-
Ask, “What if?” During Planning – As you support the team, ask simple questions like “What if the delivery is late?” or “What if the venue cancels?” This helps others think through possible issues early—and shows you’re thinking one step ahead.
