How to successfully negotiate a pay rise

Negotiating a pay rise in the world of office administration, whether you are a Personal Assistant, Executive Assistant or an Office Manager, requires careful planning, concise communication and a deep understanding of the unique elements and expectations of such roles. After all, each job title carries with it distinct responsibilities and contributions to the smooth running of an organisation, which should be effectively articulated during negotiation conversations.

Our article will guide you on how best to negotiate a pay rise with your employer in the administrative sector. We will discuss the importance of knowing your worth as an employee, explain how to prepare your case, reveal the optimal time to initiate negotiations and suggest how to follow up on this admittedly challenging moment with your employer.

Knowing your worth

Prior to initiating a negotiation, it's important to understand your personal and professional value within the organisation and the wider administrative job market. At this point, you should research salary benchmarks for your role across similar organisations and regions. Certainly utilise resources such as the SecsintheCity Salary Survey which can provide insights into the average salaries for PAs, EAs, Receptionists and Administrators.

PAs would do well to consider their specific areas of expertise, their efficiency in managing executive schedules, their level of discretion and confidentiality maintained, along with any additional responsibilities undertaken since their last pay review as this can demonstrate their value beyond mere hours worked.

EAs on the other hand should highlight their ability to handle multiple tasks simultaneously, their competencies in supporting top-level executives and any specialised skills they possess such as proficiency in certain office software or languages. Meanwhile, Office Administrators may want to acknowledge their organisational skills, their contributions towards efficient operations and their role in enhancing overall productivity.

Putting together your case

With a better grasp of what you bring as an employee to your organisation, it’s time to start preparing for a successful negotiation. This means it’s time to compile evidence that supports your request for a pay rise. For instance you should:

• Compile positive feedback from past performance appraisals.

• Document significant projects completed or successfully managed tasks.

• If applicable, positive feedback from executives or colleagues can be influential.

• Highlight any additional qualifications or certifications acquired that benefit the organisation.

Preparation is key when it comes to building a case for a pay rise and will instil confidence when it's time to have the conversation with your employers.

Choosing the right moment

Negotiating a pay rise with your boss can be a difficult and potentially awkward conversation, so choosing the right time to ask is absolutely crucial. Avoid periods of financial uncertainty for the organisation and instead aim for times following personal successes or when the company is performing well financially.

Natural opportunities to ask for a pay rise often coincide with your quarterly or annual review periods and your employer may even initiate negotiations themselves in these moments.

Having the conversation

When it's time to have the conversation, there are several tips you can follow that will leave you in a stronger position overall. They include:

• Approaching the discussion with professionalism and confidence, clearly articulating your case without sounding overly demanding.

• Beginning by summarising your achievements and contributions since your last salary adjustment and use quantifiable proven data where possible.

• Aligning your request with the organisation’s goals and show how you contribute towards achieving them.

• Being prepared for a discussion and not delivering an ultimatum.

Dealing with objections and feedback

While some pay rise discussions will end in a successful result for the employee, simply initiating the conversation is not a guarantee of this. Rejections and objections may well arise from employers and if this occurs, it’s important to be prepared for the employer’s reasoning, so you can negotiate other forms of compensation.

For instance, consider asking for benefits such as increased holiday days, flexible working arrangements, or professional development opportunities if an immediate pay rise isn’t currently on the cards. At this point, you should also ask your employers what specific goals you need to achieve for a future pay rise if it isn’t immediately attainable.

Following up

Following the conversation, summarise what actions were agreed upon in writing to make sure both parties are on the same page; if promises were made regarding future increases or performance targets, note these down and then agree on a date for a future review.

Regardless of how the negotiation went, keep investing in your professional development by taking on extra responsibilities at work, enhancing your skills, and remaining active in your professional network, which will help to strengthen your position in future negotiations.

Finding you next role with SecsintheCity

Thankfully, there are plenty of vacancies in the administrative and office support profession available on SecsintheCity. If you feel you aren’t being adequately compensated for your professional skills, dedication and expertise, you can browse and apply for the latest PA, EA and Office Manager roles on our jobs pages, set a job alert to be informed of new jobs in your area and upload your CV to be headhunted for the latest roles.