PA and Secretary Community - Deskdemon.com

I am challenged with a co worker and need some opinions here.  My bosses boss's Asst is starting to get under my skin.  She calls at in opportune times to talk.....At times she calls me to tell me someone is not at their desk, or, just to complain about something.  Yet, important meetings our bosses have asked her to schedule go unscheduled.  I have even come back to the office from the ladies room and she is standing at my door..asking where have you been?  I tried to call you.  Mind you she works 4 floors above me in the building.  My challenge is, we have been informed that we will be relocating our office to that floor in the near future and she will be right down the hall from me.  Give me some suggestions on how to handle this and stop this behavior before it becomes a real issue.  My boss knows where I am, knows how to get in touch with me when he needs me, and I am going above and beyond to support my organization.  Yet, she complains with every breath about something all of the time.  I continue to be positive and ignore it, but just a little frustrated at this point.  She has even gone so far as to come to a break area to find me and said" I thought I'd find you here".  On a good day, I take maybe one 15 min. break away from my desk in the afternoon to stretch.  Yet, when her boss is out of town, she leaves early.  I just don't get it.

Oh dear, sounds like she wants to be you!

Not sure what age she is and while that isn't really the issue, this is all common sense in my book.

I mean I am the complete opposite, hate to interrupt anyone, and always apologising for it if I do.

Have a chat with her if you think it would make a difference.  Alternatively a one liner should do the trick eg. listen if you need to see me about something and I'm not at my desk just leave a post-it on my pc or drop me an email.  You don't need to come looking for me.  I tend to be on the move during the day depending on my workload... etc.

If that doesn't work just be blunt and tell her you are busy.

Setting boundaries isn't easy when someone has already stepped out of line.  I think this person is possibly lonely and/or doesn't know how to behave at work.  If your company has a "drop by" culture, that's different.   Gee's advice is very good.  There are a few issues to consider around this problem - I've been in that place myself.

So here's what I would do:

1. Recognise who this lady is: your boss's boss's assistant, so she has the ear of someone senior to your boss.  I don't know whether this boss is The Big Boss, but I currently am Assistant to the Big Boss.  So, being the big boss's assistant gives you quite some power.  Everyone pays attention because of the role you fill. However, occupying that role places upon you, equally, some obligations.  She gets out of school early, so to speak, because her boss has a certain status and she has probably fixed that up with him for whatever reason.

You need a strategy to deal with her.

2. Next time she approaches you inappropriately or at an inconvenient time, say something like "Samantha (sorry, any Samanthas out there!), would you do me a favour please?" That will get her attention and she is unlikely to say no.  Then you say, "I wonder if you would be kind enough to .... send me an email if you have a request or need some information (whatever she's on about).  We are both very busy and I don't want you to waste your time coming to find me or call me as I often have to step away from my desk.  I don't really appreciate you seeking me out when I'm on one of my precious breaks."  You've been polite, haven't offended her, and asked her to comply with your requests.  Making your request into a "favour" is a fabulous way of getting what you want/need; if someone says "no" to your "favour", they look pretty mean.
3. Have lunch with this lady, even if you don't have time MAKE time.  Or at least have coffee and a muffin or a cookie on one of your breaks.  That's when you get to know her a bit more and what buttons to press in her psyche.  You can also use that opportunity to introduce, casually, into the conversation how much you value colleagues who are positive and how destructive it can be when someone complains all the time.

Trust me - she'll get the message loud and clear.  May take a bit of time for the ideas to percolate into her thick head, but they will.  

Rain you worded your reply better than I did.

Just for info, some companies I have worked for have had a drop by culture while others haven't.  In all my years of working I don't think I have ever got used to it, either because when I started out that wasn't the done thing or because looks from others gave you the hint to move!

If I can't get someone at their desk or by phone I send an email with a read receipt.  It's not checking up on anyone it just helps me to know they have received my request.

I have to say in all my working life I have never come across this problem but I do sympathise.  It's quite strange that someone working at this level, carries on the way she does.

Well, Gee, people are people, and I happen to think that you get the best out of people if you meet them where they are at.  It's far better to help them along in a friendly way than to beat them over the head or whinge about them behind their backs.  The first of these three options is likely to be more productive; the other two are just mean.  Note: venting on this website, or seeking advice, does not constitute whingeing.  LOL.  

I have colleagues who are like limpets: they arrive in the morning and not even a giant wave will dislodge them from their desks.  They send emails and make phone calls to someone just a desk away.  Now, my company is very small.  I happen to prefer "face time" with people, and send emails or phone when those choices are better.  I much prefer to go and talk to someone - but always courteously and with respect.

Rain I have 300 people in my department and the company (500+ people) are located in 3 buildings on our site.

If I was to walk round trying to find people at their desk I wouldn't be at mine at all!

Most of the people in my company who are not secretaries, travel quite a bit, and if not doing that then could be attending meetings in any 1 of 3 buildings.

Hope that clears things up a bit.  Every company is different depending on location, layout and number of employees.

PS.  Who was beating anyone over the head or whinging about them behind their backs??

Precisely, Gee.  Even I know that.  

Well, goodbye Gee, I'm off after today and start my new job in just over a week's time.  So, thank you for all your comments over the years and good luck in finding a new job that keeps you busy and is more fulfilling that your current post.  Somewhere out there there's a job just for you.

Thanks for the input.