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How “The Secretary Problem” Can Help You Make Smarter Choices as an Admin Professional

Learn why optimal stopping is the key to making the right choice

Every day, administrative professionals are faced with countless decisions—whether it’s hiring a candidate, choosing a supplier, or picking the best venue for an event. The challenge? Making the “right” choice can feel impossible when options are numerous and there’s pressure to make a fast decision.

This is where a concept from mathematics, called The Secretary Problem, offers a unique perspective. The name alone makes it sound like it was made just for administrative professionals like you! It’s a classic mathematical problem that’s been used to guide strategic decisions across various fields. Let’s explore what the Secretary Problem is, how it applies to the choices you make, and why it can help you feel more confident in making well-timed decisions.

What is the Secretary Problem?

The Secretary Problem (sometimes called the “Optimal Stopping Problem”) describes a mathematical approach to selecting the best option from a sequence of choices—when you only get one chance to make that choice. Originally, this problem was framed around hiring a secretary: imagine you have a fixed number of candidates for the position. You have to evaluate each one in order, deciding whether to accept or reject them as you go. But here’s the catch: once you pass on a candidate, you can’t go back.

The goal is to figure out a strategy for identifying the best candidate without knowing who the remaining candidates are or how good they might be. Mathematicians studying the problem determined a clever way to maximize your chances of choosing the best candidate without looking at all of them.

How Does the Solution Work? The 37% Rule

The general solution to the Secretary Problem suggests that you should spend approximately 37% of your time (or the total number of choices) just evaluating options, without committing to any one choice. During this phase, you observe and set a benchmark based on the options you’ve seen. After reaching this 37% mark, you then select the first candidate that exceeds the benchmark set in the initial evaluation phase.

For instance, if you have ten candidates to interview, you’d evaluate the first four without making any offers. From candidate number five onward, you’d make an offer to the first one that surpasses those initial four in quality.

Why the Secretary Problem Matters for Admin Professionals

Understanding the Secretary Problem can help you in situations where:

  1. You have limited time and resources (e.g., reviewing a long list of suppliers or vendors).
  2. You need to make a choice without revisiting past options (e.g., deciding on a candidate for a temporary position).
  3. There’s pressure to choose the best option (e.g., selecting a venue for a VIP event).

Let’s look at how applying this strategy can help in practical ways.

Applications of the Secretary Problem in Admin Work

1. Selecting Candidates for Open Positions

When you’re assisting in the hiring process, The Secretary Problem can be a helpful framework. By evaluating candidates without committing in the initial stages, you can develop a sense of the “standard” before you make a hiring recommendation. This can help you feel more confident that the candidate you recommend later on is genuinely one of the best in the pool.

2. Choosing Vendors or Suppliers

From catering to office supplies, finding the right vendor can be time-consuming. Following the 37% rule, you could spend the initial 37% of your review time just comparing and taking notes. Then, commit to the first vendor who outshines the ones reviewed earlier, confident that you’ve sampled enough of the market to make a smart decision.

3. Making Decisions with Limited Information

When comparing venues, partners, or project timelines, decisions often need to be made with limited information. Applying the Secretary Problem can reduce decision fatigue and help you avoid second-guessing your choices. It offers a rational stopping point, so you don’t feel the need to endlessly search for “something better.”

Key Takeaways

  1. The Secretary Problem can help admin professionals approach choices strategically, ensuring they don’t rush to choose or endlessly search for the “perfect” option.
  2. Using the 37% rule as a guide can reduce decision fatigue, giving you a structured way to determine when you’ve seen enough options.
  3. Knowing when to stop (and that it’s mathematically backed) provides peace of mind when selecting the right candidate, vendor, or venue.

Whether you’re recruiting for a role, booking a supplier, or managing resources, understanding The Secretary Problem can be your secret weapon for making smarter, faster, and more satisfying decisions.

The next time you’re weighing a tough choice, remember The Secretary Problem and the 37% rule. It’s more than just math—it’s a tool that’s uniquely relevant to the decision-making challenges you face as an administrative professional.


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Algorithms to Live By Book Recommendation

If you’re interested in learning more about practical algorithms that can simplify decision-making in work and life, I highly recommend Algorithms to Live By by Brian Christian and Tom Griffiths. This book dives into powerful strategies like the Secretary Problem and many others, offering insights into how computer science principles can help us navigate everyday choices.

Buy on Amazon

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Empower Hour- Peer Support Group for Administrative Professionals [Dec 2024]

December 10 @ 5:00 PM 6:00 PM GMT

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

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Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

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Empower Hour- Peer Support Group for Administrative Professionals [Nov 2024]

November 12 @ 5:00 PM 6:00 PM GMT

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

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The Officials Team

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Empower Hour- Peer Support Group for Administrative Professionals [Oct 2024]

October 8 @ 5:00 PM 6:00 PM BST

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

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The Officials Team

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Empower Hour- Peer Support Group for Administrative Professionals [Sep 2024]

September 24 @ 5:00 PM 6:00 PM BST

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

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The Officials Team

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Empower Hour- Peer Support Group for Administrative Professionals [Jul 2024]

July 9 @ 5:00 PM 6:00 PM BST

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

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The Officials Team

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Empower Hour- Peer Support Group for Administrative Professionals [Jun 2024]

June 18 @ 5:00 PM 6:00 PM BST

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

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The Officials Team

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Empower Hour- Peer Support Group for Administrative Professionals [May 2024]

May 14 @ 5:00 PM 6:00 PM BST

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

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The Officials Team

A picture of a purple and pink swirling galaxy full of starts with the words overlaid "The Officials Empower Hour"

Empower Hour- Peer Support Group for Administrative Professionals [Apr 2024]

April 16 @ 5:00 PM 6:00 PM BST

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

x
The Officials Team

A picture of a purple and pink swirling galaxy full of starts with the words overlaid "The Officials Empower Hour"

Empower Hour- Peer Support Group for Administrative Professionals [Mar 2024]

March 12 @ 5:00 PM 6:00 PM GMT

In our inclusive community, we share valuable insights and provide unwavering support to boost your administrative career.

Consider us your extended network of accomplished colleagues who genuinely care about your success, both in your professional and personal life. We’re here to ensure you flourish in your administrative career while navigating the unique challenges and opportunities of your role.

Join us and connect with like-minded professionals who understand your journey. Let’s empower each other to excel in our roles and seize the opportunities that lie ahead. Don’t miss out on the chance to be part of this supportive and empowering community dedicated to administrative professional training. Your future self will thank you!

Prepping for the session

Come prepared with questions and think about your recent breakthroughs and breakdowns as we often go around and share. This is a safe space to share and connect with those who know what it’s like and can lend support and advice. 

Breakthroughs – A bit like weekly wins. These are good things that have happened in your personal or professional life.

Breakdowns – Things you are stuck on and trying to power through in your personal or professional life.

Feel free to email hello@jointheofficials.com if you have any questions that we can prepare for ahead of time.

This is an Officials HQ member-only event. Log into your account to see registration for this event.
Not yet a member? We need voices like yours, please check out our HQ Membership.

This is a member's only event.

You can find more information on our memberships here.

If you feel this is an error, email us at support@jointheofficials.com and copy the URL into the email.
We'll get to the bottom of it for you.

x
The Officials Team