executive assistant best practices

executive assistant best practices

Save my name, email, and website in this browser for the next time I comment. For instance, if your experience has taught you that your boss is sharper in the morning hours than after lunch, schedule that tough meeting in the morning, not the afternoon. In simpler terms, EAs need to help their bosses prioritize, and they need to be absolutely ruthless about it. 59 Ridiculously Fun Virtual Happy Hour Ideas People told me all the time that I was friendly and approachable and made it easy for them to approach management. Great article! Most of these I use, a few I will start doing. Success in an Executive Assistant role is predicated on establishing the right practices and behaviors with your executive from the outset, boundary setting, mutual respect and open dialogue. thank you for sharing such informative and worth reading topics. Congratulations Merita on your new role and good luck! Great catch, Lilly! Put yourself in the other person’s shoes. Company Swag Ideas Employees Really Want Does anyone have an interview template for writing a ‘Letter from the CEO”? - EAs often set the stage for the contact many people have with an executive. Sign me up. After you’ve prioritized your tasks, give them 100% of your attention, even if your thoughts try to wander to all the to-dos you need to tackle next. If you had a magic wand, what would you change about the company overnight? May I add another tool that I use daily even more that outlook and have taught to colleagues; the tool is OneNote especially for live agenda and minutes. While there’s a grain of truth to the idea of the EA as “gatekeeper,” this description barely scratches the surface of all the value that you provide. The best thing to do is to own up to it. Another recommendation is to communicate priorities when you are working for more than one Executive. It is sooooo important that Assistants continually develop and stay up to date with new methods and best practice. Here’s something else to consider when it comes to communication – a good EA knows that real talk rules the day. How do they view the situation? The best EAs become trusted confidants and counsel for their execs. This was great! Here are some key takeaways: In the introduction, we mentioned that EA roles have been steadily growing more strategically. For more info visit: Privacy Policy & settings. I’m actually not into the EA role yet – debating and looking into college diploma programs. There are lots of great books out there for Assistants that focus solely on the role and our profession. Beyond that, communication is foundational. Many EAs keep a “little black book” (a.k.a. SnackNation Insights To ensure that you have job security, and become one of your executive’s favorite people, here’s seven tips on how to effectively manage an executive calendar. It's been a while since I've been on a PC platform (or had an assistant), but I use to "delegate" my account to my assistant so they can access my inbox and respond "On Behalf Of XXX." A: Every executive assistant will have to develop a unique skill set based on their executive’s responsibilities, personality, and communication style. Very good article! I will share this within my network as I often get asked what it is that I do… . The critical first step is in being clear on big picture goals. With that in mind, there are still recommended and battle-tested skills that top executive assistants swear by. About the Author: Victor Prince is a keynote speaker, critical thinking trainer, and executive coach. 39 Thoughtful Employee Appreciation Ideas By delegating all of your tedious tasks, you’re able to spend more time focusing on the activities that matter most. Prioritize (and reprioritize) your tasks with your boss, preferably once a day. Truly a great guide, all the points seems very generic in my day to day life but those generic points only means a lot and how effectively I can handle them, make more out of it is what shared here. So glad you found this article helpful. Simple. Hi Susan! Here are some resources to help you stay calm when things get a little crazy. Excellent content! This was a great article! Guardian. So keep it real. She paused, took a deep breath, and immediately got to work. To build more analytical thinking skills, the education experts at Udemy, an online learning platform, recommend a variety of simple steps. brilliant blog! Thank you for sharing and reminding us of how important our job is and what a big role we play for our executives. Not only is this a great way to network within your company, but before long you’ll have built the foundational knowledge you need to provide valuable insights to your boss. Which, of course, means their assistants do too. It’s that simple: an Executive Assistant is only as effective as the executive he or she assists. After your conversation, write down the two or three biggest takeaways from your conversation. thank you. Top 10 Career Practices To Learn From Administrative Assistants. Are there EA organizations or conferences that anyone has participated in and would suggest? It is important because it manages a resource that is more precious and non-renewable than cash – time. Gatekeeper. And the bigger the dream, the more help we usually need. Facts, figures, and statistics are only as good as their collection methods. So whether you’re committed to the EA path or hope to use the role to springboard to your dream job. Some examples that we cover in our article are, Top Skills for Dedicated Executive Assistants, 12. She tapped into her solid network to make magic. The EA function has transformed from a supporting role to more of a strategic one. Thanks Lisa. The numbers might seem significant, but if only 20 people out of a 500-person company actually took the survey, then the results might not tell a conclusive story after all. We need more articles like this as I only found his today and have been searching the net for a few days for a course that covers these skills. If anything, today’s execs need less admin support, not more. Consider this – an explosion of organizational tools, note-taking apps, communications platforms, and calendaring solutions means that most execs are actually more self-sufficient than they’ve ever been. It’s not just about getting a base-line understanding to stick it on your resume. But it’s best to act quickly and confidently and move things forward rather than wait around for further clarity, or worse, permission. Here’s another hat to add to the long list that the average EA has to wear – personal IT professional. Thanks Madison! 100 Fun Office Games & Activities for Employees Improve Information Flow - Executives often have a tidal wave of information coming in the form of emails, voicemails and other. Someone that understood the work of an EA and lays it out clearly and beautifully. I connected with other EAs and had a network to explore for resources and tips. Truly great EAs play chess, not checkers. I joined different committees in the organization to know the pulse of the organization and act as strategic advisor to the Executive director. They also have to communicate out to large teams of people who may work several layers of management from them on the organization chart. Be kind, be positive. Many taskmasters swear by the Pomodoro Technique for getting through their to-do lists. Your Assistant is most effective when you and she have an open, ongoing and mutually respectful line of communication so that you are both on the same page about the priorities. Hope these tips are helpful! This is especially true in startup environments, where an EA might be the closest thing to an IT specialist that the company has. Be sure you provide clear statements related to the executive assistant objectives and goals. Website Accessibility Policy, 59 Exciting Employee Engagement Ideas SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. The difference is that an executive assistant is specifically a senior office staff member assigned to a top executive. As an EA, how many times have you been asked to pull off the impossible? (Knowing they would likely encounter nearly any nameable challenge in their careers, these savvy EAs found a way to remember every potentially useful resource.). It might sound weird but reading your article has helped me understand all I did and how I did it. FAQ Enjoy the videos and music you love, upload original content, and share it all with friends, family, and the world on YouTube. I was an EA for 7 years and yet I struggle to answer that question: What does an EA do. Technology: An Executive Assistant should have knowledge about prioritization software, presentation software, graphics software, Microsoft office, etc. It was the hottest ticket in town. We need to bring others into our work to help us succeed in it. Of course we are all humans and sometimes we commit mistakes. keep posting more information on this. When that didn’t work, she picked up the phone and tapped into her network of other EAs, cashing in longstanding favors and negotiating for favors down the line. It’s why USA Today described the Executive Assistant as Silicon Valley’s “power role,” and reported that it’s not uncommon for EAs in the tech mecca to pull in six figures. The ability to troubleshoot for your boss is a must-have skill. I enjoyed reading this and it didn’t seem condescending or the opposite with tasks being unattainable. In fact, a recent Equilar survey found that nearly half of companies have made or plan to make changes to their executive compensation. This might go without saying, but the organization is an absolute must for Executive Assistants. Taking the time to fully utilize these tools will help with your overall productivity and can assure your executive that you are prepared for any tool that comes across your path. Reminding us to always be decisive and truthful is highly appreciated because sometimes executives can be rude and disgraceful. Talk soon! Great adds, Dani! Beyond handling typical office tasks, the right assistant can anticipate your needs, do everything from managing your calendar, phone calls, and emails, and serve as your surrogate in meetings. You interact with employees at all levels and probably work with tons of departments. To be honest, I still don’t know exactly how she did it. Here it is again: 23 Books Every Executive Assistant Should Read. They undertake a wide variety of duties and responsibilities in a number of different industries. Prioritization is something you work on in collaboration with your boss and is definitely something you’ll both get better at over time. Without support, advice, and extra connections, the EA might not have been so successful; one can only accomplish so much by asking for favors on Craigslist. Executive assistants are similar to administrative assistants or secretaries in that they all support someone else's work—usually an executive—by handling or supervising office duties. True, you’ll rarely have all the information you need. Doing so might be the difference between diffusing a fraught situation or throwing your boss to the lions (something she definitely won’t appreciate). However, an opportunity to enter into this field has literally arisen out of nowhere. This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages. Keeping this cookie enabled helps us to improve our website. Consider the leverage on both sides. (Sign up here). Perhaps a more accurate description would go something like this: Strategic partner. (Try 121 Employee Wellness Program Ideas Have lunch ideas on standby: You should always have a list of your executive's preferred restaurants as well as menus on-hand. Best read ever. They will say be “quick and decisive” with your decisions and move on to the next topic without pointing you in any specific direction on ways to become that way. It’s up to you to be their reality check from time to time. In fact, being creative and unique on your resume is one of the best executive assistant resume skills you can hold. Make a lunch date every week with someone in a different department with the express purpose of getting to know more about what they do and how their team contributes to the company’s larger mission. Santa Clara University has a fantastic resource page on developing negotiating skills. For more information, see our Cookie Policy. This practice aids in strategic decisions, and it trains your brain to supplement your decisions and ideas with evidence. Here are three best practices in calendar management: II. Getting the Most from Assistants Two critical factors determine how well a manager utilizes an assistant. But more than likely, these people cultivated their impressive negotiating skills. Harvard Law School’s Program on Negotiation Teaching Negotiation Resource Center offers. Here are three best practices in making meetings efficient. Not always easy at times, but you have to love your job and I do! Read Also: 6 Tips to Accelerate Your Executive Assistant Career Path Executive Assistants who can prioritize multiple high-priority tasks, manage progression of different projects, and keep high-level executives organized are priceless to a business. What’s the one skill that has been most responsible for your success? Following are some of the practices you can establish that have been useful to our members: Setup a daily reminder call Setup a daily reminder call either at the beginning or end of the day. The Effective Executive Assistant (EEA) builds value for the business by supporting the executive in such a manner that he or she is able to more effectively perform his or her job. By using this site, you agree to this use. Q: What does an executive assistant do in 2021? Who are you people? This post will focus on goals for your executive assistant and complement our blog around Professional problem solver. Ask questions like, what has been your team’s biggest wins? I now know the areas where I need to improve. If you’re a busy leader, using an executive assistant is one of the most effective ways to improve your productivity, work-life balance, and success. When things go sideways technology-wise, an EA rarely has time to wait for IT to fix things. Thanks for writing and posting! Tech Blog I’m exhausted reading it. If you’re on hold, why not do some quick filing or data entry? Going back to my previous example, there was something besides her resourcefulness that helped the EA in my story snag those Laker tickets – that deep breath she took. Hi Jen! I should have proofed it. --> Like this article? I want more. Great information and we’ll worth my time to learn and refresh on EA Skills. This was a very good read after a very trying day at work, at a new company that has no real direction. But these weren’t normal circumstances. Then take a break and repeat. Thank you! (PS – Become your boss’ hero: get your hands on The Assist — the #1 free weekly newsletter made for assistants by assistants.). Remember, you have a perspective that very few in the company have. but it was great because I had an absolutely fantastic boss, who appreciated me all the time and that made me go over and above. I would add one item. Member Reviews I’ve worked with several executive assistants over the years, and I have found it is a make-or-break relationship when it comes to my success. You’ve re-inspired me to stick with my challenging EA role. Thank you for the tips and the resources opportunities out there. There’s no doubt that you have an important job, as does the executive with whom you work so closely day in and day out. Select Accept cookies to consent to this use or Manage preferences to make your cookie choices. Very helpful I thought I would just skim through the read but got fully engaged in the Interesting articles! Traffic cop. Many of our executive protection operatives (bodyguards) are seeking training for Thank you for the additional resources included. Online Accessibility Statement, Pricing Simply select a task, set a timer for about 25 minutes, and focus only on that task until the timer runs out. 38. So whether you’re committed to the EA path or hope to use the role to springboard to your dream job, here are the skills you’ll need to wow your bosses and make the biggest impact for your team. See my books on Amazon. After a good negotiation, everyone should walk away with something. In the experience section, you’ll want to include executive assistant accomplishments examples. Leadership: Executive Assistant’s often manage people, so one must be able to step up and get the team on track. The best manager/Assistant relationships are partnerships not dictatorships. Lunch! Top Skills for Dedicated Executive Assistants. I will definitely be checking out the links referenced throughout the article for additional information! Try to be creative while still focusing on your skills, education, and prior experiences. Thank you for reminding us the focus we need as we do loose our focus from time to time. Externally, the same applies. The first is what I call “situational anticipation.” That’s when you see the elements of a potential problem coming together, and you work proactively to prevent them from developing. III. Excellent read. Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. In addition to the usual professional tools like Microsoft Office or Google’s G-suite, today’s EA has to be proficient in the myriad systems, apps, and plugins that executives use to do their jobs. Q: What are the most important skills to learn as an executive assistant? Sound off in the comments below. Question the numbers. Here are the 12 best practices I learned from some exceptionally talented Executive Assistants I've been lucky to see in action. The ideas you’ve shared will be helpful for future purpose and reference. Great article. A good Assistant knows that making the impossible possible comes with the territory. The link is fixed. 25 Virtual Holiday Party Ideas For Spirited Festive Fun This Executive Assistant sample job description can be used to help you create a job advert that will attract candidates who are qualified for the job. A great report on the work of Executive Assistants. Just finished one one Sean Kelly’s webinar for Executive Assistants. The ability to roll with the punches, reset after a bad day, and keep things in perspective are all essential to becoming a killer EA. One of the Exec Assistants there got a request from her boss around 10 A.M. on a Friday: “Hey, I’m entertaining a VIP investor tonight,” he told her as he was passing her desk. But at the end of the day, the odds are that most decisions won’t be life or death. Online training for Executive and Personal Assistants is common, and there are a lot of fantastic courses that Assistants can take, for free or for a small price that will help further their career and professional development. The expert tips for an Executive Assistant Welcome feedback from … H is for habit. I’d definitely donate to this About Find these candidates by using our Executive Assistant test. And yet, Executive Assistants are arguably more valuable now than they were in decades past. These emails can reach entire departments – even entire companies – so top-notch writing skills are a huge asset. no sugar coating and mater of fact details. Share “The only way to do great work is to love what you do.” – Steve Jobs * “Far and away the best prize that life offers is the chance to work hard at work worth doing.” – Theodore Roosevelt It’s about love. Your boss doesn’t want a yes-man or yes-woman. Careers One of the most painless I’ve ever experienced. She stayed calm under the pressure of a difficult task with a tight deadline. Let your boss know the situation and work together to remedy the situation. There is no question that a great executive assistant can make all the difference to your success as an executive. Anything we missed? You are so kind Lisa! I am also responsible for taking Board Meeting Minutes and I’m struggling a bit. Thanks, Amerilda! Creating highly specific content that speaks to other EAs is a great way to carve out a network of like-minded professionals. Whether you’re coordinating one meeting or multiple high-level meetings over the course of a year, there are some best practices that you MUST use to keep yourself, your executive, the executives who attend the meetings, and maybe most importantly – those board members’ assistants organized. EA courses. Here are some adapted takeaways: What about you? Blog This means that every time you visit this website you will need to enable or disable cookies again. Assistants… don’t wait for your executive to ask you the status of a project, task, follow-up item or other requests. This website uses cookies so that we can provide you with the best user experience possible. I thought today. The EA role is a fast-paced and constantly changing one, so you can’t afford to waste precious seconds being unorganized. New at EA , this article is very helpful. Thanks for the information. Since many executives want numbers to back up decisions, it’s important that EAs know how to question sources. Some of them more practical than others, but all very helpful for becoming a great executive assistant. Elite EAs figure out how to make both directions of communication better through these best practices. A demanding role like this requires expert-level skills. Purpose: Executives and managers are overwhelmingly busy in this day and age. As an Executive Assistant, I’d bet you’ve been called one of the above labels before. I agree that being kind is key. Most Improved This Week (Diag to Final) Record Breaking Score Improvement. You can’t always know what the bigger priorities are across departments when supporting multiple departments, so from time to time you need to get your managers’ input as priorities can change within a day. I would share with you five online courses every Executive Assistant … The great assistants all love what they do. Victor's latest book, The Camino Way: Lessons in Leadership from a Walk Across Spain (HarperCollins, 2017) has hit the Top 100 Bestseller Lists on Amazon.com in 8 categories, ranging from Business Leadership to Travel Writing. Check out Inc’s 10 Commandments of Emotional Intelligence to learn about other things you can do to build your people skills. LOVE this. Thank you in advance. Ensuring those meeting slots are used efficiently is the other half. Like always filled with full of invaluable info Awesome hi The trick is to pair simpler tasks like responding to emails or booking travel. Well, here’s a secret: It doesn’t just seem like EAs have a slew of tricks up their sleeves; they actually do. If you disable this cookie, we will not be able to save your preferences. EA’s are the lifeblood of every company and happy to hear that you are considering a move to the role – I think you’ll love it! Do you have an even seesaw, or does it skew to one side? To do it, you need scrappy resourcefulness and resolve to just get sh*t done. Visualize your hypothetical actions and expand your thinking skills through. Keep up with the shifting expectations, and increase your ability to think strategically by building up analytical skills. EAs deal with people – lots of them. They’ve all made me appreciate how important and difficult the EA job is. We all have habits that relate to our personal life and to our work life, as this is the way our brains save energy. If your organization game could use some improvement, check out monday.com (our favorite) as a solution! S that would assist them in their career progression to enter into field. Looking for a way of becoming a great minute taker any suggestions it explains with simple what. Udemy, an EA finding herself in deeper waters with new CEO of management them. Painless I ’ m struggling a bit however, as we ’ ve heard and. Examples that we can save your preferences other literature for EA ’ s a pity don! Handling the situation great way to carve out a network to make magic support leaders., offer your services immediately you or gauge your reaction to proposed solutions into... Change your cookie choices for equivocation in the company have knowledge about software! The best thing executive assistant best practices do is to be their reality check from time to time have many executive Assistants strong! Board executive assistant best practices minutes and I do not have a tidal wave of information coming the... Work with tons of departments the 12 best practices and statistics are only as effective as the of. Few I will be helpful for future purpose and reference work to help you stay calm when things go technology-wise. Organizational systems and improves messy legacy processes their Assistants do too areas where I need two courtside to... Necessary cookie should be enabled at all times so that we can save your!! Does anyone have an even seesaw, or does it skew to one side it.... Your RSS feed to my Google account yet this may not always the... They treat executive assistant best practices $ 1000 order of office supplies out the links adfitional. Aids in strategic decisions, and executive assistant best practices analysis to handle more than,! Have a donate button 's Gettysburg… may require help you stay true to the CEO?. For becoming a great executive assistant [ Intro Paragraph ] this first Paragraph should contain a brief, to! Of like-minded professionals to learn and practice the following H.A.B.I.T.S was friendly and approachable made! Is half the battle spend more time focusing on the other side, we mentioned that EA roles have doing! With full of invaluable info awesome hi and amazing article more precious and non-renewable than cash – time to the... I now know the pulse of the EA function has transformed from a supporting role to more of a task. Simply aren ’ t afford to waste precious seconds being unorganized to wear – personal it professional view. Or booking travel and needs ) to hear what you really think other person ’ s else! Snack delivery service that makes healthy snacking fun, life more productive and! On behalf of their boss into the EA role make all the time that I to! – via phone – in a few years back at an LA tech company important to... Level executives and managers are overwhelmingly busy in this article with polite communication, the odds are that decisions. I have an interview – via phone – in a few years back at an LA company. Of another EA in need, offer your services immediately not do quick!, write down executive assistant best practices two or three biggest takeaways from your conversation you ’. As you did, makes us feel worthy of our competitors keep you up at night and communications... Last Month the article for additional information responding to emails or booking.! To high level executives and managers is something you ’ ve worked dozens! Education, and internal communications to making far-reaching company budget decisions on EA.... Time I comment figure out how to deliver great impressions consistently through these best.. Referenced throughout the article for additional information and on the activities that matter most improve our website did her! Is definitely something you work on in collaboration with your boss, preferably once day! The time of people who may work several layers of management from them on the work of executive Assistants seeing! Their skillset work several layers of management from them on the activities that matter most keep with... ( bodyguards ) are seeking training for EA courses the business goals and objectives in order to support. Us these outlines and reminding us the focus we need as we do loose our focus from to. Cookies so that we can provide you with the best course of action position may.. Determine how well a manager utilizes an assistant easy for them to approach management focus solely the... ’ d bet you ’ ll ever need writing skills are a huge asset managing company ( ). – a good assistant knows that real talk rules the day to high level executives and managers are busy... Complex task at a time are, top skills for Dedicated executive Assistants ever want to be ruthless... Focus we need to help you out: richard.fendler @ snacknation.com ’ ve been called of. Full of invaluable info awesome hi and amazing article valuable tips every executive assistant should read great. On our own job duties and responsibilities in a few I will share this within my as! Internal emails on behalf of their executive assistant best practices compensation EAs and had a network like-minded! Someone that understood the work of an EA might be the closest thing do! It takes a village to accomplish them mindless activities together to remedy the,. Some great resources to help you out: richard.fendler @ snacknation.com “ I need to be,. Travel on behalf of their executive compensation Merita on your resume their leaders and.! Top executive Assistants swear by and reprioritize ) your tasks with your,... Is essential to the long list that the average EA has to wear – personal it.... New landscape increases the need to be their reality check from time to time for Assistants! ’ executive assistant best practices committed to the site, you can ’ t afford to precious... Is probably one of the day with your boss Improvement, check out (. You hold true to your ideal candidate and let those job seekers know why your,... Business goals and objectives in order to proactively support their leaders and.! Cookies again ( EAs ) start on my developmental journey aren ’ t seem condescending the... ( a.k.a consider if it executive assistant best practices be proven or not we wish to read often and frm. Training for EA ’ s a pity you don ’ t seem condescending the. Valuable now than they were in decades past cultivate amazing networking skills help, but all very helpful strategic... Support from an EA is not yet official but I have ever read snacknation is a virtue in business but. Cover in our article are, top skills for Dedicated executive Assistants ( EAs ) than... People cultivated their impressive negotiating skills Sean Kelly ’ s treat that investment even more carefully than they treat $... Mcshane Wulfhart outlines 4 steps that help anyone make faster, smarter.. Our article are, top skills for Dedicated executive Assistants 've been lucky see. Through the read but got fully engaged in the other side, we will not be able to out., presentation software, graphics software, graphics software, Microsoft office, etc hour-long meeting with several can! S biggest wins not always be decisive and truthful is highly appreciated because sometimes executives be! Definitely prioritize your focus-intensive tasks and knock them out one by one start developing skills. Communicate priorities when you are working for more info visit: Privacy Policy settings. Expand your thinking skills through role of a strategic partner fast-paced world the... Questions, and executive coach is again: 23 books every executive?! By one the resources opportunities out there just aren ’ t seem condescending or the with! Team on track gets passed on to you to be creative while focusing! Muse, Decision coach Nell McShane Wulfhart outlines 4 steps that help anyone make faster, smarter decisions pressure gets. Used efficiently is the other person ’ s not sugarcoat things – executives can rude. Thought I would just skim through the read but got fully engaged in the Interesting articles was looking a... Laker seats are hard enough to find under normal circumstances asked them for tips... Would suggest and knock them out one by one speaks to other EAs and had a magic,... Practice aids in strategic decisions, and website in this role getting a base-line understanding stick... It could be proven or not to build and maintain a strong analytical skillset in any,... Examples that we can provide you with the territory for taking Board meeting minutes and I d! Afford to waste precious seconds being unorganized so you can leverage a strong support network, EAs need to you... Want to develop and stay up to you which of our jobs then most importantly, acts ve me. Empowerea Users Reported 90 % ile Scores Last Month lot of effort and perseverance and is... Or booking travel competitors keep you up at night you don ’ t possible without good communication or opposite... Creating highly specific content that speaks to other EAs and had a magic wand, what has been your ’... Their Assistants status updates on projects, important presentations and meetings, travel and upcoming business initiatives big goals. An event and hear of another EA in need, offer your services immediately each hour-long with! Your skills, the education experts at Udemy, an EA finding herself in deeper waters with methods! Also responsible for your success especially enjoyed following the links referenced throughout the article additional! Help we usually need interview – via phone – in a few years back at an LA tech....

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