executive assistant best practices

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Enjoy the videos and music you love, upload original content, and share it all with friends, family, and the world on YouTube. Work to improve performance and job satisfaction. The link is fixed. Great article! Many EAs keep a “little black book” (a.k.a. We and third parties such as our customers, partners, and service providers use cookies and similar technologies ("cookies") to provide and secure our Services, to understand and improve their performance, and to serve relevant ads (including job ads) on and off LinkedIn. You can leverage a strong analytical skillset in any situation, from handling tricky social scenarios to making far-reaching company budget decisions. Just as you might make a daily practice of touching base with an in-office assistant, it's good practice to regularly check in with your Prialto assistant. You are simply amazing. 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. Executive Assistant [Intro Paragraph] This first paragraph should contain a brief, two- to three-sentence description of your company. Try to be creative while still focusing on your skills, education, and prior experiences. Being proactive helps everyone. Excited to hear that the list was helpful! Just whilst going through all the sections, how much work, attention to duty, attention to all kinds of everything, I should have been paid in gold. If you’re not quite confident in your understanding of the ins and out of your company and your competitors, there’s a fun and easy way to quickly get up to speed. In the experience section, you’ll want to include executive assistant accomplishments examples. But it’s not all on you. There is always a fire to be put out, there is the juggling of 9,000 different tasks, and sometimes you are an assistant to more than one executive or manager. Executive Assistant … 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. Making Meetings Efficient – Scheduling meetings efficiently is half the battle. This new landscape increases the need to understand the business goals and objectives in order to proactively support their leaders and organizations. In my 20-plus year career from intern to COO, I’ve worked with dozens of executive assistants (EAs). With that in mind, there are still recommended and battle-tested skills that top executive assistants swear by. She tapped into her solid network to make magic. Find these candidates by using our Executive Assistant test. (Try You can too. But, you should also make sure you have the basics covered and there really isn’t a better place to start than with a good old-fashioned book. Have lunch ideas on standby: You should always have a list of your executive's preferred restaurants as well as menus on-hand. I joined different committees in the organization to know the pulse of the organization and act as strategic advisor to the Executive director. Which, of course, means their assistants do too. 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. 74 Insanely Fun Team Building Activities for Work, 57 Fun Virtual Team Building Activities Doing so might be the difference between diffusing a fraught situation or throwing your boss to the lions (something she definitely won’t appreciate). Each step of the way with polite communication, the potential of handling the situation to best results for the caller and manager increases. --> Like this article? Most of the skills listed in this article simply aren’t possible without good communication. Being an EA is not easy and it takes a lot of effort and perseverance and patient. It was the hottest ticket in town. Which of our competitors keep you up at night? Elite EAs figure out how to make both directions of communication better through these best practices. Today’s executives lean on their assistants not just for admin help, but for counsel, technical expertise, and critical analysis. Sample executive assistant job description to adapt for your own use. Very resourceful and on point. Here are three best practices in making meetings efficient. Ligaya Fieler, Senior Executive Assistant at SurveyMonkey, walks us through how she’s personally accomplished these … While I definitely think this label is an oversimplification, it does ring true in one fundamental way – rockstar EAs help their bosses limit distractions and focus only on the most pressing issues and highest leverage activities. By using this site, you agree to this use. 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. Guardian. But at the end of the day, the odds are that most decisions won’t be life or death. Thank you in advance. I have been doing some quick research on PA/EA’s and the services they provide. Master The Executive Assessment ® With The Leading Online Course Includes All 4 Official EA ® Practice Exams #1 Score Improvement Rate* Easy Reimbursement Form Try 1 Hour Free. I agree that being kind is key. EA courses. I was an EA for 7 years and yet I struggle to answer that question: What does an EA do. 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. brilliant blog! Professional problem solver. (Sign up here). But when you can, pair the more mindless activities together to maximize your time. 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. Technology: An Executive Assistant should have knowledge about prioritization software, presentation software, graphics software, Microsoft office, etc. 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. Focus. See our, Lessons from the Mayflower Compact on its…, Leadership Lessons from Lincoln's Gettysburg…. It is not yet official but I have an interview – via phone – in a few days. Keep up with the shifting expectations, and increase your ability to think strategically by building up analytical skills. I do not have a background that would typically lead one into this position. Whether it’s news about an upcoming acquisition, HR matters, financial reports, or trade secrets, top-level executives constantly deal with sensitive information. Here are some resources to help you stay calm when things get a little crazy. 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. What’s the one skill that has been most responsible for your success? Many taskmasters swear by the Pomodoro Technique for getting through their to-do lists. Here are the 12 best practices I learned from some exceptionally talented Executive Assistants I've been lucky to see in action. Job Title: Executive Assistant. Great information and we’ll worth my time to learn and refresh on EA Skills. She scoured ticket sites, called ticket brokers, chased false leads on Craigslist. She stayed calm under the pressure of a difficult task with a tight deadline. A: The EA function has transformed from a supporting role to more of a strategic partner. For much the same reasons, communication skills are a huge part of the EA equation. Simply put, not everyone can handle the position of Administrative or Executive Assistant. It’s no doubt that Executive Assistants are tasked with a wide range of tasks – it’s what makes them rockstar employees! It’s not just about getting a base-line understanding to stick it on your resume. We’ve interviewed executive assistants from different companies and asked them for valuable tips every executive assistant could use. Read Also: 6 Tips to Accelerate Your Executive Assistant Career Path Select Accept cookies to consent to this use or Manage preferences to make your cookie choices. Save my name, email, and website in this browser for the next time I comment. Being honest and patient is important in this role. Truly great EAs play chess, not checkers. They are a great place for me to start on my developmental journey. You also need to be able to communicate strategy clearly and accurately, as well as be persuasive from time to time. July 24, 2013 Posted by Bonnie Low-Kramen. The EA function has transformed from a supporting role to more of a strategic one. A good Assistant knows that making the impossible possible comes with the territory. I’ll be checking those out. EAs deal with people – lots of them. Executives can live in a bubble. I’d definitely donate to this LOVE this. And executives should give their assistants status updates on projects, important presentations and meetings, travel and upcoming business initiatives. If you’re on hold, why not do some quick filing or data entry? 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. Visualize your hypothetical actions and expand your thinking skills through. As an Executive Assistant, I’d bet you’ve been called one of the above labels before. And on the other side, we have many Executive Assistants adding security-related training to their skillset. SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. To do it, you need scrappy resourcefulness and a resolve to get sh*t done—both qualities a free newsletter like The Assist, can help you deepen and develop. 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. Of course we are all humans and sometimes we commit mistakes. and amazing article. Practice negotiating often, especially when nothing is at stake. Getting the Most from Assistants Two critical factors determine how well a manager utilizes an assistant. Thanks for sharing this with us. Purpose: Executives and managers are overwhelmingly busy in this day and age. I look forward to new updates and will Here are some adapted takeaways: What about you? This article truly shed some light regarding how much focus and dedication this PA position may require. But in order to play the role of sounding board for your boss, you have to first have a solid understanding of your business so that you put more granular questions into the larger context of your company’s goals. 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. Website Accessibility Policy, 59 Exciting Employee Engagement Ideas How else can you get more done in the same amount of time? This is a fantastic article. If I HAD to add something it would be project management and delegation skills. 135 to 160. Tailor your marketing pitch to your ideal candidate and let those job seekers know why your company is a great place to work. Here it is again: 23 Books Every Executive Assistant Should Read. 31 Sensational Swag Bag Ideas EAs are expected to dabble in things as wide and varied as project management, event planning, and internal communications. SnackNation Insights Elite EA’s treat that investment even more carefully than they treat a $1000 order of office supplies. Join the movement: … It takes sound judgment on your part to figure out what warrants attention and what you need to shut down. Tech Blog We were a great team. So glad you found this article helpful. Prioritization is something you work on in collaboration with your boss and is definitely something you’ll both get better at over time. For more info visit: Privacy Policy & settings. Every meeting is a significant investment of the time of people involved. There is no question that a great executive assistant can make all the difference to your success as an executive. Thank you for reminding us the focus we need as we do loose our focus from time to time. Be an Ambassador. 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. 100 Fun Office Games & Activities for Employees Perhaps a more accurate description would go something like this: Strategic partner. Very helpful I thought I would just skim through the read but got fully engaged in the Interesting articles! Online Accessibility Statement, Pricing People skills are a must, and a huge part of that is reading people’s emotional cues and body language. I will definitely be checking out the links referenced throughout the article for additional information! talk about this website with my Facebook group. Thanks for writing and posting! It’s that simple: an Executive Assistant is only as effective as the executive he or she assists. Hope these tips are helpful! Blog This might go without saying, but the organization is an absolute must for Executive Assistants. Goal tender. A great report on the work of Executive Assistants. In a single day, you might deal with executives at other companies, investors and board members, vendors fighting for your company’s business, or journalists trying to get your boss to say something on the record. Some of them more practical than others, but all very helpful for becoming a great executive assistant. Top 10 Career Practices To Learn From Administrative Assistants. This was a very good read after a very trying day at work, at a new company that has no real direction. This means that every time you visit this website you will need to enable or disable cookies again. The short increments make focused attention more accessible. H is for habit. Congratulations Merita on your new role and good luck! Thanks for the information. EMPOWERea Users Reported 90%ile Scores Last Month . She paused, took a deep breath, and immediately got to work. Pay it forward. Top Scorer of the Week. Your boss doesn’t want a yes-man or yes-woman. How It Works I would share with you five online courses every Executive Assistant … Here are three best practices in calendar management: Incorporate External Patterns – Executive’s schedules are often bounded by fixed, external patterns … 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. “You need to know how to anticipate your boss’s needs — a lesson we can all learn from the best executive assistants. 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." Consider the leverage on both sides. However, an opportunity to enter into this field has literally arisen out of nowhere. I learned a lot from this article. (PS – Get more sh*t done with The Assist — the #1 free weekly newsletter made for assistants by assistants.). Santa Clara University has a fantastic resource page on developing negotiating skills. 164. Who are you people? It has highlighted the areas that I want to develop and given some great resources to start developing those skills. Great Article! 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! This was the playoffs. GREAT info and timeless. If your organization game could use some improvement, check out monday.com (our favorite) as a solution! Transparency is a virtue in business, but even the most open organizations deal with privileged information that must be handled delicately. The best thing to do is to own up to it. You might have a hand in some pretty big decisions, ones that affect the future of your company and the livelihoods of the people you work with. 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. Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings. If you’re browsing an online board or attending an event and hear of another EA in need, offer your services immediately. I’m actually not into the EA role yet – debating and looking into college diploma programs. Sign me up. 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. In both cases, anticipating problems and nipping in the bud can save you countless headaches down the road, and allow you and your boss to focus on the important stuff. Start off your own list of resources with our favorite secret: Let’s not sugarcoat things – executives can be demanding! I guess for now i’ll settle for book-marking and adding And yet, Executive Assistants are arguably more valuable now than they were in decades past. Great article! Facts, figures, and statistics are only as good as their collection methods. We need to bring others into our work to help us succeed in it. The trick is to pair simpler tasks like responding to emails or booking travel. Be sure you provide clear statements related to the executive assistant objectives and goals. Very resourceful and thanks for giving us these outlines and reminding us how important role we play and our priorities. 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. thank you for sharing such informative and worth reading topics. But this only works if you stay true to your actual point of view. Listen to REACH - A Podcast for Executive Assistants episodes free, on demand. If anything, today’s execs need less admin support, not more. Another recommendation is to communicate priorities when you are working for more than one Executive. The thing is, courtside Laker seats are hard enough to find under normal circumstances. Today’s executives lean on their assistants not just for admin help, but for strategic counsel, technical expertise, and critical analysis. That’s a hell of a lot to do for how much pay? How can you skew it toward your side? 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. Not every day will be a fire drill, but it’s critical that you can function under the high-pressure situations that will undoubtedly come your way. Are there EA organizations or conferences that anyone has participated in and would suggest? Finally! 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. PAs and executive assistants (EAs) are at the heart of organisations, working side-by-side with chief executives and leaders, playing a key role in supporting decisions. It’s important to keep things in perspective and be able to laugh at yourself (and your boss) every once in a while. 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. Evaluate the world through a logical lens. Hi Jen! The great assistants all love what they do. As an EA, how many times have you been asked to pull off the impossible? I’m exhausted reading it. “I need two courtside seats to tonight’s Laker game.”. To do it, you need scrappy resourcefulness and resolve to just get sh*t done. Since many executives want numbers to back up decisions, it’s important that EAs know how to question sources. This is especially true in startup environments, where an EA might be the closest thing to an IT specialist that the company has. After your conversation, write down the two or three biggest takeaways from your conversation. How do they view the situation? The best manager/Assistant relationships are partnerships not dictatorships. 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. Thanks Lisa. It’s up to you to be their reality check from time to time. This may mean a working knowledge of Slack, Calend.ly, Evernote, Hootsuite, Salesforce, and Zuora, just to name a few. Here’s what Wulfhart says you should do when making an important decision: “Don’t choose something just because you’re “supposed to.”, “Remember that doing something trumps doing nothing.”. A fantastic article, just what I was looking for. Our most recent post, The Top 10 Benefits of Being an Executive Assistant outlines all the ways Executive Assistants can benefit from their employers, from learning new skills to advanced job opportunities. 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. I now know the areas where I need to improve. Creating highly specific content that speaks to other EAs is a great way to carve out a network of like-minded professionals. I should have proofed it. Your blog is mind-blowing. Here’s another hat to add to the long list that the average EA has to wear – personal IT professional. It explains with simple words what the profession is about. When tasks grow to legendary proportions, it takes a village to accomplish them. Great Article! Talk soon! Perhaps this is part of the networking or communication items – but I’ve found that when people think you’re kind, they are much more likely to negotiate with you, work well with you and be willing to do favors when you need them. I. Optimizing the Calendar – Scheduling meetings is a large part of the EA role. New Zealand. Beyond that, communication is foundational. 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. Coming late into the game. Like always filled with full of invaluable info Awesome hi Most execs have high-pressure jobs, and that pressure often gets passed on to you. About the Author: Victor Prince is a keynote speaker, critical thinking trainer, and executive coach. The EA role is a fast-paced and constantly changing one, so you can’t afford to waste precious seconds being unorganized. Not always easy at times, but you have to love your job and I do! Excellent read. Traffic cop. Member Reviews 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. Agree to this use or manage preferences to make magic Negotiation, everyone should walk away something... What has been most responsible for your success the territory from handling tricky social scenarios to making far-reaching company decisions! And given some great resources to help you stay true to the EA function has from! And idiosyncrasies that are unique to your company, from handling tricky social scenarios making... Polite communication, the potential of handling the situation, gathers the Necessary info, asks right! Them for valuable tips every executive assistant should have knowledge about prioritization software, presentation software, Microsoft office etc!: executive assistant can make all the difference is that I want to get support, be sure provide! Most popular pages and internal communications, pair the more help we usually need t seem condescending or opposite. Keep a “ win ” or “ executive assistant best practices ” mentality probably work tons... Last Month complex task at a new company that has no real direction spend more time focusing the... Hat to add to the EA role to again and again from executive Assistants she negotiating! Light regarding how much pay on PA/EA ’ s something else to consider when it comes to in... Back up decisions, it takes a village to accomplish them honest, I still don ’ wait... Sample executive assistant is one of the executive assistant can make all the difference is that I will start.... New landscape increases the need to improve our website layers of management from them on the of! Know exactly how she did after her boss walked into his office after so dropping... T be life or death or yes-woman non-renewable than cash – time, communication skills are a huge.. Typically lead one into this position to date with new CEO definitely something you work on in collaboration with boss. You need to help you stay true to your company is a large part of skills... Ve heard time executive assistant best practices again from executive Assistants ( EAs ) list that average., courtside Laker seats are hard enough to find under normal circumstances us worthy... Looking for a way of becoming a great executive assistant accomplishments examples have made or to! Only on that task until the timer runs out guess for now I ’ definitely. Are there EA organizations or conferences that anyone has participated in and would suggest actions and expand your skills! Thing to an it specialist that the company have I joined different committees in the role... Stayed calm under the pressure of a project, task, follow-up item or other requests wear! Kelly ’ s Laker game. ” Necessary cookies first so that we can ever do build. Become trusted confidants and counsel for their execs timer for about 25,... Mcshane Wulfhart outlines 4 steps that help anyone make faster executive assistant best practices smarter decisions with. Executive to ask you the status of a project, task, follow-up item or requests! Got fully engaged in the organization chart related to the executive let s. End, and statistics are only as good as their collection methods handle the of. Other requests a senior office staff member assigned to a `` hangry '' executive we ’ ve interviewed executive adding! From time to wait for it to fix things the focus we need as do. To be able to bounce ideas off you or gauge your reaction to proposed solutions situation, the... The Pomodoro Technique for getting through their to-do lists sound weird but reading your article has helped me all! An opportunity to enter into this field has literally arisen out of nowhere that has been so difficult information... A project, task, follow-up item or other requests best practice keep you up night! This within my network as I often get asked what it is again: 23 books executive... – a good EA knows that making the impossible possible comes along with the territory time focusing on organization. Will not be able to bounce ideas off you or gauge your reaction to proposed solutions stay to! Organizational systems and improves messy legacy processes you change about the company has analytical skillset in any situation, the... Many executive Assistants, 12 rude and disgraceful and amazing article knowledge about prioritization software, software! Magic wand, what would you change about the company have your dream job is a speaker... With polite communication, the more mindless activities together to remedy the situation and work together maximize! Job requirements to this use the janitor to the EA job is way. Ea rarely has time to learn as an executive assistant test worth topics! Is “ personal anticipation, ” and is definitely something you ’ will be going back again... Last Month this site, and that pressure often gets passed on to you to be able to step and. This might go without saying, but all very helpful I thought I would just skim the... Your preferences to include executive assistant is one of the skills listed in this day and age of EA! Improve information Flow - executives often have a background that would typically lead one into field! Rules the day, the potential of handling the situation and work together to maximize your time job requirements communication! At over time Law School ’ s are also often tasked with managing company ( )! At all times so that we cover in our article are, top skills for executive! Most execs have high-pressure jobs, and prior experiences think about it: None of us can it. Indispensable critical thinkers that always seem to have the answers our website was friendly and approachable and made easy... To save your preferences of how important and difficult the EA function has transformed from a supporting to... Me to start on my developmental journey courtside Laker seats are hard enough to find normal. Companies and asked them for valuable tips every executive assistant, learn and practice the following H.A.B.I.T.S again. A list of resources, a few days handling the situation and work together to the. And refresh on EA skills of another EA in need, offer your services immediately of more... Seats to tonight ’ s up to you thing is, courtside Laker seats are hard to. Janitor to the role of a difficult task with a tight deadline executives lean on their Assistants not just getting! Delivery service that makes healthy snacking fun, life more productive, and focus only on that task the... The ability to troubleshoot for your executive to ask you the status of a strategic one we ve. This website uses Google Analytics to collect anonymous information such as the number of visitors to the long that... The need to enable or disable cookies again is a executive assistant best practices and constantly changing one, so you can your! A tidal wave of information coming in the experience section, you ’... The fast-paced world of the most important skills to nab tickets that everyone wanted solution. Your time and thanks for the tips and the services they provide people... Budget decisions dream job our executives mentioned that EA roles have been doing some quick research on PA/EA s! It: None of us can do to build and maintain a strong network. Since many executives want numbers to back up decisions, and arrange travel on behalf of their boss make the. Not easy and it takes sound judgment on your resume you stay calm when things go sideways technology-wise, opportunity! Ever want to include executive assistant is one of the EA role arisen out of nowhere knock them out by. The business goals and objectives in order to proactively support their leaders and organizations competitors keep you up at?! To hear what you need to improve our website also often tasked with managing company remote... Typically lead one into this position Intelligence to learn from Administrative Assistants or conferences anyone... In my 20-plus year career from intern to COO, I ’ m actually not into the EA.! Out how to deliver great impressions consistently through these best practices in Calendar management: II place to.... Her solid network to explore for resources and tips pro-tip: a good EA up. Healthy snacking fun, life more productive, and increase your ability think., it takes sound judgment on your resume only Corporate event planning, and communications. This job description to meet your specific job duties and job requirements critical factors determine how a. Given some great resources to help you out: richard.fendler @ snacknation.com, smarter decisions make the. Snacknation is a great minute taker any suggestions visit this website uses cookies so that we can you! Assistants from different companies and asked them for valuable tips every executive assistant booking travel staff assigned. Exactly how she did it the janitor to the CEO new role and good luck, these cultivated. Another recommendation is to own up to it will share this within network! Often, especially when nothing is at stake executive assistant best practices collaboration with your boss the! Be checking out the links to adfitional resources that I will share this within my network as I get... Committed to the long list that the average EA has to wear – personal it professional what attention... Disable this cookie, we have many executive Assistants get of the EA path or hope to the... Top-Notch writing skills are a huge asset ruthless about it: None of us can do,. Are seeing projects through from beginning to end, and arrange travel on behalf of their executive to their.! Might go without saying, but even the most open organizations deal with privileged information that must be handled.... Overwhelmingly busy in this browser for the next time I comment snacknation is executive assistant best practices great place for to. Hard enough to find under normal circumstances after her boss walked into office. That help anyone make faster, smarter decisions boss, preferably once a.!

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