Being an executive assistant is no easy feat; being the best executive assistant is even tougher. Not only are you tasked with keeping your boss organized and on track, but you also have to juggle a million different balls all at once — and do it all with a smile on your face. If you’re feeling overwhelmed, don’t worry; you’re not alone.
Pocketbook Agency has provided some information and tips on being the best of the best as an executive assistant.
Although each boss is different, there are some qualities that most employers expect from their executive assistants.
These include:
– The ability to think ahead and anticipate needs.
– Excellent communication skills, both written and verbal.
– A calm demeanor under pressure.
– An eye for detail, time management skills, and a knack for staying organized.
– The ability to take the initiative and work independently.
– A team player attitude.
If you can check all of those boxes, you’re already on your way to becoming a top-notch executive assistant!
There are a few things you can do to set yourself up for success as an executive assistant. First, make sure you understand the job descriptions, as well as your boss’s expectations and priorities.
It’s essential to develop a system for tracking tasks, deadlines, and action items so that nothing falls through the cracks. Finally, build strong relationships with other people in your company so you can rely on them for support when needed.
Don’t forget that being an executive assistant is a marathon, not a sprint. Take care of yourself by maintaining a healthy lifestyle and making time for things you enjoy outside of work.
As an executive assistant, you must develop good habits to be as productive and effective as possible.
Here are some of the best practices:
You must know what to work on and when to work on it to succeed as an executive assistant. This means prioritizing your tasks and keeping the path. You can use a simple notebook or a project management tool like Trello to keep track of your tasks.
Part of being an effective executive assistant (or personal assistant) is knowing how to manage your time and tasks. You must make a schedule or use a time management system that works for you. There are many ways to do this, so find what works best for you and stick to it. Here are a few ideas:
– Use a planner or calendar to organize your time and schedule meetings. A planner or calendar can help you keep track of your tasks and due dates. This can be a physical planner that you carry with you or an online tool like Google Calendar.
– Break down tasks into smaller, more manageable pieces. If a task seems overwhelming, break it down into smaller steps that you can complete. This will help you stay focused and on track.
– Set deadlines for yourself and others. To stay organized, set deadlines for yourself and others. This will help ensure that tasks are completed in a timely manner.
– Take breaks when you need them. It’s essential to take breaks when you feel overwhelmed or stressed. Breaks can help you stay focused and avoid burnout. Make sure to schedule some downtime so that you can relax and recharge.
– Delegate tasks when possible. As an executive assistant, there’s a lot on your plate. You need to embrace an office management role. To avoid getting overwhelmed, delegate tasks to others when possible. For example, if more office supplies are needed, hand that over to the office manager. This will help you stay focused on the most high-touch tasks.
It can be challenging to stay focused when there are so many things vying for your attention. However, it is crucial to concentrate on the task at hand and remain productive at all times.
To stay focused, avoid distractions such as social media, email, and phone calls. If you need to, set limits for yourself on apps or use a tool like Freedom to block distractions. Keep in mind that mindless scrolling isn’t limited to Instagram; LinkedIn can suck people in too.
Being proactive means completing your to-do list instead of sitting on it for days, weeks, or months. For example, if you see that your executive’s schedule is empty for the day, take the initiative to schedule some meetings or appointments.
If you see a project falling behind, be intentional about getting it back on track. Follow-up and decision-making are tightly wound in this case.
Your mental and physical health is critical to your overall well-being, but it also impacts your career. Try to eat healthily, exercise regularly, and get enough sleep.
Start with these tips:
– Incorporate foods that are known to boost productivity, such as blueberries, dark chocolate, and avocados.
– Exercise releases endorphins, potentially improving your mood and increasing productivity.
– Develop a nightly routine to help you wind down and get enough rest.
These habits will help you be a more productive, organized, and successful executive assistant.
As an executive assistant, you’re expected to remain efficient and accurate in your work. You need to be able to complete tasks quickly and correctly, which requires you to stay organized and maintain exceptional attention to detail. Additionally, be sure to proofread your work before sending it off to avoid any mistakes.
Attitude and professionalism are essential aspects of any assistant job. Try to stay positive, even when things are tough.
Remain professional at all times. This means maintaining a high level of customer service, being polite and respectful, and dressing appropriately. When navigating professional relationships, emotional intelligence will help create productive relationships with everyone, from team members to C-suite executives.
Communicating well is an efficient way to succeed at any job, but it’s crucial for administrative professionals like administrative assistants and executive assistants. Whether you’re leaving a voicemail for a top executive or chatting with a co-worker in Slack, communication is the name of the game.
Express yourself clearly and concisely — verbally and in writing. On the flip side, make active listening a habit.
Good communication skills are essential in all aspects of life, from personal relationships to work environments.
Remember these points when trying to improve your communication skills:
Make sure your body language projects confidence.
– Maintain appropriate eye contact with the person you’re conversing with.
– Be clear and concise in your speech.
– Listen carefully to what others are saying.
– Avoid interrupting or talking over others.
– Take turns speaking and listening patiently.
– Be open-minded and willing to compromise.
– Respect the opinions of others even if you don’t agree with them.
As an executive assistant, you never know what might come your way. One day you might be managing the CEO’s calendar. The next day you might be putting together a presentation for the board of directors. Whatever it is, be prepared.
Remember to stay organized and have a Plan B ready before Plan A fails. It’s also essential to think on your feet and come up with solutions quickly when things don’t go as planned. Most importantly, you’ll want to keep your head cool under pressure and never lose your composure — no matter what happens.
No matter how much you know or think you know about being an assistant, there’s always more to learn (especially at the executive level). Technology, processes, and your executive’s needs will constantly change.
Resolve to be a lifelong learner (and problem-solver) and continue to grow in your role. Learning opportunities are everywhere, so take advantage of them!
In addition to meeting all of the expected responsibilities of an executive assistant, there are some special touches you can add that will set you apart from the crowd.
For example, try sending your boss a summary of each day’s tasks at the end of the day so they can hit the ground running first thing in the morning.
Or, if you know your boss is dealing with a lot of stress, bring them their favorite coffee or tea first thing in the morning with a smile on your face. Little things like this can go a long way in making you indispensable to your employer (and valuable in the industry as a whole).
We know all too well how challenging — and rewarding — the role can be. If you’re looking for your next great opportunity, we’d love to help. Pocketbook Agency specializes in connecting talented candidates with amazing companies— executive assistants included! Visit our website or give us a call today to learn more about how we can help you find your dream job.
Being an executive assistant isn’t easy, but it’s possible to be the best of the best if you put in the work. By understanding expectations, laying the groundwork for success, and going the extra mile, you can make yourself indispensable to your boss.
Remember to incorporate the best practices above, and you might be surprised at how quickly you reap the rewards!
Sources:
4 Ways To Build Stronger Workplace Relationships | Forbes
28 Health and Nutrition Tips That Are Actually Evidence-Based | Healthline
Communication Skills for Workplace Success | The Balance
10 Superfoods That Increase Productivity | Inc.com
Emotional Intelligence in Leadership: Why It’s Important | Harvard Business Review