Many will agree that working as an Executive Assistant in not an easy job. It takes more than basic administrative skills and duties. An Executive Assistant is also a counselor, organizer, glue and the back-up brain to the executive. I have been an Executive Assistant for many years to a business owner who is anal, eccentric and mentally aggravating, but I have learned many valuable skills from him that contribute to my success today. In this 2 part article I will teach you the unspoken skills you need to acquire to master the role of Executive Assistant.
Monster.com describes the job title of Executive Assistant as follows:
“Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. Familiar with a variety of the field’s concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish goals. Typically reports to an executive. A wide degree of creativity and latitude is expected.”
Being a first-rate Executive Assistant requires a lot of focus, drive and skill. This is not just any simple administrative job. Many times people will go into the job thinking that it is easy and they mostly fail because they are not prepared for what the job entails. When thrust into the Executive Assistant position you need to realize that everything you do is for the benefit of the executive you are assisting. When you make him look good, you will look good.
Here are 5 keys to being an exceptional Executive Assistant:
Be Organized
Keep lists, especially a to-do list.
Take notes in meetings and during phone calls. I always keep a pad of paper next to my phone and take it with me when he calls me into his office.
Use a monthly calendar book to keep track of work that is only done once a month or once a year.
To help out my boss, I take notes on things that we discuss that need done even if I am not the one completing the task. I cross out the duty when it is completed. This helps me follow up on the tasks to make sure he did them and is a huge help considering that he is very forgetful.
Prioritize/Time Management
Know the dues dates and time limits on your projects. Make sure you have all the information you need at your fingertips before beginning the project.
If your boss asks you to do something, do it right away. This is an unspoken rule in my office.
I always review my to-do list every morning to prioritize my day and I spend the last 15 minutes of my day updating my to-do list for tomorrow.
Think Ahead
You should always be one step ahead of your boss. After you get to know him, you will probably know what questions he’s going to ask you before he does, this way you can be prepared and look smart at the same time.
Be on your toes, ready to jump and help out when needed.
Learn to multi-task, this will help you save time.
When I am on hold on a phone call, I will usually work on a task that does not take much thought, and helps me get the mundane projects completed.
Have a plan for your workload and be flexible if an emergency happens.
Work Quickly and Efficiently
Have a sense of urgency in everything you do, work swiftly.
Once you know the ins and outs of your job responsibilities and tasks start picking up the pace and try to streamline some of the processes you use to get your job completed.
“Work Smarter, Not Harder” is a slogan that my boss likes to use quite a bit. It drives me crazy but it is true.
Once you have these key concepts down, you will be on your way to becoming a magnificent Executive Assistant. The next step is to “Get to Know Your Executive” which we will discuss in the last part of my two part series.
